Meeting Rooms Module in Odoo 18
By Braincuber Team
Published on December 26, 2025
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.
Meeting Rooms Features:
- Real-time availability dashboard
- Instant booking with start/end times
- Amenity tracking (projectors, whiteboards, etc.)
- Visual status (green=available, red=busy)
- Calendar integration
- Recurring bookings support
- Utilization analytics
- Custom room appearance (colors, images)
Creating Meeting Rooms
Room Setup
- Install Meeting Rooms module from Apps
- Open Meeting Rooms app
- Click
Roomsmenu - Click
Newbutton - Configure:
- Room Name: e.g., "Executive Boardroom"
- Location: Select building/floor (e.g., "Headquarters")
- Room Link: Auto-generated for quick access
Appearance Customization
Appearance Tab Settings:
Background Color
Color shown when room available (e.g., green, yellow, blue)
Booked Background Color
Color shown when room busy (typically red/orange)
Background Image
Upload room photo—click pencil icon, select image, or delete with trash icon
Amenities Configuration
List equipment and facilities available in room for filtering and planning.
Amenities Tab - Add Equipment:
Booking Meeting Rooms
Instant Booking
- From Rooms kanban, click
Openon available room - Room dashboard shows status and amenities
- Click
Start Nowbutton - Enter:
- User Name: Person booking room
- Duration: Select time needed (15 min, 30 min, 1 hour, etc.)
- Timer starts, room status changes to Busy
Scheduled Booking
- From room dashboard, click
Add a Booking - Fill booking form:
- Booking Name: (e.g., "Q1 Budget Review")
- Date: Select future date
- Start/End Time: Set meeting duration
- Click
Add - View upcoming bookings via "Next Booking" smart button
Canceling Bookings
- Click
End Bookingbutton - Confirm cancellation in popup
- Room status returns to Available
Dashboard Views
Kanban View
Visual cards showing each room with availability status (green/red), next booking time, location
Calendar View
Timeline showing bookings by day/week/month, easy drag-and-drop rescheduling
Gantt View
Project-style timeline, filter by Today/Week/Month/Quarter/Year, rearrange and activate "Spares mode"
List View
Table format with all booking details—sortable columns for organizer, room, date, status
Best Practices
Standardize Room Names
Use consistent naming: "Building-Floor-Size" (e.g., "HQ-2F-Large"). Easier filtering than creative names like "Zen Garden".
Tag All Amenities
Complete amenity lists enable smart booking—users filter for "projector + video conference" to find equipped rooms instantly.
Analyze Utilization
Review booking reports monthly—if 50-person boardroom booked 5% of time, downsize or redesign for flexible use.
Integrate with Calendar
Link to Odoo Calendar—when creating meeting, select room from attendees. Auto-checks availability, prevents double-bookings.
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.
Need Workspace Management Help?
Our facilities specialists can configure room hierarchies, integrate booking systems, train teams, optimize utilization, and build complete workspace management solutions.
