Odoo Appointment

Key points

• • Create Appointment Types with 4 categories: Recurring, Punctual, Custom, Anytime

• • Auto-confirm bookings based on capacity percentage or require manual confirmation with email notifications

• • Manage Time Slots by week or specific dates, restrict to specific staff/resources

• • Manage Resources like meeting rooms and equipment with capacity and shareability settings

• • Create custom Questions for booking forms: text, phone, dropdown, radio, checkboxes

• • Share booking links (Invitations) with Short Code or Full URL for each appointment type

• • Track status: Request, Booked, Attended, No Show, Cancelled with Calendar/Gantt/Kanban reports

• • Integrate with Google Calendar, Microsoft Outlook, send automatic confirmation/reminder/cancellation emails

Key points

• • Appointment Types: Configuration templates for each bookable service with scheduling rules, confirmation, and timing

• • Time Slots: Define available times by week (recurring) or specific dates (unique)

• • Resources: Meeting rooms, equipment, locations with capacity and shareability

• • Questions: Custom forms to collect information from customers during booking

• • Invitations: Public shareable links for customers to access the booking page

• • Appointments: Specific bookings with customer information, staff, and resources

Steps

• 1. Create Appointment Type: Go to Appointments → Configuration → Appointment Types, click Create. Fill Appointment Title (e.g., "Sales Consultation"), Duration (1.0 hours), Timezone, select Category (Recurring/Punctual/Custom/Anytime). Configure Auto Confirm and Capacity Percentage if needed.

• 2. Configure Time Slots: Go to Availabilities tab, click Add a line. For Recurring: select Week Day (Mon-Fri), Starting Hour (9.0), Ending Hour (17.0). For Punctual/Custom: fill From/To with specific date/time. Optionally restrict to staff/resources.

• 3. Add Staff and Resources: Go to Users tab, click Add a line, select staff. Go to Resources tab, click Add a line, select resource (meeting room, equipment). If no resource exists, go to Configuration → Resources to create new.

• 4. Create Custom Questions (optional): Go to Configuration → Questions, click Create. Fill Question, select Answer Type (Single line text, Phone Number, Dropdown, Radio, Checkboxes). If Dropdown/Radio/Checkboxes, add Available Answers. Return to Appointment Type, go to Questions tab, add question.

• 5. Share Booking Link: Go to Configuration → Invitations, click Create, select Appointment Type. Copy Short Code (/book/abc123) or Redirect URL. Share link via email, website, social media. Customers access link, select date/time, fill information, confirm booking.

• 6. Manage Bookings: Go to Appointments → Appointments, select Calendar/Gantt/Kanban/List view. Filter by Status (Request/Booked/Attended/No Show/Cancelled), Date, Appointment Type, Staff. Click appointment to view details, confirm (Confirm), mark attendance (Attended/No Show), or cancel (Cancel).

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Key points

• • Use clear appointment type names with brief descriptions (e.g., "Sales Consultation - 1 hour"). Use appropriate Duration for service.

• • Enable Auto Confirm for self-service (consultation, demo), disable for services requiring review (interview, technical support).

• • Set Schedule before = 1-2 hours to avoid rushed bookings, Schedule not after = 15-30 days to avoid overload.

• • Set Cancel Before = 1-2 hours to allow customers to cancel online, reduce no-show rate.

• • Use Manage Capacities for rooms/equipment with limits, set Capacity Percentage = 80-100% to auto-confirm when available.

• • Create custom questions to collect important information (needs, budget, attendees), better preparation.

• • Share booking links via email, website, social media. Use Short Code (/book/abc123) for concise links.

• • Check calendar daily, confirm requests promptly, mark attendance after appointments to track no-show rate.

• • Integrate Google Calendar/Outlook to sync calendar, avoid conflicts, receive mobile notifications.

• • Use Calendar view for scheduling, Gantt for resource management, Kanban for status tracking, List for reporting.

Steps

• 1. Customer accesses booking link (e.g., /book/abc123 or /appointment) to view available appointment types.

• 2. Select appropriate appointment type (e.g., "Sales Consultation"), view description, duration, and booking rules.

• 3. Select date and time from calendar. If "By visitor", select staff or resource first. If "Automatically", system auto-selects.

• 4. Fill contact information (Name, Email, Phone) and answer custom questions (if any).

• 5. Confirm booking. If Auto Confirm enabled, receive confirmation email immediately. If disabled, receive "Request pending confirmation" email.

• 6. Receive confirmation email with appointment details, link to add to Google Calendar/Outlook, cancellation link (if within allowed time).

Key points

• • Confirm requests: Go to Appointments, filter Status = Request, click appointment, click Confirm. Confirmation email sent automatically.

• • Mark attendance: After appointment, go to appointment, click Attended or No Show. Track no-show rate.

• • Cancel appointment: Go to appointment, click Cancel. Cancellation email sent automatically. Customers can also cancel via email link (if within Cancel Before time).

• • Filter and search: Filter by Status, Date, Appointment Type, Staff. Search by customer name, email, phone.

• • Export reports: Switch to List view, filter by date range, click Export to export Excel. Analyze attendance, no-show, cancellation rates.

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