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GitHub Actions Automations

This document summarizes the automated workflows configured for the VanJS meetup repository.

Workflows

1. Close Past Meetups

File: .github/workflows/close-past-meetups.yml

Purpose: Automatically closes past meetup milestones and their associated issues.

Triggers:

  • Daily at 10 AM PST (6 PM UTC)
  • Manual trigger via workflow dispatch

Key Features:

  • Uses PST/PDT timezone for accurate date comparisons
  • Closes milestones that are 1+ days past their due date
  • Automatically closes all open issues within past milestones
  • Special thank-you messages for speaker issues (Talk/Demo labels)
  • Generic closing messages for other meetup-related issues
  • Safety features: dry-run mode and configurable enable/disable
  • Rate limiting to prevent GitHub API abuse

Configuration Variables:

  • MEETUP_CLEANUP_ENABLED: Enable/disable cleanup (default: true)
  • CLEANUP_DRY_RUN: Run in test mode without making changes

2. Speaker Date Selection

File: .github/workflows/speaker-date-selection.yml

Purpose: Automatically posts available presentation dates when speakers submit talk proposals.

Triggers:

  • Issues labeled with "Talk" or "Demo"

Key Features:

  • Fetches open milestones ending with "Meetup"
  • Shows only future dates within 6 months
  • Limits to milestones with fewer than 3 speakers
  • Creates interactive checkboxes for date selection
  • Prevents duplicate comments with time-based checks
  • Updates availability when Event label is applied

Configuration Variables:

  • SPEAKER_DATE_SELECTION_ENABLED: Enable/disable automation (default: true)

3. Speaker Date Selected Notification

File: .github/workflows/speaker-date-selected.yml

Purpose: Notifies maintainers when speakers select their preferred presentation dates.

Triggers:

  • Issue comments are edited (specifically checkbox interactions)

Key Features:

  • Monitors for date selection checkbox changes
  • Sends notifications to maintainers via GitHub mentions
  • Sends email notifications (if configured with SendGrid)
  • Posts confirmation messages to speakers
  • Prevents duplicate notifications with timing checks
  • Only processes official date selection comments

Configuration Variables:

  • SPEAKER_NOTIFICATIONS_ENABLED: Enable/disable notifications (default: true)
  • MAINTAINERS: Comma-separated list of GitHub usernames
  • MAINTAINER_EMAILS: Comma-separated list of email addresses
  • FROM_EMAIL: Sender email address for notifications

Required Secrets:

  • SENDGRID_API_KEY: SendGrid API key for email notifications

Workflow Integration

These workflows work together to automate the speaker management process:

  1. Speaker submits talk proposal → Issue created with Talk/Demo label
  2. Date selection workflow → Posts available meetup dates as checkboxes
  3. Speaker selects dates → Edits comment to check preferred dates
  4. Notification workflow → Alerts maintainers and confirms with speaker
  5. Maintainer assigns to milestone → Speaker is scheduled for selected meetup
  6. After meetup occurs → Cleanup workflow closes past milestones and thanks speakers

Administrative Controls

All workflows can be disabled via repository variables:

  • Set MEETUP_CLEANUP_ENABLED=false to disable meetup cleanup
  • Set SPEAKER_DATE_SELECTION_ENABLED=false to disable date selection
  • Set SPEAKER_NOTIFICATIONS_ENABLED=false to disable maintainer notifications
  • Set CLEANUP_DRY_RUN=true to test cleanup without making changes