WhatsApp Event
Send event invitations, automated reminders, and change notifications via WhatsApp to boost attendance.
WhatsApp Event Overview
The WhatsApp Event module integrates WhatsApp Business API with Odoo Event to automatically send event invitations, pre-event reminders, and change notifications. WhatsApp message open rate of 98% helps increase attendance rate by 40% and reduce no-shows by 60% compared to traditional email.
Key points
• Automatically send event invitations upon successful registration
• Reminders before event: 1 week, 1 day, and 2 hours
• RSVP confirmation directly via WhatsApp
• Notify schedule, location changes, or event cancellation
• Send electronic tickets and QR code check-in
• Post-event feedback survey
Key Benefits
Key points
• Increase event attendance rate by 40%
• Reduce no-shows by 60% through timely reminders
• Message open rate 98% vs email 20%
• Quick RSVP confirmation via WhatsApp
• Reduce ticket printing and invitation mailing costs
• Increase engagement with attendees before and after event
Send Event Invitations
As soon as users register for an event, system automatically sends invitation via WhatsApp:
Key points
• Event name, date, time, and detailed location
• Brief description of event content
• Link to view event details on Portal
• Quick RSVP confirmation button
• Add event to Google Calendar/Outlook
• Organizer contact information
Pre-Event Reminders
System automatically sends reminders on schedule:
Key points
• 1 week before: Early reminder with preparation info
• 1 day before: Detailed reminder about time and location
• 2 hours before: Urgent reminder with directions link
• Customize reminder schedule by event type
• Only send to confirmed attendees
• Opt-out option to stop receiving reminders
RSVP Confirmation
Attendees can quickly confirm via WhatsApp:
Key points
• "I will attend" / "Cannot attend" buttons in message
• Automatically update attendance status in Odoo
• Send confirmation after receiving RSVP
• Allow changing attendance decision
• Track number of confirmations in real-time
• Send additional information after confirmation
Send Electronic Tickets and QR Code
After RSVP confirmation, send electronic ticket via WhatsApp:
Key points
• Electronic ticket PDF with complete information
• QR code for quick check-in at event
• Unique ticket code for authentication
• Check-in instructions and event rules
• Link to download ticket to phone
• Integration with gate check-in app
Event Change Notifications
When event changes occur, notify immediately:
Key points
• Time change - Send new schedule and reason
• Location change - Send new address and directions link
• Program change - Update new agenda
• Event cancellation - Notify reason and refund (if applicable)
• Add speaker/activity - Additional information
• Request reconfirmation after changes
Event Check-in
Integrate check-in via WhatsApp and QR code:
Key points
• Scan QR code from electronic ticket to check-in
• Check-in confirmation via WhatsApp message
• Send welcome message upon successful check-in
• Information about booths, meeting rooms, and schedule
• Event map and navigation instructions
• Emergency contact and on-site support
During-Event Updates
Send real-time notifications throughout the event:
Key points
• Reminders before important sessions
• Notify room or schedule changes
• Information about networking sessions and coffee breaks
• Updates about speakers and special content
• Emergency or security announcements
• Links to documents and presentation slides
Post-Event Survey
Send feedback survey immediately after event ends:
Key points
• Rate event quality (1-5 stars)
• Feedback on content and speakers
• Suggestions for next event improvement
• Link to detailed survey on Portal
• Gift or discount code for respondents
• Automatic survey result analysis
Automation Configuration
Steps
1. Create event in Odoo Event with complete information
2. Configure message templates for each stage
3. Set up automatic reminder sending schedule
4. Enable RSVP and check-in via WhatsApp
5. Test flow with a few trial attendees
6. Open registration and enable automatic messaging
7. Monitor open and response rates
Customize Message Templates
Create appropriate templates for each event type:
Key points
• Seminar/Workshop - Focus on content and speakers
• Conference - Information about agenda and networking
• Webinar - Join link and technical instructions
• Exhibition - Booth map and schedule
• Training - Preparation materials and requirements
• Networking Event - Information about attendees
Manage Waitlist
Handle waitlist when event is full:
Key points
• Automatically add to waitlist when slots full
• Notify position in waitlist
• Send message when spot becomes available
• Time limit for confirmation to free up spots
• Priority by registration order or VIP status
• Notify when no more opportunity to attend
Payment Integration
Handle event ticket payment via WhatsApp:
Key points
• Send payment link after registration
• Payment reminder if not completed
• Confirm successful payment
• Send electronic invoice via WhatsApp
• Process refunds when event cancelled
• Integration with Payment Gateway (Stripe, PayPal)
Attendee Segmentation
Send different messages to each group:
Key points
• VIP/Speaker - Special information and dedicated support
• Sponsor - Booth and branding information
• Regular Attendee - General event information
• Media/Press - Press information and interviews
• Staff/Volunteer - Work instructions and schedule
• Customize content by role
Timezone Handling
Send messages in correct attendee timezone:
Key points
• Automatically detect timezone from phone number
• Display event time in local timezone
• Send reminders at appropriate time (not at night)
• Support online events with global attendees
• Automatic timezone conversion in messages
• Alert about important timezone differences
Dashboard and Reports
Track WhatsApp Event campaign effectiveness:
Key points
• Message open rate by stage
• RSVP and attendance confirmation rate
• Actual check-in rate vs registration
• Post-event survey response rate
• Compare WhatsApp vs Email effectiveness
• ROI of using WhatsApp for events
Integration with Other Modules
Key points
• CRM - Create leads from event attendees
• Marketing - Send follow-up campaigns after event
• Sales - Convert attendees to customers
• Website - Online event registration receives WhatsApp confirmation
• Accounting - Handle ticket payment and invoices
• Survey - Integrate surveys and feedback
Recurring Events
Manage weekly/monthly recurring events:
Key points
• Automatically send invitations for next event
• Remind previous attendees
• Discounts for regular attendees
• Track attendance rate over time
• Optimize sending schedule based on data
• Build loyal attendee community
Best Practices
Key points
• Send invitation immediately after successful registration
• Remind at right time - not too early or too late
• Personalize messages with name and specific information
• Always include detail link and clear CTA button
• Allow opt-out from reminders
• Test template with small group before mass sending
• Monitor feedback and adjust content
• Backup to Email if WhatsApp delivery fails
Common Error Handling
Key points
• Message not sending: Check API token and template
• RSVP not updating: Check webhook and processing logic
• QR code not working: Verify format and scanner
• Reminder sent at wrong time: Check timezone and cron job
• Template rejected: Comply with WhatsApp policies
• Invalid phone number: Standardize E.164 format
Security and Privacy
Key points
• Encrypt ticket information and QR code
• Only send event information to registrants
• Comply with GDPR on attendee data
• Allow data deletion after event
• Do not share contact information with third parties
• Protect QR code from copying and forgery
Important Terminology
Key points
• RSVP (Répondez s'il vous plaît) - Attendance confirmation
• Attendee - Event participant
• Check-in - Register presence at event
• No-show - Registered but did not attend
• Waitlist - Waiting list when full
• QR Code - Barcode for quick check-in
• Event Template - Message template for events
• Attendance Rate - Actual attendance rate