EVENTS MODULE

Events

Events Module in the Odoo 16 Software is a flexible platform for regulating different types of events in a well-structured manner. This module supports its users in taking webinars, workshops, charity events, sponsored items, seminars, and much more very easily. From deciding a date for the commencement of the event to marketing the tickets for that particular event, Odoo Events Module will provide you with great support for making the event a great success by making sure that the organization is in a perfect manner. Here, let's look at how to access this Events module in the Odoo 16 ERP.

On selecting the Events Module, you will get a dashboard of an already configured event’s page, as shown below.

In this window, you are able to see the events in the form of Kanban View, where you can easily make a new stage by clicking on theAdd a Column button. This option helps you to include a new stage for the already existing list of events. If under a particular stage, you have to add a new event, then go for the + icon provided in the window. The settings icon provided in each stage will help you to view the stages in the Kanban View, Edit, Delete, Archive, and Unarchive those particular events as per our need. The views provided other than Kanban View are Calendar, List, Pivot, and Graphical, respectively.

In the Kanban view, you will get the details of the events, such as the title of the event, the location of the event that can be easily tracked, the date of the event, and the time with the number of people who are attending the event as well. For categorizing, you have Filters and Group By options. If you want to make a new event, then go for the Create icon provided on the page, as shown in the above image.

On selecting the Create button, you will be directed to a page where you have to give the name of the event, and some options to trigger, such as Website Submenu, Booth Register, Showcase Tracks, Allow Track Proposals, Extra Register Button, Showcase Exhibitors, and Community options, respectively. On triggering these options, it will be shown in the event’s website view.

Here, give the Starting Date and Ending Date, the Time Zone that is currently showcased at all times on every page of the events in order to avoid further confusion, the Template of the event, Tags that should be displayed on the website, Organizer of the event, who is Responsible for the event, Company name, Website in which you have to publish the event, Venue of the event, and Upload your File in the provided field. On triggering the Limit Registrations, you can easily minimize the event to a specific number of attendees. Similarly, by triggering the Auto Confirmation option, the registration gets automatically done.

In the Tickets Tab, you can easily add a new ticket by clicking on Add a Line option. Event Ticket is possible to select as Product Type on creating the ticket. You can mark the starting and ending date of the ticket sale along with the cost of the ticket. You can even mention the number of tickets in the given Maximum field. In the Confirmed field, you will get the confirmed ticket, and in the unconfirmed space, you will get the unconfirmed tickets as well.

You can see an option to trigger the Tickets and Online Tickets option in the Settings menu, as shown below. You have a chance to market the tickets along with the sale orders and then sell the tickets on the respective website.

Then in the Communication Tab, you can provide the Email or SMS for attendees after the registration process in the corresponding Template Field. If needed, you can send the mail within a particular period of time, days, weeks, months, or immediately after the registration. And this can be given in the Intervals, Units, and Trigger fields, as shown in the image below. And moreover, the scheduled date and the number of mail or SMS is available in their respective field.

Then in the Questions Tab, you can include the questions for members during their online registration. Mandatory questions can be included on particular events. In order to get this option, you can trigger the questions option in the Setting of the Events Module.

On activating the Questions option in the settings option, you will get further options in the Questions Tab, as shown below.

In order to add a question for a particular event, you can go for the Add a Line option. Then, you will be given a pop-up window to provide some details, such as the question that you created for the event in the provided field. On triggering the Ask only once per order field, your question will be asked once. Otherwise, the question will be asked to all the attendees of a reservation in the event. The question type can be set as Selection of Text Input, as per your need. Finally, go for the Save and Close button.

The Last tab is the Notes Tab, under which you can give notes and descriptions based on the event and the instructions regarding the ticket as well. And finally, go for the Save button to get the event added.

In order to include new participants in the event, you can simply click on the Invite button

On doing so, you will be directed to a new page, as shown in the screenshot below, where you have to make and provide Emails or SMS for marketing, just like what we did in the Email and SMS Marketing Modules. For scheduling a date for sending this Email or SMS, you can go for the Schedule option.

For publishing your event on a particular website, then select the Go to Website option, as marked on the screenshot below. Currently, event pages are changed depending on the themes of the website.

Keep the work as published if it is in the unpublished form. After finishing those procedures, by selecting the Register option, then can register for the event, as shown below.

Other than the Go to Website option, there are some other advanced options in the smart tab, such as Attendees, Tracks, Sponsors, and Rooms. You can even track the registration details using the dedicated stat option.

In the Attendees option, you will get the list of all attendees who are registered for the events. There you will get some details, such as the Name of the Attendee, Email, Phone, Event Ticket, Next Activity, and Status, respectively. In order to confirm the unconfirmed attendee, you have an option of Confirm and a Cancel option for canceling the attendees. Those attendees who are confirmed will be getting a Mark as Attending button as well for the purpose of attendance.

There are some options, such as Schedule and Tracks, Community Chat Rooms, Online Exhibitors, and Booth Management that should be triggered under the Events Tab in the Settings option, as shown below.

If we trigger these options, then we will be getting those options in the main window of the Events Module. Community Chat Room is for the creation of a virtual conference room for those attendees. The Online Exhibitors option is for displaying sponsors and exhibitors. The Booth Management option is for making booths and controlling their Reservations. On triggering the Booth option, you have the list of the booth that you have rented during the time of the event. The Tracks option is to explain your event schedules, such as talks, workshops, or some other activities. Using theSponsors option, you will get the information on the sponsors. The Chat Room will give the chat on various topics and meetings of event attendees.

The Contact Attendees, which is available near the Invite button, is to connect with attendees using Email or SMS.

These are the steps required for the formation of new events in the Odoo 16 Events Module.