Create events¶

With the Events application, organizers can create and configure in-person or online events in Odoo. Each new event contains a number of options to customize specific logistics such as ticket sales, registration desk, booths, tracks, sponsors, rooms, and more.

Events can be manually created from scratch or built from preconfigured templates. Once launched, the Events app integrates with other apps for enhanced functionalities, including promoting events, selling registration tickets to attendees, and generating leads using customizable rules.

Dashboard¶

To create an event, navigate to the Events app to land on the dashboard. By default, the Events dashboard uses the (Kanban) view, which showcases all events in the database in their respective pipeline stages. Other views can be set using the buttons at the top.

Each event card displays the name of the event, its scheduled date, location, number of expected Attendees, any scheduled activities related to the event, and the responsible event manager.

The default stages in the Kanban view are New, Booked, Announced, and Ended. The cards can be dragged and dropped into any stage in the pipeline.

Note

The Ended stage is folded by default and located at the end of the dashboard, next to the final stage.

Overview of Events dashboard with the Kanban view in Odoo Events.

To add a new stage, click the Add Stage button at the end of the dashboard. Enter a name for the stage, then click (Add) to add the stage or (Remove) to cancel.

Add a new event¶

Events can be created by opening the Events app and clicking New. This opens a new Events form.

Typical event template in the Odoo Events application.

At the top of the event form are a series of clickable smart buttons to view details about event metrics, including attendee registrations, booths, ticket sales, event tracks, and sponsors.

Beneath the smart buttons is the event form, which contains various fields and clickable tabs to configure the necessary details of the event.

To start, enter some basic information about the event in the following fields:

Event Name: The title of the event. This field is required.
Date: The scheduled date or date range of the event (expressed in the local timezone). This field is auto-populated but modifiable and is required.
Display Timezone: The timezone in which the event date is displayed on the website. This field is auto-populated but modifiable and is required.
Language: The chosen language for all event communications.

Note

Next to the entered Event Name, there is a language tooltip, represented by an abbreviated language indicator (e.g., EN). When clicked, a Translate: name pop-up window appears, displaying various preconfigured language translation options available in the database.

Alternatively, to populate the event form from an event template, select an option in the Template drop-down menu.

Additionally, add any corresponding tags (e.g., Online, Conference) for the event in the Tags field. Multiple tags can be added per event.

Tip

Tags can be displayed on events that are listed on the website by enabling the Show on Website checkbox from Events app ‣ Configuration ‣ Event Tag Categories.

Continue by entering information such as points of contact and venue location in the following fields:

Organizer: The organizer of the event (a company, contact, or employee).
Responsible: The specific user responsible for managing the event in the database.
Company: The specific company in the database to which the event is related. This field only appears if working in a multi-company environment. This field is auto-populated but modifiable. It is required.
Website: The specific website in the database on which the event is published. If this field is left blank, the event can be published on all websites in the database.
Visibility: The visibility of the event on the specified Website and in searches. The following options can be specified:
- Public: The event is searchable and visible to all website visitors.
- Via a Link: The event is visible only to visitors with a direct URL or already-registered participants.
- Logged Users: The event is visible only to logged-in visitors or visitors with a direct URL.
Venue: The event venue location. This field pulls information from the Contacts application. Alternatively, the information can be entered manually.

To limit the number of registrations for the event, select Limit Registrations and enter the maximum number of attendees allowed in the resulting field.

Additional event configurations¶

After filling out the fields on the event form, move on to the four tabs at the bottom for further customization.

Tickets tab¶

In the Tickets tab of the event form, create custom registration tickets and ticket tiers for events.

To create a ticket, click Add a line in the Tickets tab. In the Product field, either select the preconfigured Event Registration product, or create a new one by typing in the name of the new event registration product and then selecting either Create or Create and edit… from the resulting drop-down menu.

Then, enter a name for the ticket (e.g., Basic Ticket or VIP) in the Name field.

Important

In order for an event registration product to be selectable in the Tickets tab, the event registration Product Type must be set to Service and the Create on Order field must be set to Event Registration.

Tip

Existing event registration products can be modified directly from the Product field by clicking the (right arrow) icon next to the product. Doing so reveals that product’s form. If the Inventory application is installed, additional choices are available to customize for the product.

Next, set the registration cost of the ticket in the Price field.

Note

The Sales Price defined on the event registration product’s form sets the default cost of a ticket. Modifying the Price of the event ticket in the Tickets tab overrides the ticket’s default price with this new price.

Next, enter the Sales Start and Sales End dates in their respective fields. To do so, click into the blank field to reveal a calendar pop-over. Then, select the desired date and time and click Apply.

Optionally, designate a Maximum amount of the ticket that can be sold.

As attendees register, the Registration column automatically populates with the number of tickets sold.

To delete any tickets from the Tickets tab, click the (trash can) icon in the ticket’s corresponding line.

Tip

To add an optional Description column to the Tickets tab, click the (additional options) drop-down menu at the end of the column titles.

Then, select the checkbox beside Description to add a brief description for each event ticket, informing registrants about ticket details.

Communication tab¶

In the Communication tab of an event form, create various marketing communications that can be scheduled to be sent at specific intervals leading up to and following the event.

Note

By default, Odoo provides three separate preconfigured communications on every new event form. One is an email sent after each registration to confirm the purchase with the attendee. The other two are email event reminders that are scheduled to be sent at different time intervals leading up to the event to remind the recipient of the upcoming event.

To add a communication in the Communication tab, click Add a line. Then, select the desired type of communication from the first drop-down menu in the Template column. The options are: Mail, SMS, Social Post, or WhatsApp.

Important

The Social Post option only appears if the Social Marketing application is installed. The WhatsApp option only appears if the WhatsApp module is installed.

WhatsApp templates cannot be edited during active configuration. A separate approval from Meta is required.

Then, select an existing email template from the second drop-down menu on the Template field.

Next, define the Interval and Unit from their respective drop-down fields to specify when the communication should be sent. The Unit options are: Immediately, Hours, Days, Weeks, and Months.

Then, select one of the following options from the Trigger drop-down menu:

After each registration
Before the event starts
After the event started
After the event ended
Before the event ends

The (#) Sent column populates with the number of sent communications, along with different icons indicating the status of the communication:

(Running): The communication is active and running.
(Sent): The communications were sent and are no longer active.
(Scheduled): The communication is scheduled but has not been deployed.

Any number of communications can be added in the Communication tab of an event form.

Example

To send a confirmation email an hour after an attendee registers for an event, configure the communication as follows:

Interval: 1
Unit: Hours
Trigger: After each registration

Note

Existing email templates can be modified directly from the Template drop-down menu, by clicking the (Internal link) icon next to the template name. Doing so reveals a separate page where users can edit the Content, Email Configuration, and Settings of that particular email template.

To view and manage all email templates, activate Developer mode (debug mode) and navigate to Settings ‣ Technical ‣ Email: Email Templates. Modify with caution as email templates affect all communications where the template is used.

Questions tab¶

In the Questions tab of an event form, users can create questionnaires to gather information from attendees when registering for the event.

Note

By default, Odoo provides three questions in the Questions tab for every event form. The default questions require registrants to provide their Name, Email, and an optional Phone number.

The information gathered from the Questions tab can be found on the Attendees dashboard, accessible via the Attendees smart button. Odoo populates individual records that contain basic information about the registrants, as well as their preferences.

To add a question in the Questions tab, click Add a line. Doing so reveals an Add: Question pop-up window. From here, users can select previously configured questions or click New to create a new one. Doing so opens a new Create Question pop-up window.

First, enter the question in the field at the top of the form. Then, specify if the question requires a Mandatory Answer.

Next, select a Question Type option:

Selection: Provide answer options to the question for registrants to choose from. Selectable answer options can be managed in the Answers column at the bottom of the pop-up window.
Text Input: Lets the users enter a custom response to the question in a text field.
Name: Provides registrants with a field for them to enter their name.
Email: Provides registrants with a field for them to enter their email address.
Phone: Provides registrants with a field for them to enter their phone number.
Company: Provides registrants with a field for them to enter a company they are associated with.

Additionally, select one or more of the following options to configure the question’s visibility and extendability:

Ask once per order: Ask this question only once for each registration, applying the answer to every attendee in the order (if multiple tickets are purchased at once).
Default question: Automatically add this question for all new events.
Is Reusable: Allow this question to be reusable for all new events. If Default question is selected, this option is automatically enabled.

If Selection was chosen as the Question Type, an Answers tab appears. Add any answers to the question under this tab by clicking Add a line.

Once all the desired configurations have been entered, click Save & Close to save the question and return to the Questions tab on the event form. Or, click Save & New to save the question and configure another. To cancel, click Discard.

Users can add as many questions in the Questions tab as needed.

Tip

For Selection and Text Input types, a Stats button appears on the right side of the question line. When clicked, Odoo reveals a separate page, showcasing the response metrics to that specific question.

Notes & Documents tab¶

In the Notes & Documents tab of an event form, users can leave detailed internal notes and event-related instructions or information for attendees.

Typical notes tab on an event form in the Odoo Events application.

For in-person events, users can specify the venue map and attendee badge details in the following fields:

Exhibition Map: Upload an image of the event venue map. Do so by clicking Upload your file.
Badge Dimension: Select the desired paper format dimension for attendees’ event badges. The options are A4 foldable, A6, 4 per sheet, and 96x82mm (Badge Printer).
Badge Background: Upload an image of the custom background image for the badge. Do so by clicking Upload your file.

In the Ticket Instructions field, users can leave specific instructions for attendees and display them on attendees’ tickets.

In the Note field, users can leave internal notes for other event employees, such as “to-do” lists, contact information, instructions, and so on.

Publish events¶

Once all configurations and modifications are complete on the event form, the event can be published on the website. Doing so makes the event visible to website visitors and allows them to register for the event.

To publish an event, click the Go to Website smart button to open the event webpage. Then, toggle the Unpublished button in the header menu, changing it to a Published switch. The event webpage is now published and accessible by all website visitors.

Send event invites¶

To send event invites to potential attendees, navigate to the desired event form via Events app ‣ Events and click the desired event. On the event form, click the Invite button.

Doing so reveals a blank email form. Customize the message by specifying a mailing type, subject, recipients, and the mail body.

Tip

Sending emails from Odoo is subject to a daily limit, which, by default, is 200. To learn more about daily limits, visit the Daily limit reached documentation.