# TNCSC Community OS — Administrator Guide

## Overview
This guide is for TNCSC System Administrators, Board Members, and Membership Managers managing the Tamil Nadu Cultural Society of Canada's digital platform on Odoo 19.

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## 1. Membership Management

### Reviewing Applications
1. Navigate to **Community OS > Members**.
2. Filter by **Pending Approval** in the search bar.
3. Open a member record to inspect their application:
   - **Personal Details**: First Name, Last Name, Phone, Email, Address.
   - **Eligibility Questions**: Check answers to the 5 TNCSC Constitution eligibility questions (Tamil origin, PIO/OCI status, citizenship history).
   - **Age & Birth Info**: Check computed age (worked out from birth month and year).
   - **Uploaded Proof**: If a Senior or Student tier was requested, review the attached `Proof of Eligibility` document in the chatter or membership tab.
   - **Family Members**: For Annual/Family memberships, view child records linked under `Family Members`.

### Approving or Rejecting
- Click **Approve**:
  - Automatically transitions `Board Approval` to **Approved**.
  - Sets membership state to **Active** and sets the start and expiry dates based on the tier.
  - Automatically dispatches the bilingual **TNCSC Membership Approved** email containing their Member ID and portal access information.
  - Logs approval details in the chatter.
- Click **Reject**:
  - Sets `Board Approval` to **Rejected**.
  - Cancels any draft membership dues invoice.
  - Sends the **TNCSC Membership Rejected** notification email with instructions on refund/appeals.
  - Logs the rejection in chatter.

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## 2. Event Management & Ticketing

1. Navigate to **Community OS > Events**.
2. Create or open an event (e.g. Tamil New Year, Picnic, Pongal Celebration).
3. **Hero & Website Display**:
   - Ensure `Website Published` is checked.
   - The public website dynamically links to the earliest upcoming event for "Book Now" and lists all upcoming events at `/event`.
4. **QR Code Attendance**:
   - Attendees receive a QR code badge/ticket.
   - Volunteers can scan attendees at the entrance using any mobile device camera or Odoo barcode scanner to validate registration.

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## 3. Website Administration & CMS

1. **Pages**:
   - `/` — Homepage featuring upcoming events, announcements, and quick links.
   - `/about` & `/about/board-of-directors` — Organization mission, history, and committee members.
   - `/membership/registration` — Plan comparison and details.
   - `/membership/join` — Public interactive membership signup application with real-time validation.
   - `/event` — Dynamic events catalog.
   - `/tamil-school` — Tamil class information and enrollment.
   - `/contact` — Contact details with spam-protected inquiry form.
2. **Editing Content**:
   - Log in as an administrator and click the **Edit** button in the website top bar to make visual changes.

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## 4. System Security & User Roles

- **Portal Users**: Regular members, students, and parents. Can only view their own membership card, profile, events, and family school records.
- **Membership Managers**: Access to sensitive applicant data (DOB, proof documents, eligibility answers, board approval buttons).
- **School Teachers**: Access to classroom rosters, attendance sheets, and student grades.
- **Treasurers / Accountants**: Access to invoices, bank journals, Interac e-Transfer reconciliations, and financial reports.