Organization¶
The organization's settings: the details volunteers see, the active modules and monitor mode.
Info
Reserved for admins. If you do not have that role the entry does not appear.
The organization profile¶
At the bottom of the menu, below the working entries, there is Organization Settings: open it and choose Edit profile. The entry appears only to admins.
| Field | Type | What it does |
|---|---|---|
| Name | text, required | the name volunteers see when they choose the organization |
| Bio | long text | the introduction read by those looking for you from the app |
| VAT number | text | |
| Email address | the public contact | |
| Certified email address | ||
| Address | long text | the premises |
| Postcode | text | |
| Province | choice | |
| Main phone | text | |
| Secondary phone | text |
The logo is uploaded separately, from the profile picture.
These details are not decoration: name and logo are what volunteers see in their Dashboard when they choose the organization, and the contacts are how you are found by those looking for the organization to join it.
Active modules¶
Some features are always there, in every organization: board, calendars and shifts, vehicles and statistics. They do not need enabling and cannot be switched off; what changes is who sees them, and that is decided by permissions.
The others are optional modules, enabled only if the organization uses them: courses, clockings, checklists, activities and vehicle management (deadlines, maintenance and faults of the vehicles, see Vehicle management).
A module that is off is not "hidden": it simply does not exist, neither in the menu nor in the related screens. If volunteers do not see the checklists, the first thing to check is whether the module is active.
The same holds for the automations: with the module off, not even the reminders and automatic checks concerning it run — no missing-clocking notification, no checklist created close to the shift, no reminder about activities left open. That is why switching a module back on after months does not "recover" what was not done in the meantime: the data stays, the alerts of that time do not.
Enabling modules is not done from the app: it is part of the contract with AppToMe. To change them, contact support.
If you use Odoo
The Odoo connector is a separate component, not an app module: it takes registry, shifts, certified hours and vehicles over to Odoo. It is enabled on request and is free.
Settings that apply to the whole organization¶
Some choices do not sit in a calendar or a vehicle, but apply everywhere. There are few of them and they weigh a lot, so it is worth knowing what they really touch.
| Setting | What it changes, and where it shows |
|---|---|
| Cumulative calendar instance | turns on the tab that merges all calendars, the one volunteers find first; it is configured in Calendars |
| Default place proximity tolerance (meters) | the radius used by clocking places that do not have one of their own, see Clockings |
| Allow clockings without place constraints | clockings are accepted anywhere and the place becomes a declared datum, not a verified one |
| Exclude uncompleted shifts from statistics | shifts left uncovered disappear from statistics and personal counters, for everyone and for every period |
The last two deserve some thought before being touched: they change the meaning of the numbers, not just their shape. Exclude uncompleted shifts, in particular, also rewrites the past — the hours of those who were on duty on a shift left uncovered stop appearing, in their profile and in the reports.
Monitor mode¶
Monitor mode turns the device into a fixed screen to hang at the premises: it shows the calendars and the board in rotation, without anyone having to log in.
To enable it, from Settings tap Monitor mode — Enable fixed screen mode for this device — and confirm (Are you sure you want to enable monitor mode?).
Warning
Enabling concerns that device: after confirming, that tablet or PC stays in monitor mode and is no longer a normal working session. To go back you use Enter from the monitor screen and log in with your own credentials. Do not enable it on your personal phone out of curiosity.
In monitor mode the screens also show the names of the people on the shifts: consider where you put the screen, because it becomes visible to anyone passing by. Every calendar can be excluded from the monitor in its settings.
How the screen behaves¶
No intervention is needed: the screen goes on by itself, always in the same round.
- It rotates between pages every half minute: one calendar after another — all those not excluded from the monitor — and at the end the News and the Courses from the board. Whoever passes by the premises sees everything sooner or later.
- It scrolls the page by itself while the page stays put, so even a long list can be read in full without touching anything.
- If someone touches the screen, the automation pauses: scrolling stops and the count for the page change starts again. Whoever came closer to look for their shift has time to read it, and half a minute after the last touch the round resumes.
Hence a practical consequence for the configuration: one more calendar in the round is one calendar less often seen. If you keep three calendars, each one comes back into view every couple of minutes; if you keep fifteen, the team at the premises will be quicker opening the app. Exclude from the monitor the calendars that are of no use to those passing by.