Odoo Events Module: Planning, Registration, and Analytics

Events are one of the most powerful tools in a B2B marketing arsenal — webinars, conferences, workshops, and trade show appearances each create direct, high-quality engagement that digital advertising can't replicate. The challenge is that event management is operationally complex: registration systems, ticket sales, communications, badge printing, attendance tracking, and post-event follow-up all need to work together seamlessly. Odoo 19 Enterprise Events module handles the full lifecycle from event creation to CRM lead conversion, natively integrated with your marketing, sales, and accounting systems.

This guide covers the complete Odoo Events configuration: event creation and scheduling, registration management, ticket sales, website publishing, speaker and agenda management, communication automation, attendance tracking, and analytics. Whether you run one annual conference or dozens of monthly webinars, this guide gives you the implementation blueprint.

Key Takeaways

• Create and publish events on your Odoo website with customizable registration forms
• Configure multiple ticket types with different prices, capacities, and sale windows
• Automate confirmation emails, reminders, and post-event surveys
• Track attendance with QR code check-in via the Odoo Events mobile app
• Convert event attendees to CRM leads automatically based on interest tags
• Sell event tickets through your website with Stripe payment integration
• Manage speaker profiles, agenda sessions, and event tracks for multi-session events
• Analyze registration rates, attendance, and pipeline impact in the events dashboard

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Event Creation and Configuration

Every event starts with a well-configured event record. The event form in Odoo captures all the details needed for registration, website publishing, and operational management.

Creating an event: Navigate to Events > Events > New. The event form includes:

• Name and dates: Event title, start date/time, end date/time, and timezone
• Location: Physical address (for in-person events) or virtual meeting link (for online events)
• Organizer: The internal team or individual responsible for this event
• Responsible: The Odoo user who manages the event record
• Tags: Classification tags for filtering and reporting (Webinar, Conference, Workshop, Trade Show)
• Registration: Whether registration is required, open registration or by invitation only, and the registration deadline

Event template: For recurring event types (monthly webinars, quarterly workshops), create event templates. An event template pre-populates the configuration, email templates, and ticket types that apply to that event type. Creating a new event from a template reduces setup time significantly.

Event limits: Set maximum registration limits to control event capacity. When the maximum is reached, the registration form shows "Sold Out" and captures a waitlist. Waitlisted registrations receive automatic notifications if capacity is added or if a registered attendee cancels.

Online event setup: For virtual events, enable the Online Event features. Configure the platform link (Zoom, Teams, Google Meet — any URL works), whether the link is shown immediately or only on event day, and whether to send the link in the registration confirmation, reminder emails, or both.

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Ticket Configuration and Pricing

Events can have multiple ticket types targeting different audiences at different price points. Odoo's ticket configuration handles everything from free webinar registrations to complex tiered conference ticketing.

Creating ticket types: In the event's "Tickets" tab, add ticket types. Each ticket type has: a name (General Admission, Early Bird, VIP, Speaker), price, maximum quantity (if limited), sale start and end dates, and confirmation email template.

Tiered pricing: Create early bird tiers by configuring sale end dates. The early bird ticket type expires on a specific date — after that, only the regular price ticket is available. Odoo handles the transition automatically at midnight on the specified cutoff date. No manual intervention required.

Free events: Set ticket price to 0 for free events. Registrants still complete the registration form (capturing their information), but no payment is required. Free event registrations go directly to confirmed status without a payment step.

Group registrations: Enable group registration on ticket types that are appropriate for team attendance. A company might register 5 employees under a single team registration. Configure the maximum group size and whether each attendee needs to provide their own information or if one contact can register for the group.

Ticket sales on website: Published tickets appear in the event's website registration form. The form shows available ticket types, prices, remaining capacity, and sale deadline. Customers select their ticket type, enter registration information, and proceed to payment. Odoo's website integrates with Stripe for secure payment processing.

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Registration Management

Registration management is the core operational function of event management — tracking who has registered, managing their details, and communicating with them throughout the event lifecycle.

Registration list: Navigate to Events > Events > [Your Event] > Registrations to see all registrations. Filter by ticket type, registration status (draft, confirmed, attended, cancelled), or registration date. The registration list shows key fields at a glance: attendee name, company, ticket type, registration date, and check-in status.

Registration statuses: Registrations move through statuses automatically. Draft registrations are incomplete (payment not processed for paid events). Confirmed registrations have completed payment or registered for a free event. Attended registrations have been checked in at the event. Cancelled registrations have been revoked.

Manual registrations: For registrations outside the website (phone registrations, VIP invitations, walk-ins), create registrations manually from the event's registration tab. Select the ticket type, enter the attendee's information, and set the payment status. This keeps all registration data in a single system regardless of how attendees registered.

Registration import: After external registration collection (trade show badge scans, paper forms, third-party event platform exports), import registrations via CSV. Odoo's import wizard maps columns and deduplicates against existing registrations automatically.

Custom registration questions: Add custom questions to your registration form for data collection. Examples: "What topics are you most interested in?", "How did you hear about this event?", "Dietary requirements" (for in-person events with catering). Responses are stored on each registration record and available for export and analysis.

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Website Event Publishing

Publishing your event on your Odoo website creates a professional event page with integrated registration and payment.

Event website page: Each event in Odoo has a corresponding website page at yourcompany.com/event/\\\\{event-slug\\\\}. The page includes: event description (rich text editor supporting images, videos, and formatted content), schedule, speaker list, location map (for in-person events), ticket types with pricing, and the registration form.

SEO configuration: Configure the event page's SEO settings: meta title, meta description, and Open Graph image. Odoo generates SEO-friendly URLs automatically from the event name. The event page is server-rendered, making it fully crawlable by search engines and social media crawlers.

Event announcement emails: Send event announcement emails to your mailing lists directly from Odoo. The email can include an event registration button that links to the website form. Track opens and clicks — registrants who clicked but didn't register are identifiable for follow-up.

Social sharing: Configure Open Graph and Twitter Card metadata on event pages so shared links display properly on social media — event image, name, date, and location are extracted automatically by social media platforms when someone shares the URL.

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Communication Automation

Consistent, timely communication before and after events significantly impacts attendance rates and post-event conversion. Odoo's email automation handles the communication sequence without manual intervention.

Confirmation emails: Configure an automatic confirmation email sent immediately when a registration is confirmed. The confirmation includes: event name, date/time, location or virtual meeting link, ticket type, and a QR code for check-in. For paid events, include the receipt/invoice PDF as an attachment.

Reminder emails: Schedule automated reminder emails at configurable intervals before the event. A webinar might send reminders at: 7 days before, 1 day before, and 1 hour before. An in-person conference might send reminders at: 3 weeks before (logistical information), 1 week before (agenda preview), and 1 day before (last-minute details). Each reminder is an independent email with its own template.

Post-event follow-up: Schedule a thank-you email sent automatically after the event ends. Include: a link to the recording (for virtual events), slides or materials, and a satisfaction survey link. Post-event surveys in Odoo can capture CSAT ratings and qualitative feedback that feeds into event quality improvement.

Cancellation notifications: When an event is cancelled or postponed, send automatic notifications to all confirmed registrants. If refunds are required, the cancellation flow in Odoo can trigger credit note generation for paid tickets.

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Check-In and Attendance Tracking

Accurate attendance tracking at the event itself provides the data needed for post-event ROI analysis and follow-up segmentation.

QR code check-in: Each registration's confirmation email includes a unique QR code. At the event venue, use the Odoo Events mobile app (iOS or Android) to scan QR codes as attendees arrive. Scanning changes the registration status from "Confirmed" to "Attended" in real time. The app works offline and syncs when connectivity is restored.

Manual check-in: For events where QR scanning isn't practical, staff can use the Odoo mobile app or web interface to search attendees by name and manually check them in. The search is fast even with thousands of registrations.

Badge printing: Configure badge templates for in-person events. When a registration is checked in, a badge prints automatically on a connected printer. Badges can include attendee name, company, ticket type (useful for VIP lane management), and a unique QR code for session check-in at multi-track conferences.

Session check-in: For multi-session events, configure session-level check-in. Each session has its own check-in list. Attendees scan their badge QR code when entering each session. This provides attendance data at the session level — critical for understanding which topics resonate with your audience.

No-show analysis: After the event, the attendance report shows registered vs. attended for each ticket type. No-show rates are normal (typically 20-40% for free events), but high no-show rates signal problems with event relevance, communication, or logistics that should be addressed.

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CRM Integration and Lead Generation

Events are a significant source of new pipeline. Odoo Events converts attendees to CRM leads automatically based on configurable rules.

Automatic lead creation: Configure lead generation rules on the event. When a registration is confirmed (or when an attendee checks in), Odoo automatically creates a CRM lead linked to the attendee's contact record. The lead's tags, stage, and assigned salesperson are configurable in the rule.

Interest-based segmentation: Attendees who selected specific interest tags during registration are assigned corresponding lead tags in CRM. This allows salespeople to immediately see which topics or products each lead expressed interest in, enabling more relevant follow-up conversations.

Lead routing: Configure lead routing rules based on ticket type or registration questions. VIP ticket holders might be assigned to senior account executives. Attendees who indicated they're evaluating software in the next 30 days might be assigned higher priority and routed to the fastest-response team.

Campaign attribution: Link your event to an Odoo marketing campaign for UTM-based attribution. Leads generated through event registration are attributed to the event campaign, allowing you to calculate the revenue pipeline generated from each event — the definitive ROI metric.

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Multi-Track Conference Management

For conferences with multiple tracks, sessions, and speakers, Odoo Events provides dedicated tools for complex event structure management.

Event tracks: Create conference tracks representing content streams (Technical Track, Business Track, Executive Track). Each track has its own color, schedule, and speaker lineup. The website event page displays a visual schedule grid organized by track and time slot.

Session management: Create individual sessions within tracks. Each session has: title, description, duration, track, stage (planned, confirmed, cancelled), and speakers. The website displays the session schedule in a filterable grid — attendees can filter by track, day, or speaker.

Speaker management: Create speaker profiles with bio, photo, and company affiliation. Link speakers to their sessions. Speaker profiles appear on the event website page and on session detail pages. For recurring events, reuse speaker profiles across multiple events.

Sponsor management: Configure event sponsors at different tiers (Platinum, Gold, Silver). Sponsor logos appear on the event website page. Sponsor-specific tickets (e.g., Exhibitor tickets) can be created with custom benefits and limits.

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Frequently Asked Questions

Can Odoo Events handle hybrid events with both in-person and virtual attendees?

Yes. Create separate ticket types for in-person (Physical Ticket) and online (Virtual Ticket) attendance. Configure different confirmation emails for each — in-person tickets include venue information and QR code for check-in; virtual tickets include the meeting link. Both ticket types register through the same website form, and both attendee segments are tracked in the same registration list for post-event analysis.

How does Odoo handle event refunds when registrants cancel?

When a paid registration is cancelled, generate a credit note from the registration record. The credit note is linked to the original invoice and can be refunded to the attendee's original payment method (if using Stripe integration) or issued as a credit applicable to future events. Configure a cancellation policy (e.g., full refund if cancelled 14+ days before, 50% refund if 7-14 days, no refund within 7 days) and Odoo applies the appropriate refund amount automatically.

Can we integrate Odoo Events with third-party registration platforms like Eventbrite?

Odoo is designed as a complete event management system, so most businesses use it as their primary platform rather than alongside Eventbrite. For events already on Eventbrite, you can export registrations and import them into Odoo. Custom integrations via the Odoo API can sync registrations from external platforms automatically. ECOSIRE has built Eventbrite-to-Odoo sync connectors for clients managing the transition.

How does Odoo Events handle event capacity on the website in real time?

Ticket availability is updated in real time on the website. When a ticket sells out, the website automatically replaces the registration button with a "Sold Out" message and optionally a waitlist form. This prevents overselling without any manual monitoring required. The real-time update happens at the database level, so even concurrent registrations during high-traffic events are handled correctly.

Can Odoo generate certificate of attendance documents for event participants?

Yes. Create a certificate of attendance document template using Odoo's report builder. After the event, generate and email certificates to all attendees (Attended status) with a single batch action. The certificate includes the attendee's name, event name, date, and any other relevant details from the registration record. For events with CPD/CEU credit, customize the certificate template to include the relevant professional development information.

How do we measure event ROI in Odoo?

Odoo provides multiple event ROI metrics. Registration revenue is tracked directly (total ticket sales vs. event costs). Pipeline attribution shows CRM opportunities created from event leads and the associated expected revenue. Won revenue shows deals closed from event-generated leads over a subsequent period. Navigate to Events > Reporting for these analytics. For complete ROI, compare total event cost (ticket revenue received, minus event expenses recorded in accounting) against pipeline and closed revenue attributed to the event.

Can attendees manage their own registrations through a self-service portal?

Yes. Registered attendees who are portal users can view and manage their registrations from the Odoo customer portal. They can update their registration information, download their confirmation and QR code, and (if your policy allows) cancel their registration. This reduces the volume of "I didn't get my confirmation email" inquiries that typically occupy event staff time in the days before an event.

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Next Steps

Odoo Events transforms event management from a collection of disconnected tools and manual processes into a single, integrated system that captures leads, tracks attendance, and measures pipeline impact automatically. For businesses that run events regularly, this integration eliminates hours of post-event data wrangling per event.

ECOSIRE implements Odoo Events for B2B companies, professional associations, training providers, and conference organizers. Our implementation includes event website configuration, registration workflow design, CRM integration setup, and staff training for event coordinators.

Visit our Odoo services page to explore events module implementation options, or browse our marketplace modules for event management extensions including advanced agenda builders, virtual event platform integrations, and certificate generation tools for Odoo 19 Enterprise.