Movement-Wide Tools

Google Workspace

Cyber Security Guidelines

As the L4 journey intensifies, attack and attempted compromise of Lausanne’s IT systems is very possible and probable. Given the nature of our work, we could be the target of attack from various groups and/or state actors who are motivated to cause interruption and calamity upon our movement’s activities. With that in mind, we have heightened the security of our accounts. To find out more, please read Lausanne's cyber security guidelines.

Google Calendar

Subscribe to the Lausanne Global Leadership Calendar

If you would like to subscribe to Lausanne Global Leadership Calendar to keep an eye on all upcoming Lausanne events follow these steps:

Navigate to your Google Calendar.
Click the + on the left hand tool bar next to ‘Other Calendars’.
Click ‘subscribe to new calendar’.

Add ‘calendar@lausanne.org’ where it says ‘add calendar’.

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Create Appointment Slots

This feature only works if each staff member updates their calendars with the time slots they have available for meetings, so please ensure you add all your available appointment slots and meetings to your calendar.

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How to Find a Time

How to find a time for a meeting between several colleagues.

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Display Slots as Free / Busy

Make sure others don't see the details of your schedule but only whether you are available or not.

Google and Zoom Integration

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In an effort to be more efficient with our time and resources available to us, we are implementing procedures for Google Calendar use and its integration with Zoom.

Please view the video to learn how you can set up your calendar/zoom integration.

After your integration is set up, please follow these procedures to ensure that we are all using Google Calendar and Zoom in the same way.

All Lausanne meetings (including recurring meetings) need to be set up in the calendar by the host (with your @lausanne.org email).

All participants should be invited through the calendar, including all regular attendees and guests. If the calendar event needs to also be seen on a shared calendar, please add the shared calendar as an invitee rather than using the shared calendar to create the invite.

Invitees are expected to respond to an invite (accept/maybe/decline) as this will be an indication of their intended presence.

The hosts Zoom link should always be included in the calendar entry and any other possible Google Docs that will be worked on as well. Note that if you’ve created the Zoom link separately in your Zoom account already you will need to make sure the Zoom/Google Calendar integration does not create another link as you will then have two separate Zoom links for your event.

Google Drive

Google Drive Procedure

In order to be more efficient with our time and to share work better, Lausanne leaders must use Google Drive through their Lausanne emails to create and/or store all Lausanne documents. It is recommended that teams create and use a shared drive where all team members can access all relevant documents to their work. The tool is both safe for storage and ensures that Lausanne central will have access to these documents should changes in a person’s role with Lausanne occur for any reason. You can store documents from Word, Excel, PPT or any Google docs, sheets, etc in your Google Drive through your Lausanne email. Please use Google Docs, Sheets, etc as opposed to simply storing Word documents in Google Drive because of the accessibility of all team members to see real time edits in Google documents. However, this may not be possible for all documents, in which case, simply make sure the most updated version stays in the Google Drive.

Google Drive Requirements

Use Google Drive to store all Lausanne documents.
Only access Google Drive files from your Lausanne email as there is a higher security on your Lausanne email than a regular email account. Please set up two factor authentication on your Lausanne email for even better security of Lausanne’s data.
Do not grant non-Lausanne emails access to any documents or folders with sensitive data (emails, payment info, etc).

There are so many tools within Google Drive. Please explore what is possible and reach out to the Operations Team at operations@lausanne.org if you have any questions. In the meantime, here are some articles and tutorials to help you learn Google Drive if needed:

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