What gets synchronised¶
This page says, datum by datum, what passes between AppToMe and Odoo, in which direction, and where to find it again in Odoo.
The underlying rule¶
AppToMe is the source of truth about operations. Shifts, hours, activities and checklists are born in the app, where volunteers and managers make them: in Odoo they arrive as a read-only copy, to consult and to use in reports.
The exception is people and vehicles, which can be edited from both sides: they are registry data, and it is normal for administration to keep them up to date from the management system.
Why read-only is not a limitation
If a shift could be corrected from Odoo, volunteers would see a time in the app different from the one recorded in administration, and nobody would know which of the two holds. Corrections are made where the datum is born: in the app.
The list¶
| Datum | Direction | Where to find it in Odoo |
|---|---|---|
| People / volunteers | AppToMe ⇄ Odoo | Contacts → Apptome volunteers |
| Vehicles | AppToMe ⇄ Odoo | Fleet, and Apptome → Operations → Vehicles |
| Abilities / tasks | AppToMe → Odoo | Apptome → Abilities (catalogue), and on the person's record |
| Calendars | AppToMe → Odoo | Apptome → Operations → Calendars |
| Shifts | AppToMe → Odoo | Apptome → Operations → Shifts |
| Certified hours | AppToMe → Odoo | Apptome → Operations → Volunteer hours, and as attendance |
| Clockings | AppToMe → Odoo | Apptome → Operations → Shifts, on the shift's row |
| Field activities | AppToMe → Odoo | Apptome → Operations → Activities |
| Filled-in checklists | AppToMe → Odoo | Apptome → Operations → Checklists |
| Custom fields | AppToMe → Odoo | on the person's record |
| Patents and licences | AppToMe → Odoo | Apptome → Training → Patents (catalogue) |
| Patents obtained | AppToMe → Odoo | Apptome → Training → Patents obtained |
| Courses | AppToMe → Odoo | Apptome → Training → Courses |
The entries coming from optional modules (checklists, clockings, activities, courses) appear only if those modules are active for the organization: see Active modules.
The people¶
It is the most important link, because everything else rests on it: a shift without the right person linked produces no usable hours.
Every AppToMe volunteer becomes a contact in Odoo, recognisable from the Apptome volunteers list. From the record you also see the abilities, the patents and the custom fields the organization uses in the app.
Changes travel both ways: if administration updates an address or a contact detail in Odoo, the change comes back to AppToMe within an hour.
Tip
The people marked in AppToMe as employees stay marked as such in Odoo too: that is what makes it possible to tell volunteering hours from working hours when reporting.
The hours¶
They are the reason most organizations enable the connector.
The path is this:
- the volunteer covers a shift and, if the module is active, clocks;
- a manager certifies the hours of the shift in AppToMe (see Availability and attendance);
- within a few minutes the corresponding attendance appears in Odoo, with person, date, start and end time.
From there the hours are aggregated, filtered by period and used in the reports needed for accounting to funders.
Warning
Only certified hours reach Odoo. An availability accepted but never certified produces nothing in the management system: it is intended, because the report has to rest on a datum validated by a person.
The vehicles¶
Vehicles exist in both systems and are aligned in both directions: in AppToMe they serve volunteers to book and use the vehicle, in Odoo they serve administration for costs, maintenance, insurance and deadlines.
When the data arrives¶
- Immediately, as soon as something happens — this is the normal mode: you certify the hours and the attendance appears in Odoo within a few minutes.
- In bulk, on request — needed at first start, or to catch up after a period in which Odoo was switched off or unreachable. The Odoo partner starts it, see Activation and configuration.
- Every hour, for the people modified in Odoo — the registry changes made in the management system come back to AppToMe at regular intervals, not instantly.