Odoo 15 - Module Events
Management of events in Odoo
3 December, 2021 by
Odoo 15 - Module Events
manaTec GmbH, Tom Pohling
 


With the Events module, Odoo offers us a great tool for our event management. Regardless of the type and size of the event, we find all the necessary features for planning, inviting or registering, implementing and reporting on the event. In addition, the module shows the strengths of Odoo as an ERP system through the perfect interaction of different modules. In today's blog, we will show how we use the Events module and which modules we include in the event management process.

There are four different access rights in the Events module. For a user without access right, the module is not visible in the dashboard. The next highest access right "Registration Desk" allows read access to the individual events to invite and manage participants. The "User" can create the events as well as edit all information about the event. Furthermore, access to the reporting is possible. Finally, the "Administrator" has full access to the module, including configuration.

If we open the Events module from the dashboard, we get directly to the overview of our events. In addition, there are the menu items "Reporting" and "Configuration", which we will briefly discuss later.

The overview of our events.
The overview of our events.

In the overview of our events we can call and edit already existing events as well as create new events. For existing events, Odoo directly shows us some information, such as the name, the event location, the date and the number of participants. The stages are already familiar to us from project management and serve us here as a process for managing our events. Of course, the stages can be defined individually. If we manage a particularly large number of events, we can also switch to the calendar or Gantt view.

By clicking on the button "Create" we create a new event. To do this, we first enter the name, the date and the corresponding time zone. In addition, we define the organizer, a responsible user, the event location and a company, if we are in a multi company environemnt and the event should only be visible for a certain company. The same logic applies to the specification of a website in a multi-website environment.

The creation of an event with all relevant information.
The creation of an event with all relevant information.

At this point we have the possibility to work with event templates, which we can create with the appropriate access rights via the configuration. This is especially useful if we run certain events on a regular basis. In the event templates, as well as alternatively in the further course of manual editing, we assign keywords to categorize our event. Furthermore, we can limit the number of participants and activate automatic confirmation of registration. This way, a participant who registers for the event will automatically receive an email from Odoo. This email contains the confirmation of the registration as well as the most important details about the event.

Now we find three more tabs where we can make further settings for our event. In the "Tickets" tab, we classify the various tickets for the event. We also specify the period in which registration is possible and how many of these tickets are available.

The "Communication" tab is used to automate communication with registered participants and marketing for our event. With the help of a direct connection to the E-mail marketingSMS marketing as well as Social Marketing , we can configure an automatic mechanism for sending mailings and SMS messages and publishing social media posts. To do this, we simply select the template for the corresponding medium and define a time and a trigger to initiate the action.

The configuration of automated mailings, SMS and social media posts for the event.
The configuration of automated mailings, SMS and social media posts for the event.

In the "Notes" tab we find two more text fields. The field "Notes" is used for general, internal information. In the "Ticket Instructions" field, we can enter relevant information regarding the tickets, which will then also be printed on the individual tickets.

Using the "Print" button, we can view the printed version of the tickets in two variants, as a full page and as a foldable badge. With the button "Action" we can archive, delete and duplicate the event if needed. Of course, the history is also available to us in the events, including the functions known from other objects for internal and external communication as well as activity planning.

For our event, we have now specified all the information and made all the settings. In the next step, we need the tool with which the participants can also register for the event. For this, the event is directly linked to our website in Odoo. That is, Odoo also creates a separate page on the website for each event. Using the "Go to Website" smart button, we navigate directly to the website and can design it using the Website Builder. Finally, we publish the page.

The Event on our Website.
The Event on our Website.

As described above, we can automate the marketing for our event using the social media posts. In addition, Odoo provides us with the "Invite" button in the event. This takes us back to the Email Marketing module, where we can create a mailing to publicize the event and send it to the recipients we have defined.

For the registered participants, Odoo also provides us with an overview in the event via the "Participants" smart button. Furthermore, in addition to the automated communication towards the participants, we also have the possibility to send a mailing to the participants via the "Contact Participant" button, also as a link to the Email Marketing module. Through this way, Odoo automatically sets us a filter on the participants as recipients in the mailing.

We have now mapped the workflow for the creation, publication and execution of our events, including the registration of the participants as well as the communication and marketing measures. In addition to this, Odoo offers us several optional features in the configuration, with which we can specify or extend our process flow.

For example, we can define a schedule for an event. Speakers can also be assigned here, for example for presentations. Furthermore, we can organize booths, for example for trade fairs or exhibitions. We also have the option of presenting the exhibitors and sponsors of the event on the website.

Regarding the registration, we can connect the ticketing with sales and the online store and thus sell tickets for the events. By activating the barcode feature, a barcode is printed on the tickets, which we scan to the event and thus register the attendance of the participants.

So we conclude that with the Events module, Odoo offers us a comprehensive and well-designed tool for our event management. Especially by combining it with the Website, Email Marketing, SMS Marketing, Social Marketing and optionally Sales and Barcode modules, we get a great setup for the management and marketing of our events as well as the related communication fully integrated in Odoo.

Are you looking for an ERP system for your event management or do you have questions about the Events module? No problem!  Contact us now and we will be at your side as an experienced Odoo partner!


Sources: www.odoo.com

 
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