Working with both systems¶
The connector does not change the way AppToMe is used. It changes where the data is looked at when administration needs it, and adds a single rule to remember: everything is corrected where it is born.
For volunteers¶
Nothing changes. You go on using the app as always: you make yourself available, you clock, you fill in checklists and activities. You do not have to learn Odoo, you do not have to log into it and you do not have to copy anything.
The only thing you might notice is that you are asked to keep your details up to date more carefully than before: the administrative obligations pass through them too.
For the organization's staff¶
The work stays in the app: calendars, shifts, availabilities, board, checklists.
What changes is the weight of a gesture you already made: the certification of the hours. Before it served the internal statistics, now it is also the point from which the administrative datum is born. Uncertified hours do not reach Odoo and therefore do not exist for reporting.
It is worth getting into the habit of certifying at a regular cadence — weekly or monthly — rather than right before the reporting deadline.
For those working in administration¶
Odoo becomes the place to read operations without having to use the app: how many hours a person did, which patents they have and when they expire, which shifts were covered, which vehicles are in the fleet.
The Apptome menu in Odoo gathers everything arriving from the app, split into Operations (calendars, shifts, hours, activities, checklists, vehicles) and Training (patents, patents obtained, courses).
Where to change what¶
This table is the practical rule to bear in mind.
| You want to change | Do it in |
|---|---|
| Registry details and contacts of a person | either AppToMe or Odoo |
| Details of a vehicle | either AppToMe or Odoo |
| A shift, the time, the people assigned | AppToMe |
| A volunteer's hours | AppToMe, by re-certifying the shift |
| A filled-in checklist or activity | AppToMe |
| Patents, courses, abilities | AppToMe |
| Invoices, donations, payroll, accounting | Odoo |
The entries marked AppToMe in Odoo cannot be edited: the edit buttons are not there. It is not a permissions problem, it is the choice described in What gets synchronised.
Logging into Odoo with the AppToMe account¶
On Odoo's login page the Log in with Apptome button appears: those who already have an enabled AppToMe account get in without a second password. In between an AppToMe screen appears for a moment — Signing in to Odoo… — and then you land in the management system; if something goes wrong, the same screen says Odoo sign-in failed and offers to go back.
Info
Enabling is not automatic. The Odoo partner links one by one the accounts that have to be able to enter the management system — as a rule only staff and administration, not all the volunteers. If you press the button and get an error about the invitation, it means your account has not been linked yet: ask whoever administers Odoo.
Before reporting¶
A short checklist, to go through before closing a period:
- all the shifts of the period have been certified;
- the people who did those shifts show as linked in Odoo (they do not appear twice or missing in the Apptome volunteers list);
- the total of the hours in Odoo is consistent with what you see in AppToMe's Statistics.
If the third point does not add up, the cause is almost always in the first two. If that is not enough, see When something doesn't add up.