Odoo Calendar | Getting Started

Summary

In this tutorial, viewers are guided through the process of scheduling meetings using Odoo's calendar module. The video demonstrates how to create and manage meetings efficiently, with features like adding attendees, setting reminders, and integrating video calls. It showcases the ease of scheduling, viewing calendars, and sending out meeting invitations, emphasizing Odoo's productivity-enhancing capabilities.

Takeaways

• 📅 Odoo's calendar module is designed to manage and schedule meetings effectively, enhancing productivity.
• 🔗 The calendar can be accessed directly from the main menu or from within the CRM module through the chatter section.
• 🎯 Users can switch the activity type to 'meeting' which automatically redirects to the calendar for scheduling.
• 👤 Adding attendees to a meeting allows you to view their availability and scheduled events directly on their Odoo calendars.
• 🗓️ The calendar view can be adjusted for a better overview, with options to zoom in and out for different time perspectives.
• ⏰ Users can create new events by clicking on a specific time slot or using the 'add' button in the calendar interface.
• 📝 The meeting details can be edited, including the subject, duration, location, and even adding a video call URL for remote meetings.
• 🔗 The 'plus add Odoo meeting' feature generates a video call URL from the integrated Odoo discuss module for easy access.
• 🔔 Reminders can be set for meetings, with options to customize reminder types and choose when notifications are sent.
• 🔄 The option to make a meeting recurring and adjust privacy settings ensures flexibility in scheduling regular or sensitive meetings.
• 💌 Once a meeting is scheduled, Odoo automatically sends out calendar event update emails to all attendees.

Q & A

What is the main purpose of the Odoo calendar module mentioned in the tutorial?

The main purpose of the Odoo calendar module is to manage time effectively, boost productivity, and facilitate the scheduling of meetings with just a few clicks.

How can you access the calendar module in Odoo?

You can access the calendar module in Odoo by clicking on it from the main menu, which allows you to view your own calendar and create events.

What is the Chatter section in Odoo and how does it relate to scheduling meetings?

The Chatter section in Odoo shows updates, messages, log notes, and scheduled activities. It allows you to create a new activity by selecting the activities button and changing the activity type to 'meeting', which then redirects you to the calendar module to schedule the meeting.

How do you add attendees to a meeting in the Odoo calendar?

You can add attendees to a meeting in the Odoo calendar by checking their names under the attendees field or by typing their names in the field provided.

What does the tutorial demonstrate about viewing team members' schedules when adding them as attendees?

The tutorial demonstrates that when you add attendees to a meeting, you can see their scheduled events on their respective Odoo calendars, which helps in finding a suitable time for the meeting.

How can you create a new calendar event for a meeting in Odoo?

You can create a new calendar event in Odoo by clicking the 'add' button at the top left of the calendar or by clicking directly on the desired time slot on the calendar.

What additional details can you configure when scheduling a meeting in Odoo?

When scheduling a meeting in Odoo, you can configure additional details such as the meeting subject, start and end times, duration, location, video call URL, and reminders.

How does Odoo help with reminders for meetings?

Odoo helps with reminders for meetings by allowing you to set up email or SMS reminders at specified times before the meeting, ensuring that attendees are notified and can prepare accordingly.

What is the 'Discuss' module in Odoo and how does it relate to meetings?

The 'Discuss' module in Odoo is an integrated messaging and video chat app. It can be used to generate a video call URL for meetings, allowing attendees to join the call even if they are not users of your database.

How can you make a meeting recurring in Odoo?

You can make a meeting recurring in Odoo by going to the options tab in the calendar event and selecting the 'Recurring' option, where you can define the recurrence pattern.

What are the privacy options available for meetings in Odoo?

In Odoo, you can set the privacy of a meeting to 'Public', 'Private' (only for internal users), or change its visibility to show your status as 'Busy' or 'Available' on the calendar.

Outlines

00:00

📅 Scheduling Meetings with Odoo Calendar

In this tutorial, Jose Ignacio demonstrates how to efficiently schedule meetings using Odoo's calendar module. He begins by explaining the importance of meetings in various industries and how the calendar module can help manage time and boost productivity. He navigates through the main menu to the calendar module and shows how to view one's own calendar and create events. Additionally, he highlights the ability to schedule meetings directly from the chatter within the CRM module. He guides viewers through the process of creating a new activity, changing its type to 'meeting,' and how Odoo automatically saves the activity and redirects to the calendar. The tutorial continues with adjusting the calendar view for a better overview, adding attendees, and checking their availability. Jose also shows how to create a new calendar event by either clicking the 'add' button or directly selecting a time slot on the calendar. He discusses setting a meeting subject, duration, and how to add additional attendees and clients from the database. The tutorial concludes with configuring the meeting details, such as start and end times, marking it as an all-day event if necessary, and setting a location or adding a video call URL for online meetings.

05:01

🔔 Configuring Reminders and Meeting Options in Odoo

Jose Ignacio continues the tutorial by showing how to configure reminders for meetings in Odoo. He explains how to add tags to the meeting and set up notifications, such as an email reminder six hours before the meeting. He also demonstrates how to create and edit new reminder types directly from the form, like setting an SMS reminder two hours before the event. After setting up reminders, he saves and closes the form, and then discusses the 'options' tab where users can make the meeting recurring, change its privacy settings, and adjust its visibility on the calendar. He mentions how these settings affect the user's calendar status, showing as busy or available. The tutorial ends with Jose sending an email to all attendees using a pre-loaded calendar event update template and how Odoo automatically handles the confirmation process. He emphasizes the convenience of viewing the event details on the calendar, editing or declining the event, and joining the video call directly from the event pop-up. The tutorial wraps up with a reminder to explore more Odoo tutorials and documentation to learn about additional calendar features.

Keywords

💡Odoo

Odoo is an open-source software platform that provides a suite of business applications to manage various aspects of a company, including sales, CRM, project management, and more. In the context of the video, Odoo is used to demonstrate how to schedule and manage meetings efficiently using its calendar module. The script shows how Odoo can be integrated with other modules like CRM to streamline the process of setting up meetings with clients or team members.

💡Calendar Module

The calendar module in Odoo is a tool that allows users to manage their schedules, set appointments, and organize meetings. It is highlighted in the video as a way to enhance productivity by enabling users to quickly schedule meetings with just a few clicks. The tutorial demonstrates how to use this module to create events, add attendees, and set reminders, showcasing its role in time management and coordination within a business environment.

💡Chatter

Chatter, in the Odoo context, refers to a communication tool that facilitates internal communication and collaboration among team members. It is mentioned in the script as a feature that shows updates, messages, and scheduled activities. The video illustrates how one can directly schedule a meeting from the chatter section, emphasizing its convenience for coordinating tasks and communication within a team.

💡Activity Type

In Odoo, activity types are used to categorize different types of tasks or actions, such as calls, meetings, or to-dos. The video script describes changing the activity type to 'meeting' which then modifies the interface to better suit the scheduling of a meeting, including the option to open the calendar directly from the activity creation interface.

💡Attendees

Attendees are the individuals who are invited or expected to participate in a meeting or event. The script explains how to add attendees to a meeting in the Odoo calendar, which also provides a view of their availability and scheduled events. This feature is crucial for coordinating meeting times that work for all participants, as demonstrated when the presenter checks the availability of a team member named Mark.

💡Video Call URL

A video call URL is a web address that allows users to join a video conference or meeting. In the tutorial, the presenter shows how to add a video call URL to a meeting in Odoo, which can be used for remote meetings. This feature is particularly useful for businesses that conduct online meetings, as it integrates with Odoo's discuss module, facilitating the organization of both in-person and remote meetings.

💡Odoo Discuss

Odoo Discuss is a module within the Odoo platform that provides integrated messaging and video chat capabilities. The video mentions how to add a 'plus add Odoo meeting' which generates a video call URL from the Odoo Discuss module. This feature allows for seamless integration of communication tools within the Odoo ecosystem, enhancing collaboration and reducing the need for external applications.

💡Reminders

Reminders in the Odoo calendar are notifications that alert users of upcoming events or tasks. The video script describes how to set reminders for meetings, such as an email reminder six hours before the meeting time. This feature ensures that participants are aware of their scheduled commitments and can prepare accordingly, which is crucial for maintaining efficient meeting schedules.

💡Recurring Meeting

A recurring meeting is a meeting that occurs at regular intervals, such as weekly or monthly. The script explains how to set a meeting as recurring in the Odoo calendar, which is useful for regular check-ins or ongoing projects. This feature helps in maintaining consistency in meeting schedules and reduces the need to manually schedule the same meeting multiple times.

💡Privacy and Visibility

Privacy and visibility settings in the Odoo calendar determine who can see the details of a meeting and whether the organizer's status (busy or available) is shown during the meeting time. The video discusses how to adjust these settings to control the accessibility of meeting information within the platform, which is important for managing the professional boundaries and workflow of team members.

Highlights

Odoo's calendar module is essential for managing time and boosting productivity.

The calendar module allows for quick scheduling of meetings with just a few clicks.

Meetings can be scheduled directly from the chatter section in CRM.

The calendar module provides a zoomed-in view for detailed scheduling.

Attendees can be easily added to a meeting, showing their availability from their Odoo calendars.

Meetings can be scheduled for specific time slots by clicking directly on the calendar.

The meeting subject and duration can be set during the creation process.

Additional attendees can be added during the editing of the meeting details.

The location and video call URL can be set for in-person and online meetings respectively.

Odoo's integrated messaging and video chat app can generate a video call URL.

Reminders can be set for meetings, with options for email and SMS notifications.

The calendar event update template can be used for emailing attendees automatically.

The options tab allows for setting meeting recurrence and privacy.

The status on the calendar can be set to show as busy or available.

Meetings can be easily accepted, declined, or edited from the calendar view.

The video call can be joined directly from the event pop-up for convenience.

Odoo streamlines the process of setting up meetings and managing attendees.

Transcripts

[Music]

foreign

ERS Jose Ignacio here with another odoo

tutorial now meetings are an inescapable

part of any industry whether it's an

internal one-on-one between team members

or an external meeting with a potential

client you can schedule any type of

meeting with odoo's easy to use calendar

module now with the calendar module you

can manage your time more effectively

boost your productivity and you can

quickly schedule meetings with just a

few clicks so enough Chit Chat as I

always say and let's dive into my

database and see just how easy it is to

create and schedule a meeting with odoo

calendar

all right uh doers so here I am on my

main menu now of course I can click into

the calendar module we see right here

and that allows me to view my own

calendar and create events but I can

also schedule meetings directly from the

chatter so let's head into CRM

and let's select any card we have here

five VIP chairs because Jose Ignacio

loves his chairs now each record in odoo

has a chatter section that we see over

here and the chatter shows us any

updates messages log nodes and scheduled

activities now when I create a new

activity by selecting the activities

button up here and I changed the

activity type from to do over here to

meeting you notice our buttons changed

all of a sudden now some Fields

disappeared and our bottom button is now

set to open calendar let's explore that

in a second so let's change our summary

there and we select that now what just

happened well odoo automatically saved

our activity and it redirected us to our

calendar now inside of the calendar

module the very first thing I noticed is

I am very zoomed in so let us zoom out

oh doers

all right now that we can see a month we

got a better bird's eye view now first

off I need my team member Mark to attend

this meeting so I'll make sure he's

checked over here under attendees you

can see Mark's beautiful face there in a

nice check mark now we could also add

another one of my team members by

checking or actually by sorry typing

their name down here underneath the ad

attendees field and it should be noted

that adding attendees like this lets me

see their scheduled events on their

respective odoo calendars and isn't that

convenient now I also see immediately

Mark is actually out sick today

no worries Mark we're not going to do

that meeting today then so we'll

schedule a little meeting for tomorrow

instead now how do we do that well to

create a new calendar event I can either

click on the add button that we see up

here in the very far top left or we can

do something kind of cool you can

actually click directly on the slot I

want on the calendar but first now we do

need to be more zoomed in let's go to

week

today's Wednesday

so now that we're here let's select the

time slot for tomorrow and we're going

to select the 10 a.m one and I'll

schedule this meeting for 10 to let's

say 11. but first we actually need a

subject and in this case we're going to

do service presentation ready mats

I like that

now at this point I can click create

and I can also click edit to configure

some additional details now in our case

I think we should just select create

now although I had Mark selected under

attendees that only shows me his

calendar events and when he's available

so I still need Adam as an attendee for

the specific meeting so if I click over

here and I select edit in here

I can actually see right here it's just

me right now so how do I add him I

actually just have to type him in Mark

demo

and there we have it now he's at it I

can also add my client right away since

I have their contact information saved

in my database I can do this again by

starting to type ready Matt

and there we have it now in the meetings

detail tab I can edit the start and the

end times or I can mark it as an all-day

event in our case I did say I wanted to

do it too

11.

a quick one hour

now in our case I can actually just

select also the duration which I could

have done but I just typed it in

now the other thing that you can also do

by the way is you can automatically

update the time when you select the

duration and that's pretty useful now if

this meeting was in person I can also

quickly set a location over here

and if I wanted to if this was a video

call as an online only meeting we can

actually add the video call URL right

over here

I can also add the plus add odoo meeting

over here and that will automatically

generate a video call URL from the odoo

discuss module which I talked about and

that is odo's integrated messaging and

video chat app now once that I do that I

can copy this URL to send to ready-mat

and they'll be able to join the call

even though they aren't users of my

database and you can see that there is

now a join video call button once that I

do so so we do that and you see that

right there

and that's just in case Mark and I want

to see each other but in our case we're

all right now the last thing I want to

talk about is I could also add tags I

mean I could even set a reminder for

these types of things

and isn't that pretty convenient in our

case for our tag let's select customer

meeting

and then once that we're done with that

this looks pretty good so in our case we

also need a nice little reminder when

should I be notified in our case we're

going to select an email in six hours I

need to know way ahead of time so I

could get prepared to look extra

professional for Mark and ready man

now if I wanted to I can also create and

edit new reminder types directly from

this form as well if I wanted to let's

let's say send a text message reminder

let's say two hours ahead of this I can

also type in SMS

text

message Dash

two hours because we have one hour there

and you'll notice I can hit create and

edit and let's do that

and this pops up up here now in our case

we could set SMS right there and we can

change it over here to two hours

now once that this is done

you'll actually notice I could even use

a template or make this the default

reminder type for any new appointments I

create in our case all looks good so

let's hit save and close and there we

have it now you'll notice there's

another tab here and that is the options

tab once that we go inside of here I can

choose to make this meeting a recurring

meeting in case once a week we want to

catch up just until I change it I can

also change its uh privacy over here and

its visibility right there through this

drop down menu I can make this public

private only for internal users and this

changes if this meeting shows my status

as busy or available on the calendar

itself

now one of the last things that I see

right there is that I'm going to be

showing up as busy that's good I'm I'm

pretty happy with these settings so I'm

gonna go ahead and click

email

what did I just do

that just emailed all the attendees next

to the attendees field and isn't that

great now odoo will automatically use

the pre-loaded calendar event update

template for the email I can also choose

to edit it if I wanted to or you know in

our case this looks pretty good so I'm

actually just going to hit send

all right now that that's done I could

save my new meeting settings and

everything and just pretty much be done

with this and I can wait for my

attendees to confirm my invitation

now I can actually clearly see the event

on my calendar and if I click on it I

end up seeing something special a very

short summary of the event details if

needed you'll notice I can still edit it

again I can also decline it if I don't

want to go anymore

now in our case we're already accepted

but

I could decline it now you'll also

notice I can also join the video call

directly from this pop-up to easily

redirect my video chat in the auto

discuss module and isn't that very

convenient all right as you can see Odo

makes it easy to set up meetings

directly from a record and just a few

clicks I can check other users calendars

and schedule a time that works for

everyone you can also rest easy knowing

I have configured reminders that'll

automatically be sent out to everyone

and all the attendees and that's all

thanks to odoo now that's all for now

but be sure to check out the other

tutorials and documentation to learn

even more about calendar features now

thank you for watching have a great

night