Upon accessing the module, users are greeted with a pre-configured dashboard showcasing an event page in a Kanban view.
This layout enables quick viewing and management of events, displaying crucial details such as event titles, locations, dates, times, and attendance numbers. Users can customize the stages by adding new columns with the "Add a Column" button or create new events under specific stages using the "+" icon. Events can also be edited, deleted, archived, or unarchived using the settings icon available for each stage. Beyond Kanban, additional views like Calendar, List, Pivot, and Graphical offer versatile options for data visualization and organization.
To create a new event, users can click the "New" icon, which opens a screen prompting them to input the event name. Organizers are encouraged to specify event details to avoid confusion later. This includes inputting the Start and End dates, the Time Zone, Language, Event Template, and additional information like tags for website display, the company name, the event organizer, the person responsible, the publication website, and the event venue. There is also an option to upload files related to the event. The Limit Registrations feature allows organizers to cap the number of attendees to ensure smooth management. In the Exhibition Map field, you can upload the exhibition map file. In the corresponding fields, you can add Badge Dimension and Badge Background for the event.
Ticket management is another integral aspect of the module. Using the "Add a Line" option in the Tickets tab, organizers can create tickets by selecting "Event Ticket" as the product type. They can set the ticket price, sales duration, and the maximum number of tickets available.
Ticket options can be activated in the Settings menu, enabling both offline and online ticket sales. Tickets can also be integrated with sales orders and PoS for easier marketing and distribution.
Communication with attendees is streamlined through the Communication Tab, where email or SMS templates can be added. Organizers can configure these communications to be sent immediately upon registration or after a specified interval. For example, they can define the timing in terms of days, weeks, or months, with triggers, intervals, and units configurable in the provided fields. This ensures timely updates and engagement with attendees.
Registration forms can be customized using the Questions Tab, where specific questions related to the event can be added. Organizers can choose between text input or selection as the question type.
There is also an option to ask questions only once per order or for every attendee.
Additionally, the Notes Tab allows for the inclusion of event descriptions, comments, and ticketing instructions. After completing these steps, the event will be saved in your database.
Attendees can be invited directly by clicking the Invite button, which opens a page to create and send email or SMS invitations, similar to the features in the Email and SMS Marketing Modules.
A Schedule option is also available to define the time for sending these communications.
Once the event details are finalized, organizers can click the Go to Website option to publish the event online. The event page can be customized to align with the website’s theme.
Attendees can register for events through the Register option, and all enabled features like talks, venues, exhibitors’ agendas, and community rooms will be visible on the website.
Advanced features like Registration Desk, Attendees, Booths, Tracks, Sponsors, and Community Chat Rooms can be managed through the module’s smart tabs. The Registration Desk tracks attendees, allowing users to mark confirmed registrations as “Attending.”
The Booth Management option facilitates the creation and reservation of booths, while Tracks provides tools to define event schedules, such as seminars and speeches. The Sponsors tab stores sponsor details, and the Talk Room serves as a hub for discussions and meetings.
The Settings menu offers additional features like Schedule & Tracks, Community Chat Rooms, Online Exhibitors, and Booth Management. Activating these options enables functionalities such as creating virtual conference rooms, managing sponsor and exhibitor details, and displaying event agendas online.
Organizers can also use the Contact Attendees feature to send emails or SMS directly to attendees.
The Tracks smart button in the Odoo 18 Events Module is an essential tool for organizing and managing event schedules effectively.
By enabling the Schedule and Tracks option from the Events Module settings, users can access features to structure events and enhance their success. This option allows for the addition of various talks, lectures, and programs, ensuring a well-planned event agenda.
The event website plays a crucial role in showcasing tracks. Using the Go to Website option, organizers can view published tracks, including lectures and talk proposals. The website also features a Talk Proposals section, where participants can submit ideas for event talks.
This section includes a detailed form where users can specify the talk title, provide an introduction, and outline other essential details such as audience type, space requirements, and format.
Additionally, submitters can include comprehensive speaker information, such as name, email, phone number, job title, company details, and a brief biography, with the option to upload a speaker’s image. Once all necessary information is entered, users can submit their proposals, which are stored in the Tracks Tab for review and further management.
Managing tracks is simplified through a kanban view in the Tracks Tab, where proposals can be categorized into various stages. Organizers can customize stages and move tracks between them to monitor progress efficiently.
New tracks can be added using the New option, which opens a form for entering details like the track title, an image, date, location, duration, and even a YouTube video link for virtual access. Additional features include tagging them with relevant Tags, assigning responsible officers for better organization, and mentioning corresponding events in the specified fields. The Tracks page also includes sections for adding speaker profiles and providing a concise description of each track.
The Speaker tab includes Contact, Contact Email, Contact Phone, Name, Email, Phone, Job Position, Company Name, and Biography of the speaker.
Odoo 18 further enhances interactivity during events with the Magic Button feature in the Interactivity Tab that allows the addition of action buttons to tracks. Organizers can define a button's title, URL, and the timing of its appearance, making it easier for attendees to engage with the content during the track.
The module also supports gamification through the Event Gamification feature, which allows quizzes to be added to tracks.
These quizzes can be customized with a name, multiple attempt options, and various questions.
Once published on the event website, attendees can take the quiz after viewing the track and even review their answers for better engagement.
The Tracks Tab in Odoo 18 offers a comprehensive suite of tools to manage event schedules effectively. From showcasing schedules and collecting talk proposals to adding interactive features and gamification elements, the module empowers organizers to deliver well-structured and engaging events while maintaining a seamless attendee experience.