Create events¶

With the Events application, event organizers can create and configure in-person or online-only events in Odoo. Each new event contains a number of customizable options that are geared around specific event logistics, as needed per event, such as ticket sales and registration desk, booths, tracks, sponsors, rooms, and more.

Events can be manually created from scratch or built off of pre-made templates. Once launched, the Events application then integrates with the Website app for the front-end promotion and registration of the event for attendees, the Sales app for the purchasing ability of paid tickets, as well the CRM application through customizable lead generation rules.

New event¶

To create a new event, begin by navigating to the Events app to land on the default Events dashboard, in the Kanban view. From there, or alternatively from the List or Gantt views, click the New button in the upper-left corner of the dashboard to open up a new event form.

Event form¶

At the top of the event form are a series of smart buttons related to various event metrics, which will autopopulate with pertinent data once attendees begin to register, booths and sponsors sign on for the event, the event takes place, and so on.

Primarily, these smart buttons are used as logistical portals to perform specific actions for the event. The numeric displays are primarily for quick reference points.

While those visual metrics are useful, they can still be clicked, and used to navigate to specific event-related pages to modify and/or perform any desired actions.

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

The following are fields found on an event form:

• Event Name: the title of the event. This field is required.

  Note

  To the right of 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 pre-configured language translation options available in the database.

• Date: when the event is scheduled to take place. This field is auto-populated, but modifiable, and is required.

• Timezone: the corresponding timezone related to the event. This field is auto-populated, but modifiable, and is required.

• Language: designate a specific language for all event communications to be translated into, if necessary. This field is blank, by default, so if event-related communications are being sent to recipients who speak a different language, be sure to configure this field properly.

• Twitter Wall: creates a separate page on the event website to feature specific social posts on X (formerly Twitter) that contain pre-determined desired elements.

  Astuce

  To create and customize a Twitter Wall, type the name of the desired wall into the field, and select Create and edit… from the resulting drop-down menu.

  Doing so reveals Create Twitter Wall pop-up window.

  

  From this window, enter a Wall Name. Then, select a certain word or hashtag for Odoo to search for on X, like #WoodWorkingExpo24, for example.

  Next, determine the Type of tweets Odoo should showcase with that predetermined criteria. The choices in this field are: Recent, Popular, or Mixed.

  Users also have the option to add a brief Description to the wall, as well.

  Lastly, the greyed-out, non-modifiable Website URL field will autopopulate with the full URL needed to access the document through the event website.

  An image can also be added to the wall by clicking the (pencil) icon that appears when the cursor hovers over the (camera) placeholder image in the upper-right corner of the pop-up window.

  Then, from the resulting file explorer window, select the desired image to be added to the wall.

  This Twitter Wall field only appears on the event form if the Social Marketing app is installed, and an X account has been added as a stream on the application. To learn more, check out the Social Marketing documentation.

• Template: choose a pre-configured event template from the resulting drop-down menu.

  Or, create a new one directly from this field, by typing in the name of the new template, and selecting either:

  • Create (which creates the template, and can be edited later) or

  • Create and edit… (which creates the template, and reveals a separate template page to configure the template in greater detail).

• Tags: add any corresponding tags to briefly describe the event (e.g. Online, Conference, etc.). Multiple tags can be added per event.

  Astuce

  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.

• Organizer: designate the organizer of the event (a company, contact, or employee).

• Responsible: designate a user in the database to be responsible for this event.

• Company: designate which company in the database to which this event is related. This field only appears if working in a multi-company environment. This field is auto-populated, but modifiable, and is required.

• Website: choose to restrict the publishing of this event to a specific website created in Odoo. If this field is left blank, the event can be published on all websites in the database. To learn more, refer to the Multiple websites documentation.

• Venue: enter event venue details. This field pulls pertinent information from the Contacts application. Alternatively, Venue information can be manually added in this field, as well. At the very least, there must be a venue name, address, city, zip code/region, and country entered.

• Exhibition Map: if desired, click the Upload your file button to upload an image of the event venue map.

• Limit Registrations: if this checkbox is ticked, a limit to the amount of registrations is added to the event, and that desired limit amount must be entered in the blank field before Attendees.

• Badge Dimension: select a desired paper format dimension for event badges. The options are: A4 foldable, A6, or 4 per sheet.

• Badge Background: if desired, click the Upload your file button to upload a custom background image for event badges.

When the above fields in the event form have been adequately filled in, move on to the four tabs at the bottom of the event form for further customization.

Those tabs are: Tickets, Communication, Questions, and Notes.

Tickets tab¶

Create custom tickets (and ticket tiers) for events in the Tickets tab of an event form.

To create a ticket, click Add a line in the Tickets tab. Then, enter a name for the ticket (e.g. Basic Ticket or VIP) in the Name field.

In the Product field, either select the pre-configured Event Registration product, or create a new one by typing in the name of the new event registration product, and then select either Create or Create and edit… from the resulting drop-down menu.

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

Next, determine a Sales Start and Sales End date in their respective fields. To do that, click into the blank field to reveal a calendar popover. From there, select the desired date and time, then click Apply.

Then, if desired, designate a Maximum amount of that specific ticket that can be sold.

The Taken column populates with the number of tickets that are sold.

Optionally, in the Color column, add a custom color to differentiate ticket badges. The selected color displays on ticket badges when printed.

To delete any tickets from the Tickets tab, click the (trash can) icon on the corresponding line for the ticket that should be deleted.

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.

To add a communication in the Communication tab, click Add a line. Then, select the desired type of communication in the Send field. The options are: Mail, SMS, Social Post, or WhatsApp.

There is no limit to the number of communications that can be added in the Communication tab of an event form.

To delete a communication from the Communication tab, click the (trash can) icon on the corresponding communication line. Doing so removes the communication from the event entirely.

Email¶

Select an existing email template from the Template drop-down menu.

Next, define the Interval, Unit, and Trigger from their respective drop-down fields, letting Odoo know when the communication should be sent.

The Unit options are: Immediately, Hours, Days, Weeks, and Months.

Then, select an option from the Trigger drop-down menu. The options are: After each registration, Before the event, and After the event.

The Sent column populates with the number of sent communications. And, beside the number are different icons that appear, depending on the status of that particular communication.

The status of Running is represented by a (three gears) icon. The status of Sent is represented by a (checkmark) icon. And, the status of Scheduled is represented by an (hourglass) icon.

Onglet Questions¶

In the Questions tab of an event form, users can create brief questionnaires for registrants to interact with, and respond to, after they register for the event.

These questions can be focused on gathering basic information about the attendee, learning about their preferences, expectations, and other things of that nature. This information can also be used to create more detailed reporting metrics, in addition to being utilized to create specific lead generation rules.

To add a question in the Questions tab, click Add a line. Doing so reveals a Create Question pop-up window. From here, users can create and configure their question.

First, enter the question in the field at the top of the form. Then, decide if the question should require a Mandatory Answer and/or if Odoo should Ask once per order, by ticking their respective boxes, if desired.

If the Ask once per order checkbox is ticked, the question will only be asked once, and its value is propogated to every attendee in the order (if multiple tickets are purchased at once). If the checkbox is not ticked for this setting, Odoo will present the question for every attendee that is connected to that registration.

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.

Once all the desired configurations have been entered, either 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 immediately create a new question on a new Create Question pop-up window.

As questions are added to the Questions tab, the informative columns showcase the configurations of each question.

The informative columns are the following:

• Title

• Mandatory

• Once per Order

• Type

• Answers (if applicable)

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.

To delete any question from the Questions tab, click the (trash can) icon on the corresponding question line.

There is no limit to the number of questions that can be added in the Questions tab of an event form.

Notes tab¶

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

In the Note field of the Notes tab, users can leave internal notes for other event employees, like « to-do » lists, contact information, instructions, and so on.

In the Ticket Instructions field of the Notes tab, users can leave specific instructions for people attending the event that appear on the attendees ticket.

Publier des événements¶

Once all configurations and modifications are complete on the event form, it is time to publish the event on the website. Doing so makes the event visible to website visitors, and makes it possible for people to register for the event.

To publish an event after all the customizations are complete, click the Go to Website smart button at the top of the event form. Doing so reveals the event’s web page, which can be customized like any other web page on the site, via the Edit button.

To learn more about website design functionality and options, consult the Building block documentation.

Once the event website is ready to be shared, click the red Unpublished toggle switch in the header menu, changing it to a green Published switch. At this point, the event web page is published, and viewable/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 into the desired event. Following this, click the Invite button in the upper-left corner of the event form.

Doing so reveals a blank email form to fill out, as desired. To learn more about how to create and customize emails like this, refer to the Create an email documentation.

Proceed to create and customize an email message to send as an invite to potential attendees. Remember to include a link to the registration page on the event website, allowing interested recipients to quickly register.