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TNCSC_Odoo/docs/role_guides/admin_guide.md
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add TNCSC deployment module, community add-ons, role guides, and website navigation overrides
2026-09-28 19:43:48 +05:30

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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.

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.

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.

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.

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.