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Meeting Room Bookings with Odoo

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Odoo Functional

Meeting Rooms in Odoo

Efficient meeting room management is essential for any organization to avoid scheduling conflicts and optimize resource utilization. With Odoo, businesses can seamlessly manage meeting rooms, schedule bookings, and ensure smooth coordination. Odoo provides a comprehensive and user-friendly solution to streamline meeting room scheduling.

Once the module is installed, the landing page of the module is a dashboard – displaying the created reservations within the module. Users can view bookings by Day, Month, or Year and utilize the search box features, including filter, group by, and favorite options, for efficient navigation.

Dashboard View of Meeting Rooms

Filters and Custom Filters in Meeting Rooms

My Meeting filter allows logged-in users to easily refine their meetings. Meetings can be grouped by organizer, room, or office, with the option to apply Custom Group By and Custom Filtering for enhanced organization.

Multiple Views in Meeting Rooms

For better visibility, additional views, including Calendar, List, and Kanban, are available as alternatives to the Gantt chart.

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Schedule Meetings

To schedule a new meeting, click the New button. In the creation form, enter the Booking Name and select a space in the Room field. Assign a Coordinator in the Organizer field, then set the meeting date and time. Finally, click Save & Close to confirm the booking.

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Once the booking is created then the scheduled meeting will be available in the dashboard view, which can be viewed best in the convenience.

Meeting Space Availability

To view the company’s meeting spaces for booking, navigate to the Spaces menu. Available rooms are displayed on the right, with green indicating availability until the specified time and red signifying an occupied room. Filters on the left allow users to refine the view by all rooms or those within a specific firm.

Adding new Meeting spaces

Click the New icon to add a meeting space. In the form view, enter the room’s name and short code. Use the Appearance option to customize background colors for Available and Booked screens for the convenience. Uploading an image of the room and access the form URL for room booking is quite relevant. Add any specifics available under the Amenities tab for the room like:- TV, projector, megaphone, microphone etc. Finally, save the newly created space.

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Book your Meeting Rooms

In order to book a meeting, click on to Open button appears on the left hand side. After filling the details the space can be confirmed. The smart tab called booking will show the status and history of the meetings.

User then clicks the “Open” button, the application presents a new screen. This screen’s background color is dynamically set, directly reflecting the user’s prior selection from the “Available Background color” options. Functionally, the screen serves as a booking interface, providing two prominent buttons: “Book Now” and “Schedule Booking.” These buttons allow users to immediately initiate a booking or to arrange a booking for a future time, respectively, all within the context of the chosen background.

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Once the start now button is entered, it will be redirected to another page for filling the details.

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Or we can select the option called Add a booking for the upcoming date or time.
once we have started the meeting a timer will start running based on the mintues we had locked for the meeting space.

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We can finish the meeting early, if required, as per the convenience which Odoo provides as a feature in it.

Addon features in Meeting rooms

Synchronizing your meeting with Google Calendar offers a new level of freedom and flexibility. It allows you to seamlessly integrate your business and personal schedules, providing a clear overview of all your meetings in one place. With full synchronization, you can access your agenda from your laptop, tablet, or smartphone, ensuring you always have the necessary information at your fingertips, no matter where you are.

Also, simplify scheduling and planning with a system that lets you invite attendees to meetings, or events and track their responses effortlessly. Invited users receive an email and can accept or decline with a single click. Their responses—accepted (green), declined (red), or pending (grey)—are visible in the meeting details, giving you a clear overview of attendance in one unified view.

What are the uses of Meeting Rooms module?

  • Seamless Room Booking

    • Employees can quickly check availability and reserve meeting rooms, avoiding double bookings and scheduling conflicts.

 

  • Recurring Meeting Management

    • Allows scheduling recurring meetings with automatic reservations to streamline regular team syncs, board meetings, or training sessions.

 

  • Resource Allocation & Optimization

    • Helps manage additional resources like projectors, whiteboards, and video conferencing tools needed for meetings.

 

  • Integration with Calendar & Notifications

    • Syncs with Odoo Calendar to send automated reminders and notifications to attendees about upcoming meetings.

 

  • Access Control & Approval Workflows

    • Restricts room bookings based on roles, departments, or approval workflows to ensure efficient utilization.

 

  • Analytics & Utilization Reports

    • Provides insights into meeting room usage, peak booking times, and underutilized spaces to optimize resource allocation.

 

  • Mobile & Remote Booking

    • Employees can book meeting rooms from anywhere using Odoo’s web and mobile interfaces, ensuring flexibility.

Conclusion:

Odoo simplifies meeting room management, reducing scheduling conflicts and improving organizational efficiency. Whether for internal team meetings or client appointments, Odoo’s integration with Calendar and Resource Management ensures a seamless experience. Start optimizing your meeting rooms with Odoo today!

FAQs on Meeting Room Management in Odoo

How can I check the availability of a meeting room before booking?

You can check availability by navigating to the Spaces menu, where rooms are displayed in green (available) or red (occupied). You can also use filters to refine your search.

Can I schedule recurring meetings in Odoo?

Yes, Odoo allows you to set up recurring meetings by selecting the desired frequency (daily, weekly, or monthly) while scheduling the booking.

Is there a way to restrict meeting room bookings to specific users?

Yes, access control can be configured so that only authorized employees or departments can book certain meeting rooms.

Can I integrate Odoo’s meeting room module with Google Calendar?

Yes, Odoo supports Google Calendar synchronization, allowing you to view and manage all meetings in one place from any device.

How can I modify or cancel a booked meeting room?

You can edit or cancel a booking by navigating to the dashboard, selecting the scheduled meeting, and making the necessary changes.

Does Odoo send meeting reminders and notifications?

Yes, automated email notifications and reminders are sent to attendees before the meeting starts.

Can I track meeting room usage and generate reports?

Yes, Odoo provides analytics and reports on meeting room utilization, helping businesses optimize resource allocation.

What happens if a meeting ends earlier than expected?

Odoo allows users to end meetings early, freeing up the room for others to book immediately.

Can I add extra amenities like projectors or microphones while booking a room?

Yes, you can specify amenities under the Amenities tab while setting up a meeting space.

How does the "Book Now" and "Schedule Booking" feature work?

  • “Book Now” lets you instantly reserve a meeting room for immediate use.
  • “Schedule Booking” allows you to book a room for a future date and time.

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