Front Desk Management in the Odoo 17 ERP
- 1. Front Desk in Odoo 17 Enterprise
- 2. Introduction Enterprise Front desk officers are responsible for taking care of guests and customers. Their work mainly involves interacting with customers and business partners, either in person or through phone calls. They also assist in organizing work documents and firm logistics. A front desk will have a receptionist. A Receptionist is a professional who manages the front desk of an organization. They are usually the first point of contact for customers. Receptionists also perform various administrative tasks
- 3. Enterprise Step: 1 Let’s open the Frontdesk module, this is the view when we open the app.
- 4. Enterprise Step: 2 To manage the frontdesk first we need to create the stations, we can create directly through the stations, or we can create from the station under the configuration tab.
- 5. Enterprise Step: 3 Create a station with necessary fields.
- 6. Enterprise Step: 4 Let’s explain about the fields in the station. ● Host Selection: If the visitor is attending a meeting, this option allows the visitor to select the meeting host from a presented list, and notify that individual. When enabled, additional fields appear, as detailed below. ● Authenticate Guest: If additional information is required when a guest checks in, enable this option, and select which of the following are required: ○ Email: select whether the guest’s email address is Required, Optional, or if the information is not requested at all (None). ○ Phone: select whether the guest’s phone number is Required, Optional, or if the information is not requested at all (None). ○ Organization: select whether the guest’s organization is Required, Optional, or if the information is not requested at all (None). ● Theme: Select the color mode of the kiosk. Choose either Light or Dark. The Light selection displays a pale gray background on the kiosk, whereas the Dark selection displays a dark gray and black background. ● Self Check-In: Enable this option to present a check-in QR code on the kiosk. The QR code allows guests to check in using their mobile device, instead of using the kiosk. This option is recommended for a busy kiosk with multiple guests checking in at any time. ● Offer Drinks: Enable this option to offer guests a drink upon check in. If this option is enabled, it is necessary to configure the drinks being offered, via the Configure Drinks link that appears when the option is enabled. Once all drink options are configured, select each drink to be offered using the drop-down menu.
- 7. Enterprise ● Notify by email: Enable this option to have an email sent to the person the guest is visiting upon check in. When enabled, an Email Template field appears beneath, with the default Frontdesk Email Template selected. To change the default email template, click the drop-down menu in the Email Template field, then select another email template. To modify the currently selected template, click the Internal link (arrow) icon at the end of the line, and make any edits to the template. ● Notify by SMS: Enable this option to have an SMS (text) message sent to the person the guest is visiting upon check in. When enabled, an SMS Template field appears beneath, with the default Frontdesk SMS Template selected. To change the default SMS template, click the drop-down menu in the SMS Template field, and select another SMS template. To modify the currently selected template, click the Internal link (arrow) icon at the end of the line, and make any desired edits to the content of the template. The SMS message may have a maximum of 242 characters, which fits in 4 SMS (UNICODE) messages. ● Notify by Discuss: This option is enabled by default when the Host Selection option is enabled. This option opens a Discuss application message window with the person the guest is visiting upon check in. When enabled, a default message appears for the person the guest is visiting. The Discuss application must be installed in order for this option to work. ● Side Message tab: Enter any desired text to appear on the station kiosk after a guest has checked in, such as a welcome greeting or any necessary instructions. The text appears on the confirmation page, on the right side of the screen after a guest has completed the check-in process.
- 8. Enterprise Step 5: Create Drinks After a station is created, the next step is to configure the drinks to offer visitors, if desired. This step is not necessary or required for the Frontdesk application to work, and only needs to be configured if drinks are offered to guests. To add a drink option, navigate to Frontdesk app ‣ Configuration ‣ Drinks, and click New. Doing so reveals a blank drink form to configure. Enter the following information on the drink form: ● Drink Name: type the name of the drink option in this field. This field is required. ● People to Notify: use the drop-down menu in this field to select who is notified when the drink is selected. Multiple people can be entered in this field. This field is required. ● Sequence: enter a numerical value in this field to indicate where in the list of drink options this specific option appears. The lower the number, the higher on the list the drink appears. For example, entering the number one would place that drink at the top of the list, and appear first in the sequence.
- 9. Enterprise The drinks from view
- 10. Enterprise Step 6 : Visitors
- 11. Enterprise The details in the visitors as follows, ● Name: the guest’s name. ● Visitor Company: the company the guest represents. ● Phone: the guest’s phone number. ● Drinks: the drink the guest requested. ● Host: who the guest is waiting to see. ● CheckIn: the date and time the guest checked in. ● Checkout: the date and time the guest checked out. As mentioned, in the default view, only guests with a Checked-In or Planned status are visible. Guests with check-out times are only visible if the Today filter is not active. ● Duration: the amount of time the guest has been checked in for. ● Station: the location of where the guest checked in. ● Status: the status of the guest. The options are Checked-In, Planned, Checked-Out, or Canceled. In the default view, only guests with a Checked-In or Planned status are visible. ● Email: the guest’s email address.
- 12. Enterprise Step 7 : Reporting, The Frontdesk application has two reports available: Visitors and Drinks. To access either of these reports, navigate to Frontdesk app ‣ Reporting to reveal a drop-down menu containing the options: Visitors and Drinks. The Visitors report displays the number of visitors by month, for the current year. The Drinks report shows how many total requests were made for each drink. As with all reports in Odoo, the filters and groups can be modified to show other metrics, as well.
- 13. Enterprise
- 14. Enterprise Step 8 : Let’s check the workflow Set up each kiosk for use after configuring the various stations. It is recommended to use a dedicated device for each frontdesk kiosk, such as a tablet. Navigate to the kiosk in one of two ways: ● Navigate to the main Frontdesk application dashboard, and click the Open Desk button on the desired station card. The kiosk loads in a new browser tab. ● Navigate to Frontdesk app ‣ Configuration ‣ Stations, and click on the desired station. Then, click the Copy button at the end of the Kiosk URL line, and paste the URL into a new browser tab or window.
- 15. Enterprise Visitor flow When a visitor arrives at a facility, they approach a frontdesk kiosk, and enter their information. The information requested is what was configured for that specific frontdesk station. If any information is required, the field displays a red asterisk (*). The visitor must enter the required information in order to check in. Once all the information is entered, the visitor taps the Check In button. If drinks were configured for the station, after tapping Check In, a registration confirmation screen loads, along with the question: Do you want something to drink? The visitor can tap either Yes, please, or No, thank you. If they select Yes, please, a drink selection screen appears, and the pre-configured options are listed. The visitor then taps the desired selection, or, if they do not want anything, they can tap the Nothing, thanks button at the bottom of the screen. If a drink selection was made, a Thank you for registering! Your drink is on the way. message appears. At any point in the check-in process, if ten seconds pass with no selection, the kiosk returns to the main welcome screen.
- 16. Enterprise Once the visitor has checked in, the person they are visiting, and any other users who were configured to be notified when checks ins occur at the kiosk, are notified. The notification is either by email, SMS message, a Discuss chat, or any combination of those three options. If the visitor requested a drink, the user(s) configured as the People to Notify on the drink form, are notified via the Discuss application. The message that appears is: (Visitor Name) just checked-in. They requested (Drink Name).Once the drink has been delivered to the guest, the person who delivered the drink is responsible for marking the drink as delivered. To mark a drink as delivered, navigate to Frontdesk app ‣ Stations ‣ (#) Drinks to serve on the desired station card. This opens a list of all the visitors checked in at that station, and are waiting for a drink. Click the Drink Served button at the end of the line for the visitor who was served. Once they are marked as having their drink served, the visitor disappears from the list. Once the visitor has completed their business, and has left the premises, it is important to check them out for accurate record keeping. To check visitors out properly, navigate to Frontdesk app ‣ Stations ‣ (#) On Site. Doing so opens a list of all the visitors who are currently checked-in at that station. Click the Check Out button near the end of the line for the visitor who left. Once they are marked as checked-out, the visitor disappears from the list.
- 17. Enterprise Now take a look at the view: Visitor Check In Page
- 22. Enterprise
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