Event Planning Management for Odoo | Wedding Planner and Catering Software
by DevIntelle Consulting Service Pvt.Ltd https://www.devintellecs.com$ 67.20
Event Planner Management in Odoo
Event Planner Management Odoo App turns Odoo into one
central workspace to plan, coordinate, and deliver events. It is
built for event planning agencies, wedding planners, corporate
event teams, catering firms, and venue managers who run every
event from the first inquiry through to the day itself and final
billing.
Clients send inquiries from your website, receive an online
quotation, e-sign it, and pay a booking deposit online. Once that
quote is signed and paid, the event books itself: it opens a
project with a checklist whose deadlines count back from the event
date, such as 30 and 7 days before. From the event you source
vendors and raise purchase orders, build a live budget of
estimated, contracted, and actual cost, assign staff with
double-booking checks, keep a guest list, and lay out a
minute-by-minute run of show.
A live dashboard shows pipeline value, booked revenue, margins,
and what needs attention, while daily reminders chase payments,
staff confirmations, and post-event surveys. It brings inquiry,
planning, procurement, and profitability into one connected
system.
MODULE FEATURES
Inquiry to Event
Turn a sales opportunity into a fully planned event in one click, carrying over the client, date, and event type.
Online Quote, Sign and Deposit
Send clients a quotation they can e-sign and pay a deposit on online, and the event books itself once it is signed and paid.
Date-Relative Checklists
Each booked event builds its own task checklist with deadlines counted back from the event date, such as 30 and 7 days before.
Vendor Sourcing and Bookings
Raise real purchase orders to vendors from the event, and if a vendor pulls out, log the cost and reopen the slot to re-source.
Live Budget and Margin
Track estimated, contracted, and actual cost side by side, drawn from purchase orders and bills, and see each event's margin.
Run-of-Show Timeline
Lay out a minute-by-minute day-of timeline, pre-filled from an event-type template, and print it for the whole team.
Staff Scheduling
Assign staff shifts with automatic double-booking prevention, and let staff accept or decline their shifts from an email link.
Guest List and RSVP
Manage the guest list with RSVP, seat counts, table numbers, meal choices, and VIP flags.
Installment Payment Plans
Generate installment plans from reusable schemes and invoice each one; amounts adjust automatically when the order changes.
Client Portal
Clients follow their event online: schedule, guests, payments, vendors, budget, quotes, and invoices in one place.
Event Documents and BEO
Print Banquet Event Orders, run-of-show, vendor contact sheets, and budget sheets, and send the BEO to everyone in one action.
Live Agency Dashboard
Watch pipeline value, booked revenue, margins, overdue payments, unconfirmed shifts, and overdue tasks on one screen.
Automatic Reminders
Payment reminders, staff confirmation chasing, post-event feedback surveys, and event closeout all run on a daily schedule.
Marketing Website
Publish service pages, a portfolio, and an inquiry form that feeds new leads straight into your pipeline.
Reschedule, Cancel, Duplicate
Reschedule, cancel, or duplicate an event, and the downstream dates, bookings, and finances are handled for you.
OWL Dashboard & Operational Analytics
Gain real-time operational visibility and financial
control over all agency events from a single
centralized dashboard.
Dashboard Features & Highlights:
- Real-Time KPIs: Instant tracking of active event counts, total pipeline revenue, average per-event gross profit.
- 12-Week Workload Strip: Visual timeline strip showing upcoming event densities and resource bottlenecks across the next quarter.
- Needs Attention Feed: Automated alert feed flagging overdue D-minus checklists, unconfirmed vendor bids, and uncollected deposit invoices.
Real-Time Operational & Financial Dashboard
The interactive OWL dashboard provides leadership and planners with an overview of event workload, key performance indicators, upcoming milestone deadlines, and active event revenue metrics.
Website Booking Flow & Portal
A smooth online client experience, from website inquiry through digital contract e-signing to the online booking deposit payment.
Website & Customer Portal Features:
- Public Agency Website: Landing page featuring services, portfolio gallery, and interactive inquiry builder.
- Online Portal E-Sign & Deposit: Clients log into the portal to review quotation proposals, e-sign contracts digitally, and pay initial booking deposits.
- Self-Service Event Tracking: Portal workspace allowing clients to view event execution timelines, checklist milestones, BEO documents, and payment schedules.
1. Public Agency Event Website Page
A fully integrated frontend website displaying event packages, venue portfolio galleries, and an online inquiry form that captures prospective client requirements directly into Odoo CRM.
2. Interactive Website Booking & Inquiry Builder
Website visitors select preferred event dates, guest counts, and venue specifications to submit booking inquiries directly into Odoo CRM.
3. Customer Portal Digital E-Signing & Online Deposit Payment
Clients log into their dedicated portal workspace to review event proposals, sign contracts digitally, and pay booking deposits online.
Backend Process Flow & Operations
End-to-end event execution workspace uniting sales
CRM pipeline, date-relative checklists, vendor
procurement, live budget tracking, BEO generation,
and payment schedules.
Process Capabilities & Workflows:
- 360-Degree Event Workspace: Convert CRM lead inquiries into full Event records with linked quotation proposals and stage pipelines.
- Date-Relative Checklists: Automated D-minus execution task templates (D-60, D-30, D-7) that automatically recalculate deadlines when events are rescheduled.
- Live Budget & Vendor RFQ/PO: Compare Estimated vs Contracted vs Actual expenses by category, request supplier quotes, and generate purchase orders.
- BEO & Run-of-Show Generation: Version-stamped Banquet Event Orders (BEO) and minute-by-minute day-of activity schedules with one-click PDF distribution.
1. CRM Inquiry & Convert to Event
View inquiry lead details and click "Convert to Event" to instantly provision a new Event record in the pipeline.
2. Event Form - Overview, Start/End Dates & Venue
Set event schedule dates, select the venue, track client details, and click "New Quotation" or "Mark as Booked".
3. New Quotation Proposal Wizard
Generate formal event quotations with package templates, online signature requirements, and deposit percentage rules.
4. Event Form - Vendors Tab & Smart Buttons
Assign vendors across service categories (AV, Catering, Lighting) and access smart buttons for quotes, checklists, POs, and invoices.
5. Reschedule Event Wizard
Reschedule event dates with automatic updating of checklist deadlines, run-of-show schedules, staff shifts, and vendor arrival times.
6. Event Checklist Kanban View
Kanban board tracking D-minus execution tasks (To Do, In Progress, Done) with automated date-based countdowns.
7. Event Form - Payments Tab
Track installment payment schedules (Deposit, Final Balance) with due dates, amounts, payment triggers, and paid status indicators.
8. Event Form - Budget Tab
Detailed budget lines tracking estimated vs contracted costs per category with real-time margin and gross profit calculations.
9. Event Form - Staffing Tab
Assign event coordinators and operational staff with automated shift requests, confirmation tracking, and double-booking protection.
10. Event Form - Guest List & Meals Tab
Manage guest rosters, seat assignments, RSVP status, dietary requirements, and meal choice selections.
11. CRM Inquiries Kanban Pipeline
Manage incoming event lead inquiries across sales stages with direct website inquiry lead integration.
12. Events Master Kanban
Central hub displaying all active and upcoming events grouped by stage with venue, date, guest count, and margin badges.
13. Event Calendar View
Monthly event schedule overview color-coded by Lead Planner and Event Coordinator.
14. Vendor Directory
Master directory storing preferred event vendor partners categorized by service line (Catering, Florals, AV, Entertainment).
15. Vendor Profile (e.g. Lumière Photography)
Detailed vendor partner form displaying service categories, ratings, contact details, and purchase order history.
16. Venue Profile (e.g. Birthday Party Hall)
Comprehensive venue specification form recording guest capacity thresholds, amenities, and contact information.
Staff Schedule & Guest Roster
Efficient crew planning, double-booking collision
prevention, and comprehensive guest headcount
tracking.
Staffing & Guest Capabilities:
- Conflict Detection: Prevent staff double-booking across concurrent events with built-in time collision checks.
- Role Allocation: Assign roles such as Lead Coordinator, Floor Manager, Hospitality Staff, and AV Specialist with hourly cost tracking.
- Guest Roster & Dietary Notes: Track guest RSVPs, meal choices, seating numbers, VIP tags, and allergy notes.
1. Staff Schedule & Crew Assignments
Assign event coordinators, hospitality teams, and technical crews to event shifts. Automated conflict detection highlights overlapping assignments across simultaneous events.
2. Guest Roster, Seating & Dietary Preferences
Manage guest attendee lists, table numbers, VIP badges, meal preferences, and critical food allergy notes so hospitality runs smoothly on the day.
Reports & Financial Analytics
In-depth financial reporting, gross margin analysis,
and operational PDF document generation.
Reporting Capabilities:
- Profitability Analysis: Pivot and graph reports evaluating gross margins per event type, client, or planner representative.
- PDF Reports & Exports: Generate Banquet Event Orders (BEO), Event Budgets, Run of Show timelines, and Vendor Summary sheets.
1. Event Analysis & Gross Margin Pivot Report
Analyze financial performance with multi-dimensional pivot tables and bar graphs comparing revenue, vendor expenses, and net profit margins across event categories.
2. Banquet Event Order (BEO) PDF Report
Print-ready Banquet Event Order (BEO) PDF outlining venue layout instructions, catering breakdown, beverage service specs, and staffing requirements.
3. Event Budget PDF Report
Detailed financial budget report breaking down estimated costs versus contracted supplier quotes and actual invoices by category.
4. Run of Show Timeline PDF Report
Minute-by-minute day-of timeline document used by event directors, stage managers, caterers, and AV operators to keep the event running to the minute.
5. Vendor Summary Sheet PDF Report
Consolidated vendor contact and procurement summary listing all hired suppliers, arrival times, delivery instructions, and purchase order balances.
Event Configuration & Master Data Setup
Tailor event types, stages, payment rules, tags,
vendor categories, and module settings to match your
agency operations.
Configuration & Setup Capabilities:
- Event Types & Stages: Define custom event categories (Weddings, Corporate, Private Parties) and kanban pipeline stages.
- Payment Schemes & Rules: Set up deposit percentages, installment milestone rules, and payment terms.
- Vendor & Budget Categories: Organize suppliers and cost centers with master budget categories.
1. Module Settings
2. Payment Schemes & Deposit Rules Configuration
Define reusable payment milestone structures (e.g., 25% Deposit, 50% Midterm, 25% Final) with automated customer invoice scheduling.
3. Event Types Configuration
Classify event categories (Weddings, Corporate Conventions, Private Galas, Product Launches) with default checklist templates.
4. Event Stages Configuration
Configure stage sequence numbers, fold rules, and progress completion percentages for Kanban event pipeline management.
5. Event Tags Master
Create color-coded tag labels (e.g., Destination, Premium VIP, High Budget, Outdoor) for quick filtering and record tagging.
6. Vendor Categories Configuration
Group vendor partners into functional categories (Catering, Audio & Visual, Floral Decor, Photography, Logistics) for streamlined RFQs.
7. Budget Categories Configuration
Establish master budget categories to track revenue allocation, estimated costs, contracted bids, and actual expenses accurately.
Version 18.0.1.0 | Released on : 20th July 2026
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Is this app compatible with Odoo Enterprise?
- Yes, our app is fully compatible with both Odoo Enterprise and Odoo Community editions.
-
How do date-relative checklists work?
- Checklist deadlines are automatically computed relative to the event date (e.g. D-30, D-7). If the event date is rescheduled, all incomplete checklist deadlines automatically adjust accordingly.
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Can clients e-sign quotes and pay deposits online?
- Yes, clients can log into the integrated customer portal, sign event quotations digitally, and pay booking deposits online via standard Odoo payment gateways.
Support
Why Us?
Devintelle Odoo Services
Connect Us
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
CRM (crm)
• Calendar (calendar) • Employees (hr) • Purchase (purchase) • Sales (sale_management) • Surveys (survey) • Website (website) • Contacts (contacts) • Discuss (mail) • Invoicing (account) • Project (project) |
| Lines of code | 6994 |
| Technical Name |
dev_event_planner_management |
| License | LGPL-3 |
| Website | https://www.devintellecs.com |
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