How to Manage Visitors in the Frontdesk Module in Odoo 18 (Enterprise)

Managing visitors efficiently is important for any office and Odoo 18 Enterprise makes this process very simple with the Frontdesk module. It helps you track visitors, record their details, notify employees and maintain a secure check-in/check-out flow.

1. Introduction to Frontdesk Module

The Frontdesk module in Odoo 18 (Enterprise) allows companies to handle all visitor-related activities:
 
        * Visitor check-in

        * Purpose of visit

        * Whom they want to meet

        * Visitor badge printing

        * Visitor log tracking

        * Check-out management

This ensures smooth visitor handling and improves office security.

2. Accessing the Frontdesk Module

      * Go to Frontdesk moduleNavigate to
      *Frontdesk → Visitors

3. Creating a New Visitor Entry (Check-In)

      * When a visitor arrives at the office:
              * Click New Visitor
              * Fill in the details:

      * Visitor Name

      * Visitor Company (optional)

      * Station 

      * Host name
 
      * Phone Number / Email

      * Check-In

      * Company 

      * Drinks 

      * Click Save

      * Odoo automatically records the check-in and adds the visitor to the dashboard.

4. Visitor Badge Printing (Optional)

If enabled in settings:
       
      * After saving visitor details → click Print Badge

5. Configuration of Stations

     * All created stations appear in the module, showing their purpose. Each station is an office workstation and can be viewed from the dashboard. To add a new station, click New.

    * First, enter the front desk name. The responsible users are those who receive visitor notifications. Then add the company name. The form also includes the Kiosk URL, and additional settings can be configured under the Options tab.

      * Host Selection lets visitors choose the meeting host. Guests can enter additional details, 

       * Notification by Email/SMS alerts the host when they arrive.

       * Self Check-In provides a QR code for mobile check-in, and Offer Drinks allows guests to select refreshments during registration. 

       * Notification by Discuss opens a chat alert on the host’s screen. The desk theme can be set to light or dark.

       * Authenticate Guest allows you to request extra details

       * Email: Set the visitor’s email as Optional, Required, or None.

       * Phone: Set the visitor’s phone number as Optional, Required, or None.

       * Organization: Set the visitor’s organization as Optional, Required, or None.

* After completing the settings, click Open Kiosk in the top-left corner.

* The welcome screen will appear, where visitors can check in by clicking Check In or scanning the QR code.

6. Tracking Visitors

You can view all visitor logs in:
      * Frontdesk → Visitors

Filters available:
      * Checked-in visitors

        * Checked-out visitors

7. Checking Out a Visitor

        * Once the visitor leaves:

       * Open the visitor record

       * Click Check-Out

Odoo records:  
 
        * Check-out time

        * Total visit duration

  * This maintains a full history of visitor activity.

8. Visitor History & Reporting

        * Under Reports, you can analyze:

        * Total visitors per day/week/month

        * Peak visitor hours

        * Employee-wise visitors

        * Company-wise visitor status

9. Benefits of Using Frontdesk in Odoo 18

      * Professional visitor experience

      * Clear record of all visitors

      * Automatic employee notifications

      * Easy tracking of check-in & check-out

      * Enhanced office security

      * Detailed reports for management

Conclusion

Odoo 18 Enterprise’s Frontdesk module simplifies complete visitor management from check-in to check-out. Whether it's tracking daily visitors or generating reports, the module delivers a smooth and secure front-office experience.