Google Workspace

Cloud-based productivity suite providing email, file storage, website hosting, and identity management for Pride of our Footscray. Serves as the central infrastructure platform for organisational communications and shared documentation.

Core Services

Email Accounts:

• meet@prideofourfootscray.bar — General Enquiries Google Group (public-facing)
• accounts@prideofourfootscray.bar — Pride Accounts Team Google Group (invoices, financial comms)
• Distributed staff accounts for individual team members, plus a shared reception@prideofourfootscray.bar (“Pride Front Desk”) account — credential holder undocumented
• Full group inventory below (audited 7 Jul 2026)

Google Groups Inventory (audited 7 Jul 2026, Admin Console)

15 groups exist — the role-based address structure recommended by Email Management Strategy Phase 3 is already built, but unmanaged (plain groups, no collaborative-inbox assignment/tracking confirmed, membership hygiene issues below).

Group	Address	Direct members
Creative Team	creative.team@	Emily, Mat, “Minnie Andrews” (minnieoldemail@)
Films at Pride	films@	Tom†, Emily, Mat, Monique†
Functions and Parties at Pride	functions@	Emily, Mat, reception@, Shae
General Enquiries	meet@	Tom†, Emily, Mat, reception@, Shae
Lost Property	lostproperty@	Emily, Mat, reception@, Shae
Manager	manager@	Mat, Shae
Members	members@	Tom†, Emily, Mat, Monique†, reception@, Shae
New Product Proposals	newproducts@	Mat, Shae
Orders and Stock	orders@	Mat, Monique†, reception@, Shae
Pride Accounts Team	accounts@	Tom†, Mat, Shae
Pride Comedy Team	comedy@	Mat
Recruitment	jobs@	Mat, Shae
Retired Invoices — “should not be used”	invoices@	Tom†, Mat, Shae; external p.emma@luxlifemail.com also listed
Shareholders	shareholders@	Tom†, Mat
Shows Proposals and Venue Hires	shows@	Emily, Mat, reception@, Shae

† Departed Jul 2026. Membership decisions (Shae, 7 Jul 2026): Monique removed from all groups; Tom deliberately retained for now — his memberships (films@, meet@, members@, accounts@, invoices@, shareholders@) are intentional, not an oversight. Revisit when his account is offboarded.

Hygiene flags from the audit (status as at 7 Jul 2026):

• Monique in 3 groups — RESOLVED: removed by Shae 7 Jul 2026
• Tom in 6 groups incl. accounts@ and shareholders@ — retained deliberately for now (Shae decision 7 Jul); group mail still delivers to his mailbox until his account is offboarded
• p.emma@luxlifemail.com — an external personal address is a member of the retired invoices@ group (possibly the former bookkeeper); should be removed
• minnieoldemail@ (“Minnie Andrews”) on creative.team@ — identity/currency unknown
• reception@ (“Pride Front Desk”) sits in 6 public-facing groups; nobody has documented who holds its credentials
• Mat is a member of all 15 groups — group mail lands in his inbox; the inbox-assistant digest exploits this with a per-stream “Inquiry streams” section (deployed 7 Jul 2026)

Google Drive: Shared document storage for policies, procedures, financial records, and operational documentation

Google Sites: Website hosting for Pride’s public-facing domain and local business information

Google Calendar: Shared calendars for event planning, staff scheduling, and operational coordination

Google Meet: Video conferencing for meetings and remote collaboration

Identity and Access

Current state: Distributed access management with variable staff awareness

Data governance gaps: No centralised documentation of access controls or data management policies. Staff access and permissions not formally documented.

Security consideration: Email addresses serve as organisational identity; email access control is critical to operational security.

Email Integration with Marketing

Google Workspace integrates with external marketing and communication systems:

• Customer emails from TryBooking can be imported for external communications (subject to Australian Spam Act compliance)
• Email forwarding rules support automated workflows
• Gmail labels and filters enable inbox organisation and triage

Gemini AI Capabilities (April 2026)

Per Email Triage Management Plan. Assessment of Gmail AI features for email triage at scale.

Free for all users: Thread summaries (auto-generated, cuts review time ~50–67%), Help Me Write (full email drafting from prompts, tone adjustment), Suggested Replies (style-matched one-click replies).

Business Standard ($14/user/mo): Gemini Side Panel (persistent AI chat in Gmail), Workspace Studio (no-code agent builder — can auto-label incoming emails using AI reasoning, scheduled summaries). Forward-looking only.

AI Pro ($20/mo add-on): AI Overviews in Gmail Search (natural language queries like “What was the quote from the plumber?”).

AI Inbox ($250/mo, US-only beta): Replaces unread count with to-dos and topic clusters; daily briefing. The only autonomous triage feature — but inaccessible in Australia.

What Gemini Cannot Do

• No autonomous triage — every action requires a manual prompt
• No bulk retroactive processing — cannot sort a 25,000-email backlog
• No follow-up tracking — does not surface stale threads
• No shared inbox management — no team collaboration beyond Google Groups
• The PCWorld “triage hack” is limited to unread emails from past 24 hours only

Verdict: Gemini is excellent for composing and summarising (free) but cannot serve as primary triage engine. Dedicated third-party tools required. See Email Management Strategy.

Shared Inbox Architecture (Native Features)

Per Email Triage Management Plan. All achievable at zero extra cost within existing Google Workspace.

• Email aliases (free, up to 30/user) — routes to one inbox, best for single-owner addresses like accounts@
• Google Groups as Collaborative Inbox (free) — supports assignment, status tracking, labels. Best for bookings@ and info@
• Gmail Delegation (free, up to 25 people) — access without sharing passwords, best for sensitive accounts like compliance@
• Admin-level routing rules — redirects, dual delivery, catch-all, keyword/sender-based routing. Essential for preventing lost emails to misspelled addresses.

If volume exceeds 30–40 emails/day in any inbox: Hiver Free (Chrome extension, zero cost) or Hiver Growth ($25/user/mo).

Strategic Role in Operations

Google Workspace is the foundation for the Email Management Strategy — all role-based routing, shared inboxes, and delegation are achievable within existing native features at zero extra cost. Email serves as primary communication channel; integration with Workspace Studio enables forward-looking AI labelling of incoming emails.

Data Security and Compliance

Strengths: Cloud-first architecture with Google’s security infrastructure; built-in backup and redundancy

Gaps: No documented data retention policy or email archive strategy; no centralised email classification system

Related Pages

• Communication Infrastructure — overview of all communication platforms
• Shareholder Engagement — using email for stakeholder communications
• Meta Business Suite — social media platform with email integration capabilities
• Email Marketing Strategy — leveraging email for customer engagement
• Email Management Strategy — 3-phase email strategy built on Workspace native features
• Email Triage Management Plan — source: Gemini AI assessment, shared inbox architecture (April 2026)