Front Desk Configuration in Odoo 18

Corporate office managing visitor access creates reception disaster: 200 monthly visitors requiring manual paper logbook consuming 5 minutes per check-in while receptionist searching employee directory guessing John from Marketing versus John from Sales, no host notification causing visitors waiting 20 minutes in lobby while employee unaware guest arrived missing meeting start times, security compliance requiring visitor badge printing generating 30 minutes daily manually writing stick-on badges, no visitor tracking preventing identification who currently in building during emergency evacuation drill discovering 5 visitors unaccounted for location unknown, and paper-based drink preferences forcing receptionist asking each visitor coffee tea water choices consuming time distracting from core duties—generating reception inefficiency poor visitor experience security gaps and host coordination failures from manual visitor management without digital check-in automated notifications and visitor tracking system.

Odoo 18 Front Desk Module enables professional visitor management through self-service kiosk check-in allowing visitors registering independently via touchscreen or QR code, automated host notifications alerting employees via email SMS or Discuss chat when visitor arrives, drink preferences offering refreshments during registration creating hospitality, visitor authentication collecting email phone organization for security compliance, multilingual support enabling international visitors selecting preferred language, theme customization matching corporate branding with light dark color schemes, real-time dashboard showing active visitors waiting count and drink requests, visitor tracking displaying check-in checkout times status and host assignments, and analytics reporting visitor patterns peak times and station utilization—reducing check-in time 80 percent through self-service automation improving host response 70 percent via instant notifications enhancing visitor experience through professional hospitality and achieving security compliance through comprehensive visitor logging enabling contactless efficient reception operations.

Accessing Front Desk Module

1. Go to Apps
2. Search for Front Desk
3. Click Install
4. Module dashboard opens showing stations

Dashboard Overview

Kanban view of reception stations:

Dashboard Elements:

• Stations: Reception desk configurations
• Visitors: Active and historical visitor records
• Reporting: Visitor analytics and statistics
• Configuration: Stations and drinks setup

Configuring Drinks

Hospitality beverage options for visitors:

Creating Drink Options:

1. Go to Front Desk → Configuration → Drinks
2. Click New
3. Configure drink:
   • Drink Name: Coffee (mandatory)
   • People to Notify: Select cafeteria staff or person preparing drinks (mandatory)
   • Sequence: Display order (1 = first in list)
   • Image: Upload beverage icon or photo
4. Click Save

Example Drink Configuration:

Configuring Stations

Reception desk setup and customization:

Creating Station:

1. Go to Front Desk → Configuration → Stations
2. Click New
3. Fill basic information

General Tab Fields:

Options Tab Configuration:

Authenticate Guest Settings:

Side Message Tab:

Add custom welcome message or instructions displayed on kiosk sidebar. Example: Please have your ID ready or WiFi password: Guest2024

Kiosk Interface

Visitor-facing check-in experience:

Opening Kiosk:

1. In station configuration click Open Kiosk button (top-left)
2. Kiosk interface opens full-screen
3. Display this on tablet or touchscreen at reception

Welcome Screen:

Visitor Information Screen:

Host Selection Screen:

Drink Selection Screen:

Confirmation Screen:

Thank you message displays confirming successful check-in. Visitor proceeds to waiting area. Host notified.

Station Dashboard

Real-time station monitoring:

Dashboard Metrics:

Visitors Management

Track and manage visitor records:

Accessing Visitors List:

1. Go to Front Desk → Visitors
2. View all visitor records

Visitor List Columns:

Visitor Record Details:

Check-Out Process

Completing Visit:

1. Open visitor record from visitors list
2. After meeting concludes click Check-Out button
3. Mark Drink Served checkbox if beverage provided
4. Add notes in Message tab (optional):
   • Meeting outcome
   • Follow-up required
   • Any special circumstances
5. Status changes to Checked-Out
6. Record archived for reporting

Reporting and Analytics

Visitor statistics and patterns:

Accessing Reports:

1. Go to Front Desk → Reporting
2. View visitor statistics with measures

Available Metrics:

• Total visitors by day week month
• Peak visit times
• Average visit duration
• Most visited hosts
• Drink preferences breakdown
• Station utilization rates

Best Practices

Place Kiosk in Well-Lit High-Traffic Lobby Area: Kiosk tucked in dark corner equals missed visitors walking past straight to elevator. Position tablet prominently at entrance with clear signage Visitor Check-In Here. Visible placement increases check-in compliance 85 percent ensuring comprehensive visitor logging.

Enable Multiple Notification Methods for Distributed Teams: Email-only notification equals remote employees missing visitor arrivals checking inbox hourly. Enable email SMS and Discuss providing redundancy. Remote worker receives chat popup instant awareness. Multi-channel approach reduces host response time 70 percent improving visitor experience.

Require Phone Number During Security-Sensitive Periods: Optional phone collection equals incomplete emergency contact information. During facility event with 100 external visitors require phone contact enabling emergency notifications if needed. Mandatory phone during high-occupancy periods ensures safety without permanently burdening regular small visitor loads.

Conclusion

Odoo 18 Front Desk Module enables professional visitor management through self-service kiosk check-in automated host notifications drink preferences visitor authentication multilingual support theme customization real-time dashboard visitor tracking and analytics reporting. Reduce check-in time 80 percent through self-service automation improving host response 70 percent via instant notifications enhancing visitor experience through professional hospitality achieving security compliance through comprehensive logging enabling contactless efficient reception operations creating positive first impressions supporting emergency accountability and streamlining front desk workflows through systematic digital visitor management.