Organizing a professional event requires logistical, communication and commercial coordination. Odoo's Events module lets you manage everything from a single interface, integrated with your CRM and your website. This article walks you through the practical implementation of an event with Odoo, from its design to the final review.
Defining the event
First setup step: create the event record in Odoo. You enter the name, start date and time, end date and time, location (with an embedded map if you wish), organizer, and a description.
The event can be free or paid. If it is paid, you define several ticket categories (for example: standard, partner, student) with different prices. Each category can have a seat quota and a registration deadline.
For multi-day or multi-session events, Odoo lets you structure the event into distinct sessions that attendees can register for separately. This feature is useful for conferences with parallel workshops or multi-day training courses.
Creating the registration page
The Events module automatically generates a public registration page on your Odoo website. This page shows the event information and offers a registration form.
You customize the form according to the information you need: title, last name, first name, job title, company, phone, and any other useful question (dietary allergies, specific expectations, chosen sessions). Our advice: limit questions to the strict minimum. Every additional question lowers the form completion rate.
The registration page blends into your site's overall design. You can promote it with a banner on other pages, add it to the navigation menu, or share it by direct link in your campaigns.
Online payment for paid events
- If your event is paid, Odoo supports online payment through the usual gateways (Stripe, Adyen, PayPal, Mollie).
- The attendee pays directly at registration.
- The invoice is generated and sent by email.
- The payment is reconciled in accounting automatically..
For paid registrations by bank transfer or deferred invoicing (typical in B2B), Odoo lets you manage pre-registration: the registration is recorded, the invoice is generated, and final confirmation occurs upon payment. You can also manually grant free registrations to VIP guests.
Promoting the event
To fill an event, communication must be planned in advance. Odoo includes several channels you can activate.
Email invitation: from the Email Marketing module, create a campaign targeting the relevant contacts (your customers, your qualified prospects, your partner base). The campaign includes a link to the registration page. Our advice: plan a sequence of three emails (announcement, mid-course reminder, last chance).
Social media posts: from the Social Marketing module, schedule your LinkedIn, Facebook and X posts according to your usual strategy. Vary the angle with each post (program, speakers, venue, testimonial from a previous edition).
SMS for registrants: to remind them the day before or on the day itself, SMS from the SMS Marketing module is very effective. Open rates exceed ninety percent.
Website display: add a banner or a block on the most visited pages of your site to highlight the event.
Managing registrations
As registrations come in, Odoo automatically creates the contacts in the database if they are new, or links the registration to the existing contact. Each registration sends a confirmation email to the attendee.
You track registrations in real time in a dedicated view. You see the remaining quotas per ticket category, the trend over the last few days, and registrations by origin (direct link, social network, email).
Our advice: monitor the pace of registrations one week before the event. If the pace slows below your targets, trigger one last targeted reminder campaign.
On the day of the event
On the day itself, several features show their full value. The Odoo mobile app lets the welcome team scan badges (generated automatically with a unique QR code per attendee) to confirm arrival. The attendee is marked as present in the system.
Sales reps have access, on their smartphone, to the list of attendees present, with a reminder of useful information for each (company, job title, any commercial history, declared topics of interest). This lets them start qualified conversations rather than discovering profiles on the spot.
Interactions and opportunities identified during the event can be created directly from the app, with automatic linking to the attendee and the source event.
Post-event follow-up
This is where the value of the integrated tool is fully revealed. In the days following the event, you launch several automatic sequences.
Thank-you email to all attendees present, possibly with a link to the replay, the presentation materials, or a summary. This email can include a short satisfaction survey.
Differentiated email for registrants who did not attend: "we're sorry you couldn't make it, here is a summary and the materials". It's an opportunity to stay in touch.
Structured sales follow-up of the opportunities identified during the event, with assignment to the right sales reps, follow-up dates, and progress indicators.
Measuring return on investment
A few weeks after the event, Odoo lets you produce a structured review: number of registrants, number of attendees, attendance rate, opportunities created, amount in the sales pipeline, contracts signed. By cross-referencing with the total cost of the event (venue, catering, communication, internal time), you get an objective return on investment.
This systematic measurement feeds the decision on whether or not to organize a similar event in the future, and with what adjustments. It is also a valuable argument for defending the events budget with the finance department.
Conclusion
Odoo's Events module covers the organization of a professional event from A to Z, from creating the registration page to the final review. For an SME or mid-sized company organizing a few events a year, it is a considerable time saver compared with a patchwork of scattered tools (Eventbrite, Weezevent, Mailchimp, Excel). Integration with the CRM turns the event into a structured sales lever.