68 lines
3.4 KiB
Markdown
68 lines
3.4 KiB
Markdown
# TNCSC Community OS — Administrator Guide
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## Overview
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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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---
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## 1. Membership Management
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### Reviewing Applications
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1. Navigate to **Community OS > Members**.
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2. Filter by **Pending Approval** in the search bar.
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3. Open a member record to inspect their application:
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- **Personal Details**: First Name, Last Name, Phone, Email, Address.
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- **Eligibility Questions**: Check answers to the 5 TNCSC Constitution eligibility questions (Tamil origin, PIO/OCI status, citizenship history).
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- **Age & Birth Info**: Check computed age (worked out from birth month and year).
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- **Uploaded Proof**: If a Senior or Student tier was requested, review the attached `Proof of Eligibility` document in the chatter or membership tab.
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- **Family Members**: For Annual/Family memberships, view child records linked under `Family Members`.
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### Approving or Rejecting
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- Click **Approve**:
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- Automatically transitions `Board Approval` to **Approved**.
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- Sets membership state to **Active** and sets the start and expiry dates based on the tier.
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- Automatically dispatches the bilingual **TNCSC Membership Approved** email containing their Member ID and portal access information.
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- Logs approval details in the chatter.
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- Click **Reject**:
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- Sets `Board Approval` to **Rejected**.
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- Cancels any draft membership dues invoice.
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- Sends the **TNCSC Membership Rejected** notification email with instructions on refund/appeals.
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- Logs the rejection in chatter.
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---
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## 2. Event Management & Ticketing
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1. Navigate to **Community OS > Events**.
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2. Create or open an event (e.g. Tamil New Year, Picnic, Pongal Celebration).
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3. **Hero & Website Display**:
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- Ensure `Website Published` is checked.
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- The public website dynamically links to the earliest upcoming event for "Book Now" and lists all upcoming events at `/event`.
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4. **QR Code Attendance**:
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- Attendees receive a QR code badge/ticket.
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- Volunteers can scan attendees at the entrance using any mobile device camera or Odoo barcode scanner to validate registration.
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---
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## 3. Website Administration & CMS
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1. **Pages**:
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- `/` — Homepage featuring upcoming events, announcements, and quick links.
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- `/about` & `/about/board-of-directors` — Organization mission, history, and committee members.
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- `/membership/registration` — Plan comparison and details.
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- `/membership/join` — Public interactive membership signup application with real-time validation.
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- `/event` — Dynamic events catalog.
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- `/tamil-school` — Tamil class information and enrollment.
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- `/contact` — Contact details with spam-protected inquiry form.
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2. **Editing Content**:
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- Log in as an administrator and click the **Edit** button in the website top bar to make visual changes.
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---
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## 4. System Security & User Roles
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- **Portal Users**: Regular members, students, and parents. Can only view their own membership card, profile, events, and family school records.
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- **Membership Managers**: Access to sensitive applicant data (DOB, proof documents, eligibility answers, board approval buttons).
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- **School Teachers**: Access to classroom rosters, attendance sheets, and student grades.
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- **Treasurers / Accountants**: Access to invoices, bank journals, Interac e-Transfer reconciliations, and financial reports.
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