How to Use Odoo 18 Calendar Module: Complete Step by Step Guide
By Braincuber Team
Published on April 16, 2026
Time and meeting management become critical for productivity, communication, and collaboration in any growing business. The Odoo 18 Calendar Module provides a practical and user-friendly way for individuals and groups to schedule meetings, appointments, and tasks within meetings and agendas. This complete tutorial walks you through every feature of the Odoo 18 Calendar module, from basic navigation to advanced configuration and external calendar synchronization.
What You'll Learn:
- Step by step guide to navigating the Odoo 18 Calendar interface
- Beginner guide to creating and managing meetings
- Complete tutorial on adding attendees and tracking responses
- How to share availability and schedule with external contacts
- Best practices for meeting reminders and notifications
- Strategy for using the Appointment menu for external bookings
- How to configure Google and Outlook calendar synchronization
Understanding the Odoo 18 Calendar Module
The Odoo 18 Calendar module serves as a central operational time management hub that integrates various aspects of your business life, including CRM, Sales, Projects, and HR. It effortlessly organizes any event, whether a brief internal team check-in, a client-facing meeting, or a regular project sync-up. This step by step guide will help you master every aspect of the Calendar module.
When you open the Calendar module in Odoo 18, the scheduled or planned events appear on the calendar platform. The interface provides multiple viewing options and navigation tools to help you manage your time effectively.
Central Scheduling Hub
Integrates with CRM, Sales, Projects, and HR modules for unified time management across your business.
Team Collaboration
Schedule meetings with multiple attendees, track responses, and share availability across your organization.
Navigating the Calendar Interface
The Odoo 18 Calendar interface provides multiple navigation and viewing options to help you manage your schedule efficiently. Understanding these tools is the first step to mastering the calendar module.
Use Navigation Arrows
Complete tutorial: use the navigation arrows on the calendar interface to move forward or backward through dates. This allows you to quickly browse upcoming or past events without changing views. The arrows work contextually based on your current view (day, week, or month).
Use the Today Button
Step by step guide: click the "Today" button to jump directly to the current date. This is especially useful when you have been browsing future or past dates and need to return to the present. The Today button is prominently placed for quick access.
Choose Your Preferred View
Beginner guide: Odoo 18 Calendar supports multiple views including monthly, weekly, daily, and yearly formats. Select the view that best suits your planning needs. Monthly views are ideal for overview planning, while daily views work well for detailed scheduling.
Toggle Weekend Visibility
Complete tutorial: click on "Show Weekends" to directly view weekend days on your calendar. This option is helpful if you schedule weekend meetings or want to see your complete weekly availability at a glance. Toggle it on or off based on your preference.
Navigate with Mini Calendar
Step by step guide: the right side of the screen displays a Mini Calendar view that serves as a quick navigation tool. Click any date in the mini calendar to jump directly to that date in your main calendar view. This is faster than using navigation arrows for long jumps.
Managing Meeting Attendees
The Odoo 18 Calendar module makes it easy to manage attendees for your meetings. Each attendee is automatically assigned a different color, making it simple to identify who is involved in which meetings at a glance.
Add Attendees to Meetings
Complete tutorial: the right side of the screen displays the attendees of the planned meeting. You can add a new attendee by clicking the "+Add Attendee" option. Each attendee automatically receives a unique color, making it easy to track their schedule and identify their meetings visually on the calendar.
View and Edit Meeting Information
Step by step guide: clicking on a particular meeting displays the full details of that meeting. From this view, you can click the Edit icon to make any changes to the meeting information, attendees, time, or location. Changes are synchronized for all attendees automatically.
Share Your Schedule
Beginner guide: click on "Share Availabilities" to share your schedule or available days and time slots with others. This feature helps schedule meetings with multiple people efficiently. You can create a shareable link or send invitations directly to others so they can book time on your calendar.
Pro Tip: Share Calendar Feature
The Share Calendar feature helps schedule meetings with multiple people by creating a link or sending invitations directly. External contacts can view your availability and book time slots without back-and-forth emails.
Creating New Meeting Schedules
Creating a new meeting in Odoo 18 Calendar is straightforward. The meeting configuration form provides comprehensive options to set up all aspects of your meeting, from basic details to advanced scheduling options.
Click the New Button
Complete tutorial: to create a new meeting schedule, click on the "New" button in the Calendar module. A new meeting configuration form will open where you can fill in all the details for your meeting. This form provides comprehensive options for customizing every aspect of your scheduled event.
Add Meeting Subject
Step by step guide: provide a suitable title for the meeting in the "Meeting Subject" field. This title will appear on the calendar and in all notifications sent to attendees. Choose a descriptive title that clearly identifies the purpose of the meeting.
Set Time and Duration
Beginner guide: add the day and time for the meeting to begin and end. You can also automatically calculate duration based on the start and end times you select. Odoo will display the meeting duration, helping you plan your day effectively.
| Field | Description |
|---|---|
| Meeting Subject | Title for the meeting |
| Time and Duration | Start/end times with automatic duration |
| Recurrent | Set meetings for regular intervals |
| Location | Virtual or physical meeting location |
| Video Call | Add meeting link or auto-generate |
| Reminders | Email or SMS notifications |
Set Recurring Meetings
Complete tutorial: if you need to set the meeting schedule for regular intervals, enable the "Recurrent" option. This allows you to create daily, weekly, or monthly recurring meetings without manually creating each occurrence. Recurring meetings are ideal for team standups, weekly reviews, or monthly planning sessions.
Configure Location and Video Call
Step by step guide: set the meeting location to be either virtual or physical. If using an external video conferencing tool, add the meeting link. Odoo meetings automatically create an Odoo-integrated call link, making it easy to start video conferences directly from the calendar event.
Configure Reminders
Beginner guide: track responses and send reminders to attendees via email or text message (SMS). You can set multiple reminder timings, such as 1 day before, 1 hour before, or 15 minutes before the meeting. This ensures attendees never miss important meetings.
Invite Attendees
Complete tutorial: select attendees to invite additional people from your company or external contacts to the meeting. You can search for existing contacts or add new ones. Each attendee receives an invitation and can accept, decline, or mark their response as tentative.
Configure Privacy Settings
Step by step guide: select whether the meeting is private, public, or for internal users only. You can also set the meeting status to Busy or Available. The Organizer option automatically shows who is organizing the meeting based on who created it.
Add Meeting Details
Beginner guide: add meeting agendas, notes, or any other details in the description field. You can also add tags to categorize and filter meetings more effectively. Tags help you quickly find all meetings related to a specific project, client, or meeting type.
Using the Appointment Menu
The Appointment menu within the Calendar module offers a convenient way to manage and monitor any planned reservations made through the Appointment App. This connection makes scheduling more effective and collaborative by providing a single view of both internal meetings and external reservations.
Navigate to Appointments
Complete tutorial: from the top menu, select Calendar > Appointments. This takes you to the Appointments backends where you may view and configure bookings and appointment kinds. You can see all external appointments alongside your internal meetings in one unified view.
Manage Booking Types
Step by step guide: configure different appointment kinds based on your business needs. Each appointment type can have its own duration, availability schedule, and assigned staff members. This allows clients to book time slots directly based on your defined availability.
Using the Reporting Menu
The Calendar module in Odoo 18 Reporting menu offers insightful information about how calendar events and meetings are planned and used throughout the company. This feature is particularly valuable for managers and HR teams who need to analyze time utilization.
Meeting Analytics
Examine meeting frequency, duration, and participant engagement using various chart types and pivot tables.
Visual Reports
View data using bar, pie, and line charts or analyze in pivot tables for deeper insights.
Review Meeting Data
Complete tutorial: use filters from the Reporting menu to examine meeting frequency, duration, and participant engagement. You can analyze how much time your team spends in meetings and identify patterns that might indicate opportunities for optimization.
Track Time Utilization
Step by step guide: determine the amount of time spent on meetings and analyze the effectiveness of scheduling. This data helps managers make informed decisions about meeting policies and identify areas where meeting time could be reduced or restructured.
Configuring External Calendar Synchronization
The Configuration menu of the Calendar module controls advanced calendar functionality. One of the most powerful features is the ability to synchronize your Odoo calendar with external calendar services like Google Calendar and Outlook.
Open Configuration Menu
Complete tutorial: navigate to the Configuration menu within the Calendar module. Here you will find the Calendar Settings page where you can manage synchronization with external calendar services. This is essential for professionals who work across multiple platforms.
Set Up Google Sync
Step by step guide: to combine your Odoo calendar with Google Calendar, you need to enter specific credentials generated by Google. These include Client ID and Client Secret from the Google Cloud Console. Once configured, meetings created in Odoo will automatically appear on your Google Calendar.
Set Up Outlook Sync
Beginner guide: similarly, you can connect your Outlook Calendar by entering the Client ID and Client Secret from Microsoft Azure. Both Google and Outlook synchronization options include a "Pause Synchronization" checkbox that enables you to temporarily stop syncing without deleting the configuration.
Important: Pause Synchronization
The "Pause Synchronization" checkbox for both Google and Outlook allows you to temporarily stop syncing without losing your configuration. This is useful when you need to make bulk changes in Odoo without triggering multiple sync events.
Frequently Asked Questions
How do I create a new meeting in Odoo 18 Calendar?
Click the "New" button in the Calendar module to open the meeting configuration form. Fill in details including meeting subject, time and duration, location, video call options, reminders, attendees, privacy settings, and tags. Click Save to create the meeting.
How do I sync Odoo Calendar with Google Calendar?
Go to Configuration > Calendar Settings in the Calendar module. Enter your Google Calendar Client ID and Client Secret from the Google Cloud Console. Enable synchronization. Meetings created in Odoo will automatically appear on your Google Calendar and vice versa.
How do I set up recurring meetings in Odoo 18?
When creating a new meeting, enable the "Recurrent" option. You can then configure the recurrence pattern for daily, weekly, or monthly intervals. Recurring meetings automatically create future instances without manual creation each time.
How do I add attendees to a calendar meeting?
When creating or editing a meeting, click "Select Attendees" and search for existing contacts or add new ones. Each attendee receives automatic color coding and can respond to invitations. You can also add attendees directly from the right panel of the calendar view.
What is the Appointment menu in Odoo 18 Calendar?
The Appointment menu provides a unified view of both internal meetings and external reservations made through the Appointment App. Access it via Calendar > Appointments from the top menu. This helps manage client bookings alongside internal team meetings.
Need Help with Odoo 18 Calendar Module?
Our Odoo experts can help you configure and optimize your Calendar module for maximum productivity. From meeting setup to external calendar synchronization, we help businesses streamline their scheduling processes.