Appointment Scheduling With or Without Payments in Odoo 18
By Braincuber Team
Published on January 20, 2026
The Appointment module in Odoo 18 Enterprise lets you create bookable time slots that customers can schedule directly from your website. Whether you run a consulting firm, salon, clinic, or coaching practice, you can configure appointments with or without upfront payments. This guide walks through both setups so you can choose what fits your business model.
What You'll Learn: How to configure appointment types, set availability schedules, enable or disable upfront payments, and manage bookings from both the backend and customer-facing website.
When to Use Each Approach
| Scenario | Payment Required? | Best For |
|---|---|---|
| Free initial consultations | No | Lead generation, discovery calls |
| Internal team meetings | No | Employee scheduling, internal bookings |
| Paid coaching sessions | Yes | Revenue protection, commitment |
| Salon/spa appointments | Yes | Reduce no-shows, secure revenue |
| Medical consultations | Optional | Depends on practice policy |
Part 1: Appointments Without Upfront Payment
Free appointments are ideal for discovery calls, initial consultations, or internal scheduling. Customers book directly without any payment step.
Create the Appointment Type
Navigate to Appointments and click New. Configure the basic settings:
- Title: e.g., "Free Strategy Session" or "Discovery Call"
- Duration: 30 minutes, 1 hour, etc.
- Pre-Booking Time: Minimum lead time (e.g., 24 hours)
- Scheduling Window: "Available now" or specific date range
- Allow Cancelling: Enable if customers can cancel themselves
Configure Availability
In the Schedule tab, define when appointments are available:
- Set available days (Monday-Friday, weekends, etc.)
- Define time slots (9:00 AM - 5:00 PM)
- Assign staff members who handle these appointments
- Choose assignment method: Round Robin, Random, or Chosen by Customer
Disable Payment
In the Options tab, ensure Up-front Payment is disabled. This allows customers to book without any payment step.
Set Up Questions and Messages
In the Questions tab, add fields for customer information:
- Required questions: Name, email, phone
- Optional questions: Reason for booking, preferences
- Customize confirmation and cancellation email templates
Publish to Website
Click Go to Website and toggle Published to make the appointment bookable. Customers will see available slots and can confirm immediately.
Customer Experience: Visitor selects service → Chooses date/time → Fills in details → Receives confirmation email. No payment step involved.
Part 2: Appointments With Upfront Payment
Requiring payment reduces no-shows and secures revenue for premium services. The booking process includes a checkout step before confirmation.
Create Appointment Type (Same Process)
Follow the same initial setup: title, duration, scheduling window, availability, and staff assignment.
Enable Upfront Payment
In the Options tab:
- Enable Up-front Payment
- Set the booking fee (e.g., $50, $100, full session price)
- Link to a product if tracking inventory or using invoicing
Configure Payment Methods
Ensure your website has payment acquirers configured (Stripe, PayPal, etc.) via Website → Configuration → Payment Providers.
Publish and Test
Publish the appointment and test the full booking flow. Customers will see the fee displayed and must complete payment to confirm.
Customer Flow: Select service → Choose slot → Fill details → See order summary with price → Click "Proceed to Payment" → Complete checkout → Receive confirmation.
Key Configuration Options
Pre-Booking Time
Minimum advance notice required. Set 24 hours to prevent same-day bookings, or 1 hour for more flexibility.
Assignment Method
Round Robin distributes evenly. Random picks anyone available. "Chosen by Customer" lets them select their preferred staff member.
Scheduling Window
"Available now" shows all future slots. Date range limits bookings to specific periods (e.g., next 30 days only).
Cancellation Policy
Enable "Allow Cancelling" for self-service cancellation. Set minimum cancellation notice to protect your schedule.
Managing Appointments
View and manage all bookings from the backend:
- Appointments → All Appointments: List view of all scheduled bookings
- Calendar View: Visual overview of upcoming appointments
- Filter by Status: Pending, Confirmed, Completed, Cancelled
- Customer Communication: Send reminders or rescheduling options
Conclusion
Odoo 18's Appointment module provides a complete booking system that adapts to your business needs. Free appointments work for lead generation and internal meetings. Paid appointments secure revenue and reduce no-shows for premium services. The configuration is straightforward: define the appointment type, set availability, choose payment settings, and publish. Your customers get a polished, self-service booking experience directly on your website.
Quick Tip: Start with free appointments for low-commitment services (discovery calls, demos). Switch to paid bookings once you've validated demand and want to filter for serious clients.