Tourism: assign and complete field work

Use an Operations Assignment for a defined guide, tour-leader, driver or mechanic task against a departure. The native sequence is Draft → Assigned → Acknowledged → In Progress → Completed. It records the assigned person's work; it does not start or complete the departure, confirm a supplier reservation or settle expenses.

This guide follows the reviewed Odoo 20 Community source, including the workforce checks added when Tourism Quality is installed. No runtime or complete field-user acceptance test was performed. Read Tourism setup and roles and prepare the departure plan first.

Prerequisites and access

The Tourism Operations addon and its native Project, Employees and Fleet dependencies must be installed. Use Tourism Operations — Operator or Manager to plan, assign and cancel work. The assignee needs legitimate access to the assignment, its company and linked records, plus Field User, Operator or Manager access for the persona commands. Native employee/product/contact permissions are not automatically replaced by a Tourism role.

Acknowledge, Start and Complete require the actual linked assignee, even when the caller is a Manager. Administrator alone is not an alternative actor. The identity link is the employee's user, the contractor driver's linked user, or the registered guide's partner user.

A Field User's assignment and checklist access is restricted to their own identity. That record restriction still applies if Field User is combined with Operator or Manager; ask the administrator to review an unsuitable role combination rather than assuming the broader role removes the restriction.

Have the real work scope, scheduled interval, appropriate checklist and required credential evidence ready. This procedure uses an internal employee guide as its main example and the native backend form; external portal/mobile access needs separate validation.

1. Create the assignment with the right identity

Open Tourism Operations → Field Operations → Assignments and create a record.

1. Choose the departure, company and Role. Link a service reservation or transport schedule only when it is genuinely the source of this work. Check that the references describe the same operational plan.
2. Select the assignee appropriate to the role:

Role	Required identity
Guide	Internal Staff employee or registered Guide.
Tour Leader	Internal Staff employee.
Driver	Contractor Driver partner. An employee alone does not meet this role's requirement.
Mechanic	Internal Staff employee.

3. Enter Scheduled Start and Scheduled End, with end after start. Confirm the displayed time zone with the team. Select a vehicle only when applicable; its presence is not a resource-availability certificate.
4. Save, then inspect the generated reference and the linked person's user identity before handoff.

The source checks overlapping scheduled windows for the same employee, driver partner or guide within the same company, across departures. Every non-Cancelled assignment counts, including Draft and Completed records. Intervals that meet exactly at an endpoint do not overlap. This check is not a complete cross-company availability, vehicle-capacity or working-hours check.

Expected result: a Draft assignment with an appropriate assignee and a coherent work window. Resolve a real scheduling conflict by reviewing the plan with Operations; do not erase completed history to make the check pass.

2. Load and review the checklist before releasing work

On Checklist, choose a Checklist Template and select Load Template Items. Inspect the actual item list and confirm it suits the task and role; the template selector is company-filtered, so selecting a template alone is not proof of a role match.

Loading replaces every existing checklist row, including already completed rows. Prepare it before the assignee starts checking items, and do not reload a live checklist without reviewing the loss of its current item-level progress.

Operators or Managers can prepare templates through Field Operations → Templates. The native Items Json field accepts a JSON list of instruction strings, for example:

["Confirm the agreed meeting point", "Record the end-of-task handoff"]

The source permits up to 30 items, each non-empty and no more than 200 characters. Use a meaningful checklist approved for the task; the software does not certify the adequacy of those instructions.

Expected result: concrete assignment checklist rows are present and ready for the assignee. Merely selecting a template does not load its items.

3. Check credentials and assign

When Tourism Quality is installed, use Check Eligibility while Draft and review Workforce Eligibility and its blocking summary. Assign evaluates the configured requirements again for the assignment's service date. Missing, expired, revoked or unverified mandatory credentials can block assignment.

Refer credential issues to the responsible Manager. Requirements must reflect the real task and qualifications. Safety-critical requirements cannot be overridden by a Manager exception; this guide does not teach an exception shortcut. An Eligible result depends on the requirements and evidence actually configured, not a universal qualification check.

When the plan and required evidence are ready, select Assign. With Quality installed, role, identity, schedule and related source bindings are locked after confirmation. Plan corrections through the responsible Operations procedure rather than trying to overwrite an assigned identity.

Expected result: the assignment becomes Assigned and its transition is recorded. If an optional project mirror is configured, assignment may also create a Project task. That mirror is optional and a mirror failure does not establish that Assign failed; check the assignment's own state and reference first.

4. Let the linked assignee acknowledge and start

The assigned person opens Field Operations → Assignments, using My Assignments to find their work, and checks the departure, instructions and schedule.

1. Select Acknowledge when the assignment is understood. The state becomes Acknowledged.
2. At the actual work handoff, select Start. The state becomes In Progress and Actual Start is recorded.

With Quality installed, invalidated workforce evidence blocks Acknowledge and Start. Return the issue to Operations for review; an earlier Assigned state does not override that blocker. The native transition is not a complete departure-start readiness check, so coordinate the real handoff with the departure owner.

5. Record the checklist and completion evidence

After acknowledgement and before completion, the Field User can mark their checklist items done, set Checklist Confirmed, and add Evidence Attachments. Complete the actual work before confirming its evidence.

1. Review every checklist row and mark done only where supported.
2. Set Checklist Confirmed after checking the whole assignment checklist.
3. Add appropriate Completion Evidence through the attachment control. Use evidence permitted by your organization and intended for this assignment; an attachment already bound to another record can be rejected.
4. While In Progress, select Complete as the linked assignee.

Expected result: the command succeeds only when no checklist item remains open, Checklist Confirmed is set and at least one evidence attachment is linked. The assignment becomes Completed with Actual End and a recorded transition. The software checks that evidence is present; it does not judge whether its contents prove the physical work.

Field-only users cannot use the native form to edit the assignment plan, Incident Note or Expense Note. Escalate incidents and expense information to Operations through the approved business channel. The Expense Note is a handoff memo, not a submitted native expense, reimbursement or payment.

Fictional exercise

Prepare a fictional employee-guide task for “Harbor Morning Walk,” with a distinct training user and two checklist items. Ensure the credential configuration, if installed, supports that synthetic example.

Situation	Expected source behavior
Another employee tries to Acknowledge	Rejected because the caller is not the linked assignee.
The assignee acknowledges and starts, then leaves one item open	Complete is blocked.
All items are done and Checklist Confirmed is set, but no evidence is attached	Complete remains blocked.
The assignee adds suitable evidence and completes the In Progress assignment	Completed and Actual End are recorded; the departure's own lifecycle remains separate.

This is a source-based exercise, not a completed training transaction or release-acceptance result.

Troubleshooting and limits

Problem	Check
The assignment is absent or cannot be opened	Allowed company, identity-to-user link, native linked-record permissions and any combined Field User role restriction.
Save reports an overlap	Same-company non-Cancelled records for the same employee, contractor or guide, including Draft and Completed assignments.
Assign reports a credential blocker	Configured requirements and valid verified credential evidence for the work date; contact the responsible Manager.
Acknowledge or Start is rejected	Correct prior state, actual linked assignee and non-invalidated workforce evidence.
Field User cannot tick or attach evidence	The assignment must be theirs and Acknowledged or In Progress; native attachment access still applies.
Complete is blocked	In Progress state, correct assignee, no open items, Checklist Confirmed and evidence present.
Work was withdrawn	Operator/Manager can Cancel a live assignment. Completed and Cancelled records are retained and cannot be ordinarily edited or deleted. Cancellation does not cancel the departure or refund a customer.

Assignment completion does not qualify supplier availability/rates/inventory, transport integration, traveler compliance, payment or full trip acceptance. The broader suite's compatibility evidence is bounded, and live provider/UAT qualification remains separate. See Tourism setup and limits, journey versions and departure sales readiness for the related handoffs.