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Foundation Administrator Tasks: Difference between revisions
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= Web site or Social networks = | = Web site or Social networks = | ||
== Post news frequently == | == Post news frequently == | ||
When: When a topic to post a news come. Good frequency is at least 1 post per week (major or minor news). | '''When:''' When a topic to post a news come. Good frequency is at least 1 post per week (major or minor news). | ||
How: | |||
'''Estimated weekly duration:''' 15mn | |||
'''How:''' | |||
* When a news is possible, post a news onto dolibarr.org and dolibarr.fr by creating a new article into Joomla admin console of portals. | * When a news is possible, post a news onto dolibarr.org and dolibarr.fr by creating a new article into Joomla admin console of portals. | ||
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== Add new surveys == | == Add new surveys == | ||
When: Change survey on dolibarr.org and dolibarr.fr ( | '''When:''' Change survey on dolibarr.org and dolibarr.fr (At least once a month) | ||
'''Estimated weekly duration:''' 5mn | |||
'''How:''' | |||
Add a new survey into Joomla backoffice and post a news onto communication networks (social networks, mailing-list) to invite to vote. | Add a new survey into Joomla backoffice and post a news onto communication networks (social networks, mailing-list) to invite to vote. | ||
= Accountancy = | = Accountancy = | ||
Each quarter, the foundation must provide information for book keeper. This is how to find/generate such documents. | Each quarter, the foundation must provide information for book keeper. This is how to find/generate such documents. | ||
== Conciliation == | == Conciliation == | ||
When: Once a month | '''When:''' Once a month | ||
'''Estimated weekly duration:''' 1h | |||
'''How:''' | |||
Conciliate into Dolibarr at end of month bank account. | Conciliate into Dolibarr at end of month bank account. | ||
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==Generate documents for book keeper== | ==Generate documents for book keeper== | ||
When: Once a quarter, we must send to Dolibarr foundation book keeper, documents to make accountancy. For this: | '''When:''' Once a quarter, we must send to Dolibarr foundation book keeper, documents to make accountancy. | ||
'''Estimated weekly duration:''' 1h | |||
'''How:''' For this: | |||
1) Run script rebuild_merge_pdf to create a PDF with all customer invoices (subscriptions) with payments during the quarter, on each bank account: | 1) Run script rebuild_merge_pdf to create a PDF with all customer invoices (subscriptions) with payments during the quarter, on each bank account: | ||
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8) Once all of this is done, copy directory '''/compta''' into a USB drive or create a zip file to send it by email to the foundation book keeper (email address is available into the gmail contact account of the foundation). | 8) Once all of this is done, copy directory '''/compta''' into a USB drive or create a zip file to send it by email to the foundation book keeper (email address is available into the gmail contact account of the foundation). | ||
= Support | = Support to Email from Dolistore = | ||
When: Once every two days | '''When:'' Once every two days | ||
Read frequently mailbox "DoliStore - Assistance à traiter" | '''Estimated weekly duration:''' 1h | ||
'''How:''' Read frequently mailbox "DoliStore - Assistance à traiter" and process following steps | |||
== If a member ask the dolistore 20% discount == | == If a member ask the dolistore 20% discount == | ||
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Note: Once processed, EMails found into "'''DoliStore - Assistance à traiter'''" must be moved to "'''Dolistore - Assistance traitées'''" | Note: Once processed, EMails found into "'''DoliStore - Assistance à traiter'''" must be moved to "'''Dolistore - Assistance traitées'''" | ||
When: | = Validate new uploaded modules = | ||
'''When:''' Once a week | |||
'''Estimated weekly duration:''' 15mn | |||
'''How:''' Read frequently mailbox "DoliStore - Assistance à traiter" and process following steps | |||
* Go onto Dolistore admin, and if there is new submitted modules, check everything is ok with new submissions | * Go onto Dolistore admin, and if there is new submitted modules, check everything is ok with new submissions | ||
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** If no, send an email to submitter to ask him to fix his submission. | ** If no, send an email to submitter to ask him to fix his submission. | ||
= | = Process requests for new Preferred Partner program = | ||
When: When a request to be a preferred partner is received | '''When:''' When a request to be a preferred partner is received | ||
'''Estimated weekly duration:''' 15mn | |||
'''How:''' | |||
When a request to be a preferred partner is received, | When a request to be a preferred partner is received, | ||
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When: When a preferred partner is no more a partner | = Process expired Preferred Partner program = | ||
'''When:''' When a preferred partner is no more a partner | |||
'''Estimated weekly duration:''' 15mn | |||
'''How:''' | |||
Update the Dolibarr foundation to remove the category "Preferred Partner" of member. | Update the Dolibarr foundation to remove the category "Preferred Partner" of member. | ||
= Manage Foundation members = | = Manage Foundation members = | ||
== Send remind for subscription == | |||
'''When:''' Once a month, send a remind for late subscriptions | |||
'''Estimated weekly duration:''' 5mn | |||
'''How:''' | |||
Use Dolibarr emailing module to send a remind to each member with a late subscription. | Use Dolibarr emailing module to send a remind to each member with a late subscription. | ||
When: When an email saying a subscription was paid | == Record new subscriptions == | ||
'''When:''' When an email saying a subscription was paid | |||
'''Estimated weekly duration:''' 30mn | |||
'''How:''' | |||
When we received an email to say a subscription was paid, go onto the foundation Dolibarr and | When we received an email to say a subscription was paid, go onto the foundation Dolibarr and | ||
* Validate member if member has status Draft. | * Validate member if member has status Draft. | ||
* Enter subscription (and check the box to send confirm email). You may need to create the Thirdparty from the member card before. | * Enter subscription (and check the box to send confirm email). You may need to create the Thirdparty from the member card before. Send invoice when required. | ||
= Manage Foundation board members = | = Manage Foundation board members = | ||