How to Manage Members in Odoo 18: Complete Step by Step Guide
By Braincuber Team
Published on April 13, 2026
Member management is a crucial component of managing a membership base for organizations. Whether you run cooperatives, clubs, professional associations, nonprofits, or any organization requiring committed members, Odoo 18's Members module provides a highly integrated system to handle all aspects of membership administration. This beginner guide covers the complete process of managing memberships in Odoo 18.
What You'll Learn:
- Understanding Odoo 18 Members module and its features
- Step by step guide to creating new members
- How to configure membership products
- Managing member contacts and addresses
- Converting existing partners to members
- Processing membership invoices and payments
- Tracking membership status and renewals
What is Odoo 18 Members Module?
The Odoo 18 Members module is a comprehensive solution for managing your entire membership lifecycle. It handles everything from adding new members and assigning membership plans to tracking payment status, renewal dates, and engagement levels. The module integrates seamlessly with Odoo's Sales, Accounting, and Invoicing modules to automate all financial transactions and renewals, reducing administrative burden and eliminating human errors.
Membership Lifecycle
Manage the complete membership lifecycle from onboarding to renewal with automated workflows.
Automated Invoicing
Automatically generate invoices when memberships are purchased or renewed.
Multiple Membership Types
Support various membership types including paid and free, one-time and recurring.
Renewal Tracking
Track membership status, renewal dates, and engagement levels automatically.
How to Create a New Member in Odoo 18
This step by step guide shows you how to create a new member in Odoo 18. Follow these steps to add members to your organization.
Navigate to Members Module
Go to the Members module in Odoo 18, then select the Members option, and click the New button to begin creating a new member.
Select Member Type
Choose the member type as Individual or Company. Then fill in the member details including Contact name, Job Position, Phone, Mobile, Email, Website, Title, Language, and Tags.
Add Contacts and Addresses
In the Contacts & Addresses tab, click Add to add multiple contact addresses for a single member. You can set addresses as Contact, Invoice Address, Delivery Address, Follow-up Address, or Other Address.
Configure Free Membership (Optional)
In the Membership tab, you can enable Free Member if the membership is at no cost. Toggle the Free Member option and save the member record.
Creating Membership Products
Membership products define the terms and pricing of different membership types available to your members. This beginner guide shows you how to create and configure membership products.
Access Membership Products
Navigate to Configuration > Membership Products in the Members module and click New to create a new membership product.
Configure Product Details
Add a Product Name (such as Annual Membership), Membership Duration, and Membership Fee. You can also add an Internal Reference for internal tracking.
| Field | Description |
|---|---|
| Product Name | Name of the membership product (e.g., Annual Membership) |
| Membership Duration | Length of the membership period |
| Membership Fee | Cost of the membership |
| Internal Reference | Optional internal identifier |
Converting a Partner to a Member
This complete tutorial shows how to convert an existing partner into a paid member by purchasing a membership product. This is useful when you want to upgrade existing contacts to paid membership status.
Select the Member
In the Members module dashboard, select the member (partner) you want to convert to a paid member.
Disable Free Member
In the Membership tab, disable the Free Member option to enable paid membership features.
Buy Membership
Click the Buy Membership button to open a popup window where you can select the membership product and its price.
Create Invoice
Click Invoice Membership to generate a draft invoice for the membership purchase.
Process Payment
Click on the invoice in draft state, then click Pay to open the payment popup. Click Create Payment to complete the transaction.
View Membership Details
After payment is complete, view the Membership tab to see Membership Start Date, End Date, Membership Status, Membership Fee, and Invoice details.
Automatic Status Updates
Once a partner purchases a membership, the system automatically records the membership start and end dates, renewal schedules, and membership status. All financial transactions are traceable in the Accounting module.
- Non-Member: No active membership
- In Progress: Membership is being processed
- Paid Member: Active paid membership
- Free Member: Active free membership
- Canceled: Membership has been canceled
Conclusion
Odoo 18's Members Management feature provides an effective method for managing memberships, particularly when converting current partners into members by purchasing membership products. This is a helpful tool for clubs, associations, and nonprofits, among other organizations that rely on member-based structures, to scale and manage an expanding member base with minimal administrative burden.
Frequently Asked Questions
How do I create a new member in Odoo 18?
Navigate to the Members module, click Members, then click New. Select Individual or Company, fill in contact details, add addresses, and save.
How do I create a membership product?
Go to Configuration > Membership Products and click New. Add the product name, membership duration, and membership fee. Save the product.
Can I convert an existing partner to a member?
Yes, select the partner in the Members module, disable Free Member in the Membership tab, click Buy Membership, select a product, create the invoice, and process payment.
How does membership invoicing work?
When you click Invoice Membership, Odoo automatically generates a draft invoice. Once paid, the membership status updates to Paid Member with start and end dates.
What membership types does Odoo 18 support?
Odoo 18 supports various membership types including paid and free memberships, one-time and recurring memberships, and customized durations.
Need Help with Odoo 18 Members?
Our experts can help you configure and customize the Members module for your organization. Get free consultation for your Odoo implementation today.