Infrastructure

This document is supposed to document all of the infrastructure that PyGreece owns. It serves as a guide to new organizers and should be used to onboard new team members. It is also supposed to be a reminder to all PyGreece organizers that maintaining the infrastructure takes a lot of care and should be, together with updating this guide, a regular thing.

Google Workspace

PyGreece has a Google Workspace for Nonprofits organization.

Users & user permissions

Every PyGreece organizer should have a user account under this organization. The naming convention for our PyGreece emails is <first_name>@pygreece.org. Other naming schemes may be used when a first name might conflict with others. User permissions should follow the principle of least privilege. Hence, the permissions should be set up as follows:

• PyGreece AMKE administrators: They should be organization super-admins and have full control over the organization and billing.
• PyGreece AMKE directors & PyGreece organizers: They should be organization members with no admin control, unless permissions are needed for directors / organizers to be successful in fulfilling their board role.
• PyCon GR organizers: They should be organization members with no admin control, unless permissions are needed for PyCon GR organizers to be successful in fulfilling their organizer role. Organizers that solely handle PyCon organization tasks should get pycon.gr email addresses only.

External (non-organizer) users that regularly contribute to PyGreece-maintained projects can request to get a pygreece.org email address, in case it's needed for them to be able to effectively contribute to their projects.

Note

There's currently also one Google Workspace account for [email protected], the bot user that is used for registering any bot accounts with various services. Accounts like this should always get as little permissions as possible.

Groups

The PyGreece organization has the following groups for easy management of group communication:

• PyGreece AMKE Administrators: This should be the group used by administrators for account related to the AMKE's financials. Banking accounts, eAADE, GEMI, and others should use this account. PyGreece AMKE administrators are group owners.
• PyGreece Security: This should be a security-intensive group that only gives access to the necessary people. It should be used as the email for accounts that require higher levels of security, like password managers and others. It currently includes all PyGreece organizers, but that is not necessary and might change in the future. PyGreece AMKE administrators are owners, directors are managers, and other organizers are members.
• PyGreece Organizers: This is a group email that inlcudes all PyGreece organizers and should be used for internal meeting invitations, Google Drive sharing with multiple people, as well as external communications as a group. PyGreece AMKE administrators are owners, directors are managers, and other organizers are members.
• PyGreece Subscriptions: This account should be used as the default account to register for online services, like Github, Cloudflare, etc. PyGreece AMKE administrators are owners, directors are managers, and other organizers are members.
• PyGreece CoC Committee: This is a group email that should be listed as the email address for CoC incident reports. Members of the CoC committee should be using the email address for all CoC-related communications.

There's also Google groups used for PyCon organizers and the team managing its organization:

• PyCon GR Support: Externally facing group email address. Should be used for all communications with attendees and should also be the email listed as the main point of contact on the PyCon GR website.
• PyCon GR Sponsors: This group email should be used by the Sponsors team for all communications/negotiations with potential sponsors.
• PyCon GR Program: Group email for the Program team. Can be used for communications with (keynote) speakers, and should be the point of contact listed on the CfP. Can also be used for CfP software (like pretalx), and others.
• PyCon GR Organizers: Interal group email for all PyCon GR organizers. Can be used for calendar events, internal communications, etc.

The permissions model is the following:

	PyGreece AMKE Administrators	PyGreece Security	PyGreece Organizers	PyGreece Subscriptions	PyCon GR Support	PyCon GR Sponsors	PyCon GR Program.	PyCon GR Organizers
See group	Organization	Organization	Organization	Organization	Organization	Organization	Organization	Organization
Join group	Invitation-only	Invitation-only	Invitation-only	Invitation-only	Invitation-only	Invitation-only	Invitation-only	Invitation-only
View conversations	Owners	Members	Members	Members	Members	Members	Members	Members
Post	Anyone	Anyone	Anyone	Anyone	Anyone	Anyone	Anyone	Members
View member	Organization	Organization	Organization	Organization	Organization	Organization	Organization	Organization
Manage members	Owners	Managers	Managers	Managers	Managers	Managers	Managers	Managers
Modify custom roles	Owners	Managers	Managers	Managers	Managers	Managers	Managers	Managers
Contact group owners	Anyone	Anyone	Anyone	Anyone	Anyone	Anyone	Anyone	Members
View member email addresses	Organization	Organization	Organization	Organization	Organization	Organization	Organization	Organization
Reply privately to authors	Anyone	Anyone	Anyone	Anyone	Anyone	Anyone	Anyone	Members
Attach files	Anyone	Anyone	Anyone	Anyone	Anyone	Anyone	Anyone	Members
Moderate content	Owners	Managers	Managers	Managers	Managers	Managers	Managers	Managers
Moderate metadata	Owners	Managers	Managers	Managers	Managers	Managers	Managers	Managers
Post as group	Owners	None	Members	None	Members	Members	Members	None

Tip

Some of the above settings need to be selected from the Google Admin console, while others need to be selected from the group settings on groups.google.com.

Github

PyGreece has a nonprofit organization account on Github.

Users & user permissions

All PyGreece organizers should be part of our Github organization. Again, the principle of least privilege should be used. That means the following in terms of user permissions:

• PyGreece AMKE administrators: They should be organization owners and have full control over the organization and billing.
• PyGreece AMKE directors & PyGreece organizers: They should be organization members with no admin control, unless permissions are needed for directors to be successful in fulfilling their board role.
• PyCon GR organizers: They should be organization members with no admin control, unless permissions are needed for directors to be successful in fulfilling their organizer role.
• Contributors: If a contributor needs organization access, they should be able to get it. All external contributors should be members with no admin access. Ideally, contributors should be added as outside collaborators to the specific repos they contribute to, though becoming an organization member is okay if they need it.

Note

Our Github organization currently has a bot member as well. This is needed for some automations to run, like Pulses, etc. Any bot on our Github organization should have as little permissions as possible.

Teams

• community: Organizers that are responsible for community outreach should be part of this team. It should give write access to all community-related private repositories.
• org: All organizers should be part of this team. It should give write access to all PyGreece private repositories.
• translation: Organizers that are responsible for the Python docs translation project should be in this team. It should not give write access to any repositories. Its main purpose is notifying groups of people for reviews, issue assignments, etc.
• pycon25: PyCon GR organizers that are responsible for tasks related to PyCon GR. It should give write access to all repositories that are related to PyCon GR. For each year's PyCon a new team should be created, so that old organizers do not lose access to the material produced during the organization of older PyCon's.

Repositories

• community: The PyGreece community knowledge base. It serves as the primary collection of resources for all organizers and members. Also serves the wesite you're currently seeing. It should always remain public for anyone to contribute to.
• org: This repository serves as the main collection of issues and discussions needed for organizers to run their day-to-day tasks. It should be private. The org team should have write access to it.
• infrastructure: This repository serves as a place to host all infrastructure-related code and resources for PyGreece organizers. It is currently private, but could be made public in the future.
• discord: The code for the PyGreece discord bot. It should always remain public for anyone to contribute to.
• org-pycon-2025: This repository serves as the main collection of issues and discussions needed for PyCon organizers. It should be private. The pycon25 team should have write access to it.
• pycon-gr-website: This repository hosts the code and all of the needed infrastructure scripts for the pycon.gr website. It should be public, so that external contributors can also contribute to it. The pycon25 and any future PyCon-related teams should have write access to it.

Note

python-docs-gr: This repository hosts the translation of the Python document to the Greek language. It has been moved under the python organization.

Domains

PyGreece currently owns four domains.

• pygreece.org: Serves as the main website for anything related to the PyGreece community. It currently is the home of the PyGreece knowledge base, but that might change in the future.
  • DNS Management: Cloudflare
  • Registrar: Cloudflare
  • Hosting solution: readthedocs.org
  • Repository: Github
• pygreece.eu: Should be an alias to pygreece.org.
  • DNS Management: Cloudflare
  • Registrar: Name.com
• pycon.gr: Serves as the main website for PyCon Greece. It should include all content related to the conference, as well as any conference-related activities. It is currently empty, but will be populated soon.
  • DNS Management: Cloudflare
  • Registrar: papaki
• pycongreece.gr: Should be an alias to pycon.gr.
  • DNS Management: Cloudflare
  • Registrar: papaki

Cloudflare

Cloudflare should be used for DNS management for all our domains, as well as for registering domains, except for cases where it's not possible (.gr or .eu domains currently cannot be registered through or transferred to Cloudflare).

Users & user permissions

• PyGreece AMKE administrators: They should be Super Administrators and have full control over all domains and billing.
• PyGreece AMKE directors & PyGreece organizers: They should be account administrators for all domains, but not have access to billing settings.
• PyCon volunteers: PyCon volunteers that are working on the PyCon website might need access to Cloudflare for the pycon.gr and pycongreece.gr domains. They should only get the permissions they need (typically DNS management) for these specific domains.

Password management

The PyGreece team hosts a Vaultwarden server on our DigitalOcean infrastructure. It implements a Bitwarden server and is open-source. Members of the team can install the Bitwarden extension on their browser and point it to https://vaultwarden.pygreece.org, which is where our password manager lives.

Users

All PyGreece and PyCon organizers should have an individual account on our password management solution and follow security best practices when it comes to storing their passwords. PyGreece AMKE Administrators should be organization owners, while everyone else should be an organization member. In addition to this, there should be two shared vaults that multiple users have access to.

Vaults

• AMKE: This vault should contain all passwords associated with PyGreece AMKE financial accounts, like banking accounts, eAADE, GEMI, etc. PyGreece AMKE administrators should have edit access.
• Default collection: This vault should contain all other passowrds to accounts that all PyGreece organizers should be able to log in to. PyGreece AMKE administrators and PyGreece organizers should have edit access.
• PyCon: This vault should contain password related to PyCon. PyGreece AMKE Administrators and PyGreece organizers should have edit access, while PyCon organizers should have read access.