Overview
Version: v1.0 — 2026-04-13
Purpose: Ensure every client-facing session is captured in Odoo, communicated back to the client, and reflected in project task and health status — within the same business day.
Scope: All active MRT client engagements. Covers discovery sessions, design reviews, implementation check-ins, and stakeholder updates.
Owner: Ops Lead (or delegated Implementation Manager)
Timing: Must be completed within 2 hours of session end, same business day.
Trigger
A client-facing session has occurred — any meeting, call, or site visit involving the client and an MRT team member on an active project.
Pre-conditions
- The project exists in Odoo with tasks and a responsible Ops Lead assigned
- The session has ended and notes have been collected by the attending MRT team member
- The Ops Lead has access to Odoo and the MRT tooling (tools/odoo/project/)
Steps
| # | Action | Role | Tool | Expected Output |
|---|
| 1 | Log the meeting on the Odoo project. Include: session name, date, attendees (both MRT and client sides), topics covered, outcome, next agreed action and date. Use type meeting. | Ops Lead | tools/odoo/project/log_communication.py | Meeting entry appears in project chatter with all fields populated |
| 2 | Update project health status in Odoo. After the first session runs and next steps are clear, move status from to_define to on_track. If blockers exist, set at_risk. | Ops Lead | Odoo UI — Project Settings | Project health status reflects current delivery state |
| 3 | Advance task stages for all tasks activated by the session. Move to In Progress in the Odoo Kanban. Do not mark complete — only move to Done when the gate deliverable is fully signed off. | Ops Lead | Odoo UI — Kanban Board | Activated tasks show In Progress; no task prematurely marked Done |
| 4 | Log agreed next steps as chatter notes on the relevant tasks in Odoo. Each action item should name the responsible party and target date. | Ops Lead | Odoo UI — Task Chatter | Every action item from the session is traceable on the task record |
| 5 | Draft a client-facing session recap. Cover: what was discussed, what was agreed, what the client needs to do, and what MRT will do next. Submit draft to mrt-quality-reviewer before sending. | Ops Lead | Draft → mrt-quality-reviewer → tools/odoo/project/send_project_update.py | Approved recap sent to client via Zoho Mail; auto-logged on project chatter |
| 6 | Check whether a project milestone was crossed in this session (e.g. Discovery complete, Design approved). If so, advance the CRM lead to the appropriate stage. | Ops Lead | Odoo UI — CRM Pipeline | CRM stage reflects current engagement phase |
| 7 | Log any expenses incurred during or for the session (refreshments, transport, materials). Do not batch — log immediately. | Ops Lead | tools/odoo/project/log_project_expense.py | All expenses recorded against the project on the day they occur |
Quality Checks
- Step 1: Verify the chatter entry includes attendee names from both MRT and client sides, a clear outcome statement, and a named next action with a date. A log with no outcome or next action is incomplete.
- Step 3: Verify no task has been marked Done unless the deliverable for that gate has been reviewed and signed off by the Ops Lead. Check the Kanban board after each session.
- Step 5: Verify the recap was passed through mrt-quality-reviewer before sending. Do not send a first draft directly to the client. Verify the outgoing email appears in the project chatter after sending.
- Step 6: Verify the CRM lead stage matches the actual engagement phase. If Discovery tasks are In Progress, the lead should be at "Scoping & Discovery" — not ahead of or behind that stage.
Escalation Path
| Situation | Action | Escalate to |
|---|
| Odoo project tool fails (e.g. log_communication.py error) | Log meeting manually in Odoo chatter UI; flag tool error to tech team | Nasiru Ismail (Web Developer) |
| mrt-quality-reviewer flags recap as Needs Revision or Reject | Revise per feedback and resubmit; do not send until Approved | COO |
| Client disputes what was agreed in the meeting | Do not update Odoo until resolved; escalate immediately | CEO (Ahmed Abubakar) |
| No notes were taken during the session | Reconstruct from memory before 5:00 PM same day; flag as reconstructed in the chatter note | COO |
Related Documents
- docs/sops/appointment-capacity-reassignment.md
- registry/operations.md — Ops tools, agents, and skills
- tools/odoo/project/ — All project management tools
Version History
| Version | Date | Author | Changes |
|---|
| v1.0 | 2026-04-13 | COO / Ahmed Abubakar | Initial draft |