WT Enterprise Salon — Complete Guide

Enterprise-grade Odoo 19 extension for professional salon operations. This guide covers every setting, every feature, and every workflow — from fresh installation to daily operations.

How to Use — From Zero to Pro

This is the complete guided journey for a brand new user. Follow each phase in order. By the end you will go from “just installed” to running a fully automated, enterprise-grade salon operation.
Prerequisite: wt_salon_management (base module) must be installed first.

Quick Reference — Who Can Do What

1. Requirements & Installation

Prerequisites

Installation Steps

1. Copy the wt_salon_management folder into your Odoo addons path.
2. Copy the wt_enterprise_salon folder into your Odoo addons path (same directory).
3. Restart the Odoo server: docker-compose restart odoo (or your server command).
4. Go to Settings → Apps → Update Apps List.
5. Search for WT Salon Management and click Install.
6. Once installed, search for WT Enterprise Salon and click Install.
7. Navigate to Settings → Salon Enterprise to configure your features.

Docker Quick Install

# Stop the container
docker-compose stop odoo

# Upgrade (install) the enterprise module
docker-compose run --rm odoo odoo \
  -d YOUR_DB_NAME \
  -u wt_enterprise_salon \
  --stop-after-init \
  --no-http

# Restart live server
docker-compose start odoo

2. First-Time Setup (Step-by-Step)

Follow these steps in order after installation. Each step takes 1–5 minutes.

1. Open Salon Enterprise Settings
   Go to Settings → Salon Enterprise. You will see all feature toggles. By default most features are disabled — enable only what you need.
2. Enable Core Features
   Recommended to enable from the start:

   • Loyalty Program
   • Customer Reviews
   • Waitlist Management
   • Service Packages
3. Configure the Loyalty Program
   Go to Salon → Loyalty → Program Setup. Set points per currency unit (e.g. 10 pts per $1), and configure tier thresholds for Bronze / Silver / Gold / Platinum.
4. Create at Least One Service Package
   Go to Salon → Packages → Package Templates. Click New. Set a name (e.g. "10-Session Bundle"), choose a service, set session count and price.
5. Set Up Staff and Services
   Go to Salon → Configuration → Services and Salon → Staff. Assign services to each stylist and set their commission percentage.
6. Enable Email Automation (Optional)
   In Settings, turn on Email Reminders and set hours before appointment. Turn on Review Request Email to send review links after appointments complete.
7. Set Up WhatsApp (Optional)
   Enter your Meta Business API token and Phone ID in Settings → WhatsApp section. Enable WhatsApp OTP to require phone verification during signup and booking.
8. Set Up Stripe (Optional)
   Enter your Stripe publishable key and secret key in Settings. Enable Deposit Required and set the deposit percentage.
9. Test the Portal
   Open a private browser window and visit /web/signup to create a test customer account. Then visit /salon/book to test the booking flow end-to-end.
10. Verify Cron Jobs
    Go to Settings → Technical → Automation → Scheduled Actions. Search "Salon" — you should see 12 active cron jobs. If they are inactive, enable them.

3. All Features Overview

4. Settings Reference

All settings live at Settings → Salon Enterprise. They are stored as ir.config_parameter records. Changes take effect immediately — no restart required.

Email Automation

SMS Automation

WhatsApp

Commission Automation

Feature Flags

5. Loyalty Program

How It Works

• When an appointment is invoiced (state = invoiced), points are computed automatically.
• Formula: invoice_amount × points_per_currency
• Points accumulate across all appointments for a customer.
• Tier upgrades happen automatically when total points cross a threshold.

Tier Configuration

Go to Salon → Loyalty → Program Setup and set thresholds:

Customer View

Customers see their points and tier on the portal home page. On each invoiced appointment's detail page (/my/salon-appointments/<id>), a highlighted alert shows exactly how many loyalty points that specific visit earned.

Managing Points

Go to Salon → Loyalty → Customer Points to view, add, or deduct points manually.

6. Service Packages

Creating a Package Template

1. Go to Salon → Packages → Package Templates and click New.
2. Set a name (e.g. "10 Haircut Bundle"), select a service, enter session count and price.
3. Set an expiry period (e.g. 12 months from purchase date).
4. Save and the package is available for sale immediately.

Selling a Package

• From the Salon → Packages → Customer Packages menu, click New.
• Select the customer and the package template.
• Set the purchase date and confirm.

Using Package Sessions

When creating an appointment for a customer who has an active package for that service, the receptionist can apply the package — one session is deducted from the remaining count.

Customer Portal View

Customers see all their active packages, sessions used, sessions remaining, and expiry date under My Account → My Packages.

7. Memberships

Setup

1. Go to Salon → Memberships → Membership Plans and create plans (e.g. "Gold Monthly — $99/mo").
2. Set services included, session allowances per period, and discount percentages.
3. Go to Salon → Memberships → Customer Memberships to assign a plan to a customer.

Auto-Expire

The Check Expired Memberships cron runs daily. When a membership's end date passes, its state automatically changes to expired. The customer sees this in their portal.

Portal Display

Active membership card appears on the customer portal home page showing plan name and expiry date.

8. Gift Cards

Creating a Gift Card

1. Go to Salon → Gift Cards and click New.
2. Select the recipient customer, enter the initial balance and an optional message.
3. Set an expiry date (optional) and confirm.
4. A unique code is generated automatically.

Redeeming Gift Cards

At checkout (appointment invoicing), the receptionist enters the gift card code. The balance is deducted from the invoice total. Partial redemptions are supported — remaining balance stays on the card.

Portal Display

Customers see their total gift card balance on the portal home page.

9. Customer Reviews

Review Flow

1. Customer completes an appointment (state → done).
2. If Review Request Email is enabled, an email is sent automatically after N hours.
3. Customer clicks the link, rates 1–5 stars, and leaves an optional comment.
4. Review appears in Salon → Reviews with state pending.
5. Manager reviews it and clicks Publish or Reject.
6. Published reviews display on the customer portal and optionally on the booking page.

Managing Reviews

Go to Salon → Reviews. Use the Kanban view to easily drag reviews between states. Filter by service or stylist to analyse performance.

10. Waitlist

How It Works

• When a booking slot is full, customers can join the waitlist from the portal or the front desk.
• When an appointment is cancelled, the system finds waitlist entries for that slot.
• A notification (email or WhatsApp) is sent to the next customer in queue.
• The customer has a limited time window to confirm their slot (configurable).
• Expired waitlist entries are cleaned up daily by the cron job.

Managing the Waitlist

Go to Salon → Waitlist. You can see all active waiting entries with customer name, desired service, preferred date, and their position in queue. Click Notify to manually send notification to a specific customer.

11. WhatsApp Integration & OTP

Setup: Meta Business API

1. Go to business.facebook.com and create a Business account.
2. Add a WhatsApp Business app and get your Phone Number ID.
3. Generate a permanent System User Token with whatsapp_business_messaging permission.
4. Create message templates in the Meta Business Manager:
   • booking_confirmation — sent on new booking
   • appointment_reminder — sent N hours before appointment
   • phone_otp — sent for OTP verification (must have variable {{1}} for the OTP code)
5. Wait for template approval from Meta (usually 1–24 hours).

Configuration in Odoo

1. Go to Settings → Salon Enterprise → WhatsApp.
2. Enable WhatsApp Enabled.
3. Enter your API Token and Phone Number ID.
4. Set the template names (must match exactly what you created in Meta).
5. Enable WhatsApp OTP to require phone verification at signup and guest booking.

OTP Flow — How It Works

Duplicate Contact Prevention

When a guest books, a res.partner is created. If that guest later signs up using the same email, the system detects the existing partner and links the new user account to it — no duplicate contacts.

This works via two mechanisms:

• Token URL: The confirmation page offers a "Create My Account" link with a pre-generated signup_token that links directly to the guest's existing partner record.
• Email detection: At /web/signup, if the email matches an existing partner without a user account, the system injects the token automatically — even without the link.

OTP Record Model

OTPs are stored in salon.phone.otp. Each record has: phone, code, expiry (10 minutes), verified flag, and attempts counter (max 5). Expired records are cleaned up every hour by cron.

12. Stripe Deposits

Setup

1. Create a Stripe account at stripe.com.
2. Go to Developers → API Keys and copy your Publishable key and Secret key.
3. In Odoo, go to Settings → Salon Enterprise and paste both keys.
4. Enable Deposit Required and set Deposit Percent (default 20%).

Booking Flow with Deposit

• When a customer submits a booking, a Stripe checkout session is created for the deposit amount.
• Customer is redirected to Stripe's hosted payment page.
• On successful payment, customer is returned to the confirmation page.
• On failure or cancellation, they can retry or contact the salon.
• The deposit is recorded on the appointment and deducted at final invoice.

13. Recurring Appointments

Creating a Recurring Series

1. Create a new appointment as usual.
2. Check the Recurring checkbox.
3. Choose frequency: Weekly, Bi-Weekly, or Monthly.
4. Set the number of occurrences (max configured in settings, default 12).
5. Confirm — all appointments in the series are created at once.

Managing a Series

• Each appointment in the series is independent — you can cancel one without affecting others.
• Rescheduling: Cancel the specific occurrence and create a replacement.
• The series is linked by a recurring_series_id field for reporting.

14. Commission Automation

Commission Lifecycle

Manual Override

Managers can always confirm or pay commissions manually from Salon → Commissions without waiting for the cron schedule.

Audit Trail

Every state change is logged in the appointment's chatter with user, timestamp, and amount.

15. Customer Portal

Customers access their portal at /my after logging in. The salon portal home page shows cards for each enabled feature:

Appointment List — Filter Tabs

The appointments page at /my/salon-appointments shows four tabs with live counts:

• Sort by Newest, Reference, or Total amount.
• Colour-coded status badges on each row (green = confirmed, grey = done, red = cancelled).
• Paged — 10 appointments per page with full next/prev navigation.
• Click any row to open the appointment detail page.

Appointment Detail — Smart Action Buttons

Every appointment detail page shows a smart sidebar with context-aware buttons:

If Loyalty Program is enabled and the appointment earned points, a highlighted alert banner appears above the appointment details showing exactly how many points were earned for that visit.

Portal Routes

* public auth with access_token fallback — uses _document_check_access() for security.

16. Online Booking Flow

Logged-In Customer

1. Customer visits /salon/book.
2. Their name, email, and phone are pre-filled from their account.
3. They select service, stylist (optional), and preferred date/time.
4. If package sessions are available for the service, they can opt to use one.
5. If deposit is required, they are redirected to Stripe.
6. Confirmation page shows appointment details and booking reference.

Guest Booking

1. Guest visits /salon/book without logging in.
2. They fill in name, email, and phone.
3. If WhatsApp OTP is enabled, they must verify their phone before submitting.
4. A new res.partner is created or linked if email matches existing partner.
5. Confirmation page shows a "Create My Account" banner with a link that links the account to their existing booking history.

Cancellation Flow (Self-Service)

• Enable at: Settings → Self-Service Cancellation.
• Set Cutoff Hours — cancellations within this window are flagged as late.
• Customer goes to appointment detail page and clicks Cancel.
• If cancellation is within the cutoff window, it is marked as a late cancellation.
• System checks waitlist and notifies the next customer automatically.

17. Email & SMS Automation

Email Automations

SMS Automations

WhatsApp Automations

18. Scheduled Tasks (Crons)

All crons are visible at Settings → Technical → Automation → Scheduled Actions. Search "Salon".

19. Staff & Roles

Odoo User Groups

Assigning Roles

1. Go to Settings → Users & Companies → Users.
2. Open the user's record.
3. In the Salon section, choose the appropriate role.
4. Save. The user's menu and access rights update immediately.

Stylist Commissions

• Each service has a configurable commission percentage per stylist.
• When an appointment is invoiced, commission lines are created for the performing stylist.
• Stylists can view their own commissions from their portal or backend access.

20. Daily Operations

Morning Routine

1. Open Salon → Appointments → Today to see all appointments for the day.
2. Check for any waitlist notifications that need manual follow-up.
3. Review overnight bookings and confirm any pending ones.
4. Check the review queue (Salon → Reviews → Pending) and approve/reject.

During the Day

• When a customer arrives: Open their appointment, click Start.
• When service is complete: Click Done. This triggers loyalty points and review request.
• To invoice: Click Invoice. This triggers commission creation.
• If a cancellation occurs: Cancel the appointment — system automatically notifies waitlist.

End of Day

• Review Salon → Commissions → Draft — confirm any that need manual approval.
• Check Salon → Reports → Daily Summary for revenue and appointment stats.
• Review any failed email/SMS sends in Settings → Technical → Email → Emails.

21. Troubleshooting

22. Upgrade Commands

After Editing Python Files

# Restart container only — Python loads fresh on startup
docker-compose restart odoo

After Editing XML/CSV/Data Files

# Stop live server
docker-compose stop odoo

# Upgrade module (applies new XML, migrations, data)
docker-compose run --rm odoo odoo \
  -d YOUR_DB_NAME \
  -u wt_enterprise_salon \
  --stop-after-init \
  --no-http

# Start live server again
docker-compose start odoo

After Editing Both Python and XML

# Same as XML upgrade above — the upgrade step restarts Python too
docker-compose stop odoo
docker-compose run --rm odoo odoo \
  -d YOUR_DB_NAME \
  -u wt_enterprise_salon \
  --stop-after-init \
  --no-http
docker-compose start odoo

Upgrade Both Modules at Once

docker-compose run --rm odoo odoo \
  -d YOUR_DB_NAME \
  -u wt_salon_management,wt_enterprise_salon \
  --stop-after-init \
  --no-http

23. Support & Contact