Django Girls Colombia automated email script for workshop notifications and certificates.

Features

This script supports sending 5 different types of workshop-related emails:

1. certificate - Post-workshop certificates for attendees
2. accepted-participants - Acceptance notifications for workshop participants
3. waitlist-participants - Waitlist notifications for participants
4. accepted-mentors - Acceptance notifications for mentors/guides
5. waitlist-mentors - Waitlist notifications for mentors

Local Testing Mode

The script includes a --local flag that generates HTML preview files instead of sending emails, perfect for testing templates and data before sending actual emails.

Setup

1. Google API Credentials

Create an OAuth2.0 token here: Using OAuth 2.0 to Access Google APIs

Copy the example file and fill in your real credentials:

cp credentials.example.json credentials.json
# Edit credentials.json with your Google OAuth client_id and client_secret

2. Environment Setup

Create and activate a virtual environment:

# Create virtual environment
python3 -m venv env

# Activate the environment
# Unix/macOS
source env/bin/activate

# Windows
env\Scripts\activate

3. Install Dependencies

pip install -r requirements.txt

4. Configure Environment Variables

Copy the example environment file and update the values for your workshop:

cp .env.example .env
# Edit .env with your workshop-specific values

The script validates that all required environment variables are set at startup. If any are missing, it exits with a clear error listing them. See .env.example for the full list of configurable values.

5. Prepare Data Files

Ensure your data files are properly formatted:

• data/attendees.csv - Contains columns: email, name, certificate_url
• data/mentors.csv - Contains columns: email, name

Usage

Basic Syntax

python main.py --type <message_type> [--local] [--yes]

Message Types

• certificate - Uses data/attendees.csv
• accepted-participants - Uses data/attendees.csv
• waitlist-participants - Uses data/attendees.csv
• accepted-mentors - Uses data/mentors.csv
• waitlist-mentors - Uses data/mentors.csv

Local Testing (Recommended)

Test your templates and data before sending emails:

# Test certificate emails
python main.py --type certificate --local

# Test mentor acceptance emails  
python main.py --type accepted-mentors --local

# Test participant waitlist emails
python main.py --type waitlist-participants --local

HTML preview files will be generated in the output/ directory with names like:

• certificate_John_Doe.html
• accepted_mentors_Maria_Garcia.html
• waitlist_participants_Ana_Rodriguez.html

Sending Actual Emails

Remove the --local flag to send real emails. The script will show a summary of recipients and ask for confirmation before sending:

# Send certificate emails to all attendees (will prompt for confirmation)
python main.py --type certificate

# Send acceptance emails to all mentors (will prompt for confirmation)
python main.py --type accepted-mentors

# Skip the confirmation prompt with --yes / -y
python main.py --type accepted-mentors --yes

Help

Templates

Templates are stored in the templates/ directory:

• certificate_template.html - Certificate email template
• accepted_participants.html - Accepted participants template
• waitlist_participants.html - Participants waitlist template
• accepted_mentors.html - Accepted mentors template
• waitlist_mentors.html - Mentors waitlist template

Templates use variables like {participant_name}, {workshop_date}, {workshop_city}, {workshop_website_url}, {whatsapp_group_link}, {linktree_url}, etc., which are automatically replaced with values from the constants in main.py.

Configuration

Workshop details and email settings are configured via environment variables (loaded from a .env file using python-dotenv). The script validates all required variables at startup and exits with an error if any are missing.

Copy .env.example to .env and customize the values. Only IMAGE_PATH and EMAIL_DELAY are optional:

• Email: SENDER_EMAIL, EMAIL_DELAY, IMAGE_PATH
• Workshop details: WORKSHOP_DATE, WORKSHOP_TIME, WORKSHOP_PLACE, WORKSHOP_CITY, WORKSHOP_YEAR, WORKSHOP_WEBSITE_URL
• Mentor logistics: MENTOR_MEETING_DATE, MENTOR_MEETING_TIME, WORKSHOP_DAY_MENTOR_MEETING_TIME, MENTOR_CONFIRMATION_DEADLINE, MENTOR_CONFIRMATION_DATE
• Participant logistics: PARTICIPANT_CONFIRMATION_DEADLINE, PARTICIPANT_CONFIRMATION_DATE
• Links: SURVEY_LINK, PHOTOS_LINK, CERTIFICATE_BASE_URL, EMAIL_HEADER_URL, LINKTREE_URL, WHATSAPP_PARTICIPANTS_LINK, WHATSAPP_MENTORS_LINK

Security Note

Never commit credentials.json, token.json, .env, or data/*.csv files to version control. These files contain sensitive authentication information and personal data. They are included in .gitignore by default. Use .env.example as a reference template.