How to Plan Shifts for a Project in Odoo 18: Complete Tutorial
By Braincuber Team
Published on February 26, 2026
We watched a 43-person consulting firm lose $11,700 in a single month because their project manager was scheduling shifts in a shared Google Sheet. Three employees got double-booked on different client sites. Two showed up nowhere. The client charged penalties. The PM blamed "communication gaps." No — it was a spreadsheet problem. Odoo 18's Planning module kills this by connecting service products directly to shift scheduling. This beginner guide shows you exactly how to wire it up.
What You'll Learn:
- How to configure a service product with the "Plan Services" option
- Setting up employee roles in the Planning module
- Linking sales orders to automatic project and task creation
- Using the Auto Plan feature for role-based shift assignment
- Manually overriding shifts for last-minute changes
- Complete end-to-end workflow from sales order to planned shift
The Shift Planning Workflow — How the Pieces Connect
Before touching any configuration, understand the chain. Miss one link and the whole thing breaks.
Step 1 = Create Service Product + enable "Plan Services"
Step 2 = Assign a Role (e.g., "Consultant", "Developer")
Step 3 = Set "Create on Order" to Project + Task
Step 4 = Confirm Sales Order
Step 5 = Odoo auto-creates Project + Task + Shift
Result = Employee with matching role gets auto-assigned
Configure the Service Product
Everything starts here. The product configuration determines whether Odoo creates shifts automatically or leaves you manually dragging cards around like it's 2015.
Open or Create a Service Product
Navigate to your product list. Select an existing service product or click New. Make sure the product type is set to Service.
Enable "Plan Services"
Under the General Information tab, check the Plan Services checkbox. A new field appears where you assign a Role — this determines which employees are eligible for auto-scheduling.
Set "Create on Order"
Configure the Create on Order field. Choose Project & Task to auto-generate both when the sales order is confirmed. This links your service directly to Odoo's project structure.
Key Product Configuration Fields
| Field | What to Set | Why It Matters |
|---|---|---|
| Product Type | Service | Only service products support Plan Services |
| Plan Services | Enabled (checked) | Triggers automatic shift generation on order confirmation |
| Role | Select matching role | Filters which employees are eligible for assignment |
| Create on Order | Project & Task | Auto-creates project structure linked to shifts |
Set Up Employee Roles in the Planning Module
Roles are the backbone of auto-planning. Skip this and Odoo has no idea who to assign shifts to. It'll just stare at you.
Open the Roles Configuration
Go to Planning > Configuration > Roles. You'll see a list view of all existing roles and their assigned employees.
Create a New Role
Click New. A new row appears at the bottom. Enter the role name (e.g., "Senior Consultant", "Field Technician", "Developer").
Assign Employees to the Role
Add one or more employees to the role. Only employees assigned here will be considered by the auto-planning engine when shifts need filling for this role.
Role-Employee Mismatch
If the role on your service product doesn't match any employee's assigned role, the Auto Plan will fail silently. No error, no warning — just an empty planning board. Always verify the role name matches exactly between the product and the Planning module.
Confirm the Sales Order and Trigger Shift Creation
Once the product is configured and roles are set, the magic happens when you confirm a sales order. Odoo does three things simultaneously: creates a project, creates a task, and generates a planning shift.
Create a New Sales Order
Go to Sales > Quotations > New. Add the customer and select the service product you configured with Plan Services enabled.
Confirm the Order
Click Confirm. Odoo automatically creates the Project, Task, and a planning Shift based on your product settings. A "To Plan" smart button appears on the sales order.
Access the Planning View
Click the "To Plan" smart button to view and manage the auto-generated shift directly from the sales order.
Auto Plan vs Manual Assignment
Odoo 18 gives you two paths. One saves you 37 minutes per week. The other keeps your control-freak project manager happy. Use both.
Auto Plan
Click the down arrow on the planning view and select Auto Plan. Odoo checks the assigned role, employee availability, existing schedules, and remaining hours — then assigns the best-fit employee automatically. Zero manual dragging.
Manual Assignment
Override auto-planning by manually selecting any employee for a shift. Use this for last-minute changes, VIP client requests, or when you need a specific person regardless of role. Full flexibility preserved.
Conflict Prevention
Auto Plan checks employees' existing schedules before assigning. No double-booking. No overlapping shifts. The engine considers remaining time-to-plan for the task and distributes work evenly.
Sales-to-Planning Bridge
The entire workflow — from quotation to confirmed order to project to shift — is linked. Change the sales order quantity and the planning adjusts. No re-entry across 3 different modules.
Using Auto Plan — Step by Step
Auto Plan is the feature that separates "we use Odoo" from "Odoo actually saves us time." Here's exactly how to trigger it.
Open the Planning View
From the confirmed sales order, click the "To Plan" smart button. Or navigate directly to the Planning module.
Click the Down Arrow and Select Auto Plan
Look for the dropdown arrow on the planning toolbar. Click it and select Auto Plan. Odoo scans all employees with the matching role and checks their availability.
Review the Auto-Assigned Shift
The system assigns the shift to the best available employee. Review the assignment on the Gantt or calendar view. Override manually if needed by clicking the shift and changing the employee.
Auto Plan Requires Working Schedules
Auto Plan relies on employee working schedules to determine availability. If your employees don't have working schedules configured in HR, Auto Plan treats them as unavailable. Set those up first under Employees > Working Schedules.
Frequently Asked Questions
How do I enable automatic shift planning for a service product in Odoo 18?
Open the service product form, go to General Information, check "Plan Services," assign a role, and set "Create on Order" to Project & Task. Shifts generate automatically when the sales order is confirmed.
What does the Auto Plan feature do in Odoo 18 Planning?
Auto Plan automatically assigns shifts to employees who match the required role and are available within the defined timeframe. It checks existing schedules to prevent double-booking.
Can I manually override auto-planned shifts in Odoo 18?
Yes. Click on any auto-assigned shift in the planning view and change the employee. Manual overrides take precedence over auto-planning for that specific shift.
Where do I create roles for shift planning in Odoo 18?
Go to Planning > Configuration > Roles. Click New, enter the role name, and assign employees to it. These roles link to service products for auto-scheduling.
Why is Auto Plan not assigning any employees to my shifts?
Check three things: the role on the product matches a role in Planning, employees are assigned to that role, and those employees have working schedules configured in HR settings.
Need Help Setting Up Shift Planning in Odoo 18?
Our team has configured planning workflows for 89 service-based companies. We connect sales, projects, and shift scheduling so your PMs stop living in spreadsheets.