How to Configure Front Desk in Odoo 18
By Braincuber Team
Published on February 24, 2026
Pinnacle Law Group is a 45-attorney firm spread across three floors of a downtown Chicago high-rise. Before Odoo 18, their visitor process was a paper sign-in binder at the lobby desk. The receptionist, DeAnna, would write down the visitor's name, call the attorney's extension, and hope someone picked up. When nobody answered, she paged them over the intercom, which disrupted every meeting on the floor. Clients sitting in the lobby had no idea if their attorney even knew they had arrived. Partners who were running between courthouses missed visitors entirely because the paper binder stayed at the front desk. During busy days — especially quarterly board meetings — DeAnna was juggling 15 to 20 visitors, handwriting names, and trying to remember who wanted coffee and who was still waiting.
When the firm's operations director, Marcus, set up Odoo 18's Front Desk module, the lobby changed overnight. They mounted two tablets: one on the 12th floor for client meetings and one on the 14th floor for the corporate practice group. Visitors check in by tapping their name and selecting their host attorney. Odoo sends the attorney an instant notification via Discuss, email, or SMS. The beverage menu pops up so the visitor can request a cappuccino before they even sit down. DeAnna still greets people — she is the face of the firm — but she no longer chases down attorneys or scribbles in a binder. This guide covers every configuration step.
What You Will Learn: How to navigate the Front Desk module dashboard, configure drinks and beverages, create and customize front desk stations, set up kiosk check-in with QR codes, configure guest authentication fields, manage the visitor check-in and check-out flow, and review visitor statistics through reporting.
Front Desk Module Overview
The Front Desk module in Odoo 18 is built around four main menu areas. When you open the module, the dashboard shows all your stations in a Kanban view with real-time status indicators.
Stations
Physical front desk locations. Pinnacle uses two: "12th Floor – Client Reception" and "14th Floor – Corporate Reception." Each station gets its own kiosk URL and settings.
Visitors
Live log of everyone who has checked in. Shows name, company, phone, host, check-in time, station, and current status (waiting or checked-out).
Reporting
Visual analytics showing visitor counts, wait times, and drink orders over time. Marcus reviews this monthly to identify peak reception hours and staff accordingly.
Configuration
Where you set up stations and drinks. All customization — notification method, guest authentication, themes, side messages — lives here.
Configuring Drinks
The drink menu appears to visitors during check-in if you enable the "Offer Drinks" option on the station. Configure your beverage list first so it is ready when you set up stations.
Click New to add a drink. Here is what Pinnacle configured:
| Field | Purpose | Example |
|---|---|---|
| Drink Name | Label shown to visitors (required) | Cappuccino |
| People to Notify | Staff who receive the drink request (required) | DeAnna Morrison, Kitchen Staff |
| Sequence | Display order (lower = higher on list) | 1 |
| Image | Photo of the drink shown on the kiosk | Cappuccino photo |
Pinnacle's full drink menu:
Seq | Drink Name | Notify ----|-------------------|------------------- 1 | Cappuccino | DeAnna, Kitchen 2 | Espresso | DeAnna, Kitchen 3 | Green Tea | DeAnna, Kitchen 4 | Sparkling Water | DeAnna, Kitchen 5 | Fresh Orange Juice| DeAnna, Kitchen
Creating a Front Desk Station
A station represents one physical check-in point. Each station has its own kiosk URL, settings, and theme. Pinnacle created two stations — here is how the 12th floor station was configured:
General Settings
| Field | Pinnacle's 12th Floor Station |
|---|---|
| Front Desk Name | 12th Floor – Client Reception |
| Responsibles | DeAnna Morrison (receives all visitor notifications) |
| Company | Pinnacle Law Group LLC |
| Kiosk URL | Auto-generated by Odoo — bookmarked on the lobby iPad |
Options Tab
| Option | What It Controls | Pinnacle's Setting |
|---|---|---|
| Host Selection | Visitors choose their meeting host from a list | Enabled — visitors pick their attorney |
| Notify by Email | Sends the host an email when a visitor arrives | Enabled |
| Notify by SMS | Sends the host an SMS notification | Enabled (for attorneys in court) |
| Notify by Discuss | Opens a Discuss chat window on the host's screen | Enabled — primary notification method |
| Self Check-In | Shows a QR code on the welcome screen for mobile check-in | Enabled |
| Offer Drinks | Shows the beverage menu after check-in | Enabled |
| Theme | Light or Dark kiosk appearance | Dark (matches the firm's branding) |
Authenticate Guest Settings
Turn on Authenticate Guest to collect additional information from visitors during check-in. Each field can be set to Required, Optional, or None:
| Guest Field | Options | Pinnacle's Choice | Why |
|---|---|---|---|
| Required / Optional / None | Optional | Some clients prefer not to share; the firm already has it on file | |
| Phone | Required / Optional / None | Required | Needed to reach the visitor if the meeting room changes |
| Organization | Required / Optional / None | Required | Conflict-of-interest checks require knowing who the visitor represents |
Side Message Tab: Pinnacle added a side message that reads: "Welcome to Pinnacle Law Group. All visitors must remain in designated reception areas. Wi-Fi password: PinnacleGuest2024." This message displays alongside the check-in form on the kiosk screen.
The Visitor Check-In Flow
Here is what a client experiences when they arrive at Pinnacle's 12th floor lobby and use the kiosk tablet:
Welcome Screen
The kiosk displays a welcome message with two options: tap Check In on the tablet screen, or scan the QR code with a personal phone for mobile check-in. The language selector at the top lets visitors switch languages if your Odoo instance has multiple languages activated.
Enter Personal Details
The visitor enters their name, phone number, and organization (as configured in the Authenticate Guest settings). At Pinnacle, phone and organization are required, email is optional.
Select the Host
A list of employees appears. The visitor selects the attorney they are meeting and taps Confirm. This triggers the notification to that attorney via Discuss, email, and SMS simultaneously.
Beverage Selection
If "Offer Drinks" is enabled, the visitor sees the drink menu. They can tap "Yes, please" and choose a cappuccino, or tap "No, thank you" to skip. The drink selection notifies DeAnna and the kitchen staff immediately.
Confirmation
A confirmation message appears telling the visitor their host has been notified. The visitor takes a seat. Meanwhile, the dashboard updates in real time: last check-in time, number of people waiting, and pending drink orders.
Managing Visitors and Check-Out
The Visitors list shows every person currently checked in or recently checked out. Each row displays:
| Column | Example |
|---|---|
| Name | Robert Chen |
| Company | Meridian Capital Partners |
| Phone | (312) 555-0147 |
| Host | Sarah Whitfield (Partner) |
| Check-In Time | 10:32 AM |
| Station | 12th Floor – Client Reception |
| Status | Waiting |
When the meeting ends, the host or receptionist opens the visitor record, clicks Check-Out, and optionally marks Drink Served if the beverage was delivered. The Message tab lets you add notes about the visit — Pinnacle uses this for internal notes like "NDA signed" or "Needs parking validation." The status changes to Checked-Out.
End-of-Day Check: Marcus runs a daily report at 6 PM to identify any visitors still showing as "Waiting." This catches cases where someone forgot to check out their guest. Leaving visitors in "Waiting" status skews the reporting data and makes it look like people are still in the building.
Best Practices from Pinnacle
Enable All Three Notification Channels
Pinnacle enables Discuss, Email, and SMS for every station. Attorneys in the office see the Discuss pop-up instantly. Those in court get the SMS. Email serves as a backup with a written record. Using all three guarantees nobody misses a visitor arrival.
Require Organization for Compliance
For law firms, accounting practices, or any business with conflict-of-interest rules, making the Organization field required is not optional — it is a compliance necessity. Pinnacle's compliance officer reviews the visitor log weekly to flag potential conflicts before they become problems.
Use the Side Message for Practical Info
The Side Message tab is prime real estate. Include Wi-Fi credentials, building rules, or emergency evacuation instructions. Pinnacle updates theirs quarterly. It saves DeAnna from answering "What's the Wi-Fi password?" dozens of times a week.
Lock Down the Kiosk Tablet
Set the tablet browser to kiosk mode so visitors cannot navigate away from the check-in screen. Pinnacle uses iPad Guided Access to restrict the tablet to the kiosk URL only. Without this, visitors might accidentally (or intentionally) browse your Odoo instance.
Summary
Key Takeaways: Odoo 18's Front Desk module replaces paper sign-in sheets with a professional digital check-in system. Configure drinks first in the Configuration menu, then create stations with customized notification methods (Discuss, Email, SMS), guest authentication fields, self check-in QR codes, and beverage offerings. The kiosk welcome screen guides visitors through a 5-step flow: welcome, personal details, host selection, drink choice, and confirmation. The Visitors list tracks everyone with real-time status, and hosts check out visitors when meetings end. Reporting provides analytics on visitor volume and wait times for staffing decisions.
