Meeting Rooms Module in Odoo 18

Office managers tracking conference room bookings in Outlook calendar invites create scheduling nightmares: teams double-book Executive Conference Room because nobody checked Mary's calendar, sales needs projector room but IT training already reserved it without noting equipment requirements, remote employees can't see real-time availability when scheduling client calls, and facilities discovers the 50-person boardroom sits empty 60% of time while teams fight over 8-person rooms—all because there's no centralized visibility into room usage and amenities.

Odoo 18's Meeting Rooms Module centralizes conference room management with real-time availability dashboard showing which rooms are free, instant booking from Calendar app, amenity filtering (projector, video conference, whiteboard), visual status indicators (green=available, red=busy), utilization analytics revealing underused spaces, and customizable room appearances with background colors and images—eliminating double-bookings and optimizing space allocation.

Creating Meeting Rooms

Room Setup

1. Install Meeting Rooms module from Apps
2. Open Meeting Rooms app
3. Click Rooms menu
4. Click New button
5. Configure:
   • Room Name: e.g., "Executive Boardroom"
   • Location: Select building/floor (e.g., "Headquarters")
   • Room Link: Auto-generated for quick access

Appearance Customization

Amenities Configuration

List equipment and facilities available in room for filtering and planning.

Booking Meeting Rooms

Instant Booking

1. From Rooms kanban, click Open on available room
2. Room dashboard shows status and amenities
3. Click Start Now button
4. Enter:
   • User Name: Person booking room
   • Duration: Select time needed (15 min, 30 min, 1 hour, etc.)
5. Timer starts, room status changes to Busy

Scheduled Booking

1. From room dashboard, click Add a Booking
2. Fill booking form:
   • Booking Name: (e.g., "Q1 Budget Review")
   • Date: Select future date
   • Start/End Time: Set meeting duration
3. Click Add
4. View upcoming bookings via "Next Booking" smart button

Canceling Bookings

1. Click End Booking button
2. Confirm cancellation in popup
3. Room status returns to Available

Dashboard Views

Best Practices

Frequently Asked Questions

Conclusion

Odoo 18's Meeting Rooms Module eliminates conference room scheduling chaos through real-time availability dashboards, instant booking workflows, amenity filtering, and visual status indicators. Optimize space utilization with analytics, prevent double-bookings with Calendar integration, and customize room appearances for professional presentation.