Timeline & Tooling

Purpose: Consolidated schedule and list of tools used by the hub.

📅 Timeline — Important Dates

Mark your calendar with these key events and deadlines:

Major Events

Submission Deadlines

IMPORTANT: Mark these deadlines in your calendar!

• Enrolment Deadline: [INSERT DATE]
• Mid-way Evidence Upload: Dec 08, 2025 (before Refinery)
• Final Submission: [INSERT DATE]
• Presentation Materials: [INSERT DATE]

Late submissions may not be accepted. Contact the Hub team immediately if you anticipate missing a deadline.

🛠️ Tools We Use

📝 Google Forms (Intake & Submissions)

What it’s for:

• Team enrollment and registration
• Mentorship requests
• Evidence and file submissions
• Feedback surveys

Links:

• [Intake Form] — Register your team
• [Submission Form] — Upload your final work
• [Mentorship Request] — Request mentor support

Pro tip: Save confirmation emails — they contain important reference numbers.

📁 Shared Google Drive (Evidence Storage)

What it’s for:

• Storing large files (videos >50MB)
• Sharing photos and documentation
• Accessing templates and resources
• Collaborative document editing

Structure:

Shared Drive/
├── Templates/
│   ├── submission.md
│   ├── README.md
│   └── assets-index.md
├── Team Folders/
│   ├── Team Alpha/
│   ├── Team Beta/
│   └── ...
└── Resources/
    ├── Guides/
    └── Examples/

Access: [Drive Link] — Request access if you don’t have it

Pro tip: Name your files according to the documentation guidelines before uploading.

💻 GitHub (Hub Repository)

What it’s for:

• Publishing team documentation
• Version control for code
• Collaborative development
• Final submission hosting

Repository: [GitHub Link]

How it works:

1. Teams submit via Google Form
2. Hub Git operator (Kamal) creates branch
3. Your work is reviewed via Pull Request
4. Approved work is merged to main branch
5. Published automatically to the website

For non-technical teams: You don’t need to use Git directly! See “Quick Note” below.

🚀 Vercel (Preview & Live Site)

What it’s for:

• Hosting the hub website
• Previewing your documentation before it goes live
• Automatic deployment from GitHub

Links:

• [Live Site] — Public-facing hub website
• [Preview Links] — Provided in your PR comments

How it helps you:

• See how your submission will look before final merge
• Share preview links with your team for review
• Catch formatting errors early

💬 WhatsApp / Slack (Communication)

What it’s for:

• Daily team communication
• Community announcements
• Quick questions and support
• Sharing resources and learnings

Channels:

• General/Announcements — Hub-wide updates
• Support — Technical help and questions
• Pods/Matchmaking — Find teammates
• Random/Social — Community building

Join: [WhatsApp Group Link] or [Slack Workspace Link]

Phone numbers for urgent issues:

• Hub Lead: [PHONE NUMBER]
• Git Operator (Kamal): [PHONE NUMBER]
• Event Organizer: [PHONE NUMBER]

📹 Zoom / Google Meet (Virtual Events)

What it’s for:

• Kickoff and workshop sessions
• Mentor meetings
• Mid-way review presentations
• Final presentations (if hybrid/remote)

Meeting links: Sent via WhatsApp/email before each event

Pro tips:

• Test your camera/mic before sessions
• Join 5 minutes early
• Have backup internet (mobile hotspot) ready

🆘 Quick Note for Non-Technical Teams

Don’t know Git? No problem!

If you’re not comfortable with GitHub, follow these steps:

1. ✅ Tick “Need Hub help” on your submission form
2. ✅ Upload all files to Google Drive (your team folder)
3. ✅ Fill out the submission form completely
4. ✅ Wait for confirmation from the Hub team

The Hub team will:

• Create your GitHub branch
• Format your documentation properly
• Open the Pull Request for you
• Handle all the technical Git stuff

You focus on: Building your solution and collecting evidence!

📊 Tool Usage by Task

Quick reference for which tool to use when:

⏰ Daily/Weekly Rhythms

Daily (for active teams)

• Morning: Check WhatsApp for announcements
• During work: Update your dev log
• Evening: Upload evidence to Drive (photos, notes)

Weekly

• Monday: Set weekly goals, update team status
• Wednesday: Mid-week check-in, request help if stuck
• Friday: Weekly reflection, prepare for weekend work

Before Major Events

• 3 days before: Review requirements, identify gaps
• 1 day before: Upload evidence, test presentations
• Day of: Arrive/join early, be prepared

🔔 Notification Settings

Recommended settings to stay informed without overwhelm:

WhatsApp/Slack:

• ✅ Enable notifications for Announcements channel
• ✅ Enable notifications for Support channel
• ⚠️ Mute Random/Social (check daily instead)

Email:

• ✅ Enable for Google Form confirmations
• ✅ Enable for GitHub PR comments (if using Git)
• ✅ Enable for calendar invites

GitHub (if using directly):

• ✅ Watch your team’s branch
• ✅ Enable PR review notifications
• ⚠️ Don’t watch entire repo (too noisy)

📞 Who to Contact for What

Technical Issues

Git/GitHub problems:

• 👨‍💻 Kamal (Hub Git operator)
• 💬 Support channel
• 📚 Documentation Guide

Build/Vercel errors:

• 👨‍💻 Kamal
• 💬 Support channel (with screenshot)

Drive access issues:

• 📧 Hub admin email
• 💬 Announcements channel

Project Support

Mentorship:

• 📝 [Mentorship Request Form]
• 📖 Mentorship Guide

General questions:

• 💬 Support channel
• 📖 FAQ

Team dynamics:

• 🤝 Event organizers (private message)

Administrative

Enrollment issues:

• 📧 Hub admin email
• 📞 Event organizer phone

Deadline extensions:

• 📧 Hub lead (with justification)
• 📞 Event organizer (urgent only)

✅ Setup Checklist

Make sure you have access to everything:

• Joined WhatsApp/Slack channels
• Can access shared Google Drive
• Submitted intake form and received confirmation
• Know your team folder location (if applicable)
• Bookmarked important links (forms, drive, repo)
• Added key dates to your calendar
• Tested Zoom/Meet before first event
• Know who to contact for different issues

🔗 All Links in One Place

Forms:

• [Intake Form]
• [Submission Form]
• [Mentorship Request]

Storage & Code:

• [Google Drive]
• [GitHub Repository]
• [Hub Website]

Communication:

• [WhatsApp Group]
• [Slack Workspace]

Support:

• FAQ
• Documentation Guide
• Learning Library

Bookmark this page! You’ll reference it throughout the hackathon.

Questions about tools? Check the FAQ or ask in the support channel.