Joint Calendar is an Odoo tool that combines different Odoo events in one or a few configurable super calendars. Odoo users often need to keep track of many details spread across numerous interfaces. Switching between those is not comfortable and error-prone for planning. This tool solves the problem. The app allows users to configure rules to join and share various document types in a single super calendar view, with easily accessible source objects.

The tool might merge any Odoo document type into the same view: opportunities, meetings, phone calls, activities, sales or purchase orders, shipments and deliveries, tasks and tickets, and time-offs, etc.

You can configure as many calendars as needed for various functional areas or user groups. Each joint calendar has its menu item.

Define on your own what constitutes a joint event title, start or stop dates, target attendees, etc. Have the same document appear twice on the same calendar, with different start dates.

Joint events and their source documents are interrelated. Update the former, and the latter will be changed immediately. A reverse operation will be applied according to the system schedule.

Calendar configuration lets you assign pop-ups and email alarms. Thus, you can be notified of any Odoo event or activity.

You can regulate joint calendar access rights on the form. Make it public or share it only with selected user groups. Shared calendars are especially suitable for team interactions. Users might switch between document types and participants in a single click.

Joint events are updated regularly by the cron job. It is fast, especially if you apply time frames. Refreshing is also available from the calendar interface.

The tool might merge any Odoo document type into the same view: opportunities, meetings, phone calls, activities, sales or purchase orders, shipments and deliveries, tasks and tickets, and time-offs, etc.

Configure as many calendars as you need: for various functional areas or different user groups. Each super calendar has its menu item. Based on the company's needs, you can combine all required documents into a single calendar or logically divide them into several calendars. For example, you can create a calendar 'Various calendars' for all documents, or you can make a 'Sales Calendar', which will include everything that relates to sales, and a 'Tasks and Time Offs' calendar, which will consist of only tasks, employees' time offs, and leaves.

To create a Calendar:

1. Open the Events app and click Configurations > Calendars in the systray

2. Click 'New'

3. Introduce the title

4. Add Rules (see Joint Calendar Rules)

5. Go to the tab 'Settings'

6. Add/Remove the tick 'Active menu', to add/remove the Calendar from the Event's systray

7. Optionally add the sequence, set the privacy, time limits, and alarms.

The 'Generate Events' button above the calendar form can trigger the scheduled job to add events to the calendar (see Joint Calendar Scheduled Jobs).

When you add rules to the calendar, you specify which models should be presented in it (see Joint Calendar Rules). This allows you to keep rules logically divided across several calendars and conveniently switch between them, preventing the calendar from becoming overloaded (see Joint Calendar Interface). Also, it is beneficial to configure rules in a batch, as the calendar's settings control privacy, time limits, and alarms.

While editing or creating a calendar, you can find all the configuration options in the 'Settings' tab.

The first feature is 'the Active menu'. If it is turned on, the entry for this shared calendar will be available under the menu ‘Events’ (see Joint Calendar Interface). Otherwise, the calendar will not be shown, and you will not be able to access it. This feature is useful when you no longer need a calendar but don't want to delete it yet, as it might still be useful later.

If the option is turned off for all calendars, the 'Events' menu will be hidden from the main menu.

The 'Sequence' field below 'Active menu' determines the order in which calendars are displayed in the systray. The Calendar that goes first has a lower sequence. So, the calendar with sequence 20 will be displayed before the calendar with sequence 50.

To change the sequence, type the number in the field 'Sequence'. The number can be either positive, negative, or zero.

You can set access rights for each calendar. The calendar may be public (visible to everyone) or private (visible only to specific user groups).

The field 'groups' appears as you choose the option 'private' in the field ' Privacy'. Users may observe only the events to which related objects they have access rights (see Joint Calendar Access Rights).

Shared calendars are especially suitable for team interactions. Users might switch between document types and participants in a single click.

It is also possible to set limitations to make events update faster and consume system resources efficiently. For that, tick the 'Time limits' box and set 'Days before' and 'Days after', so that only events within this time range are shown in the calendar. By default, events are shown 10 days before and 30 days after. For example, you have a Task 'Fix the sink' for the 30th of March. Today is the 15th of March, so the task will not appear in the calendar. However, in 5 days it will appear, as it is set to show events 10 days in advance. And the event will stay on the calendar till the 29th of April.

If you remove the tick from the 'Time Limits' box, then the events for all time will be shown (see Refreshing Joint Events & Scheduled Jobs).

Calendar configuration lets you assign default pop-ups and email alarms. Thus, you can be notified of any Odoo event or activity. You can choose the type of alarm and the warning time (see Joint Calendar Alarms).

It is also possible to set an alarm for a particular event (see Joint Calendar Interface).

To add a new document type for a shared interface, you should set up a shared calendar rule. Rules define which Odoo objects should trigger events, which fields of those objects should be used and displayed, and whether any filtering should be applied.

Define on your own what to consider a joint event title, start or stop dates, target attendees, etc. Have even the same document twice on the same calendar, just with a different start.

Here are some examples of applicable Joint Calendar rules:

Users may access Joint Calendar through the interface events menu. Each super calendar has its systray button. Thus, you can choose which one to show among the created calendars.

By default, the first calendar is opened. You can change the calendar's order by setting up its sequence in the settings tab while creating or editing a calendar. The calendar with the minor sequence goes first (see Creating Calendars).

When a user clicks a super calendar menu, they see joint events on a monthly timetable. In the top-left corner, you can switch between daily, weekly, monthly, and yearly views. In the right navigation bar, you see a small calendar that lets you quickly jump to the required date. To do that, click the day you want to see. Use arrows to see the previous/next month.

Here you can filter joint events by a joint rule, so by an actual Odoo model. For example, to show only tasks or sales orders. Each of them is marked by color.  Without color, manually created joint events (not linked to any Odoo object) would be available under the filter ‘Undefined’.

To create a joint event manually, click on any day, introduce the event name, and click 'New'. The undefined event will be available for the same calendar from which it was created.

Also, below the model filtering, you can search for actual joint event attendees, for instance, to see only your own documents or those of a particular person(s). Add a new attendee filter by clicking the field ‘+ Add Attendees' and choosing a person from the list. You can also start typing the person's name.

It is only up to you to decide which attendees to keep. You can delete the ones you don't need by clicking the cross next to the person.

Use the Odoo standard omnibox above the calendar to search by:

1. Subject (the title of the event)

2. Description (by event's extra notes)

3. Contact (the customer)

4. Company (the company of the event)

To search, start typing the word and then choose the search option.

You can access an event's primary information right from the Events app. Click on an event in the calendar to see its details.

Click the 'Edit' button to change the start or end date and time, the contact, and to configure an alarm for this object.

Joint events and their source documents are interrelated. Update the former, and the latter will be changed according to the system schedule.

Changes to the event card will be reflected in the source document immediately. However, the read-only and computed fields cannot be changed. So, if you try to change such fields, the changes will be reverted with the next scheduled job.

You can find out what type of field is used by clicking on the arrow by it as you create a rule.

For example, you created an event based on the task 'Customizable desk'. After a while, you decided to change the task's name to 'White desk', and the related event's name changed after the system update. If you change the event's name to 'Black desk', the next scheduled job will restore the title to 'White desk' because the used field is read-only.

At the same time, if you create an event based on the opportunity 'Quote for 12 tables' and decide to change its title to 12 tables, the title of the related opportunity will be changed as well, while it isn't read-only.

If you click on the parent object, you will be redirected to the source document.

You can also delete an event by clicking 'Delete'. However, this will not delete the source document.

Various users can see joint events differently depending on their access rights.

There is no need to configure any additional roles to see the events menu. If a person has access to one of the calendars, then the 'Events' menu will be visible to this user, and the corresponding calendar's title will be added to the events' systray.

If a user does not have access to a particular calendar, it will not be visible.

Keep in mind that if there are calendars but a user has no access to any of them, the events menu will be hidden for that user.

If there are no calendars, the events menu will not be shown in the module's menu for all users.

Access to the calendar doesn't guarantee that a person will see all the events that it includes. Users may observe only the events to which the related objects to which they have access rights. Thus, if a user has rights to the object AND the calendar, they can access the joint event linked to the object.

The related Odoo modules regulate object permissions. For example, Abigail Peterson sees the order 'S02204', but doesn't have access to Mitchel's order 'S02203', so she will not see it in the calendar either.

Sometimes there may be some undefined objects. An undefined object is an object that was created right from the calendar, has no parent object, and is not regulated by a rule. You can see all undefined events by ticking the line 'Undefined' in the section 'Rule' on the right side of the interface.

Everyone with access to the calendar can create and view its undefined events.

Let's see an example. We have a 'Sales Calendar', which can be accessed by sales administrators and salespeople. If Abigail Peterson, our salesperson, enters the 'Events' menu, she will see this calendar. By default, she sees only her events. In January, she created the event - 'Meeting 4'. If she clicks another attendee, e.g., Mitchell Admin,  on the right side of the interface, then she will see all Mitchel's events to which she has access. However, those events do not involve Abigail herself.

The system administrators have the right to create and edit joint calendars and rules.

When you create or edit a calendar, you can set its access rights in the Settings tab. The calendar may be public (visible to everyone) or private (visible only to specific user groups).

If you choose to make the calendar private, you can specify which groups can see it. Add the groups in the field 'groups', which appears when you choose the option 'private' in the field ' Privacy'. You can add as many groups as necessary.

It might be handy if you want to create a calendar for a particular department or team so that they can control the related events.

For example, create a 'Sales Calendar' for the sales department. Then specify the group 'Sales / User: Own Documents Only'. This way, all users who have the proper and extended sale rights, e.g., Sale Administrators, will be able to see the 'Sales Calendar'.

Set the alarms to be warned before an event starts. You can either set an alarm for the automatically created events or set an alarm manually for a particular event. It is possible to add more than one alarm.

The alarm for automatically created events can be set in the tab 'Settings' when you create or edit a Calendar. The person or people who will be warned are defined by the Attendees field of a rule (see Rules Fields).

When you edit the alarms of existing calendars, the changes aren't applied to already existing events, only to newly generated ones. This was made to allow manual changes to the alarms for separate events. Otherwise, even after changing the alarms for an event, the settings would revert to their defaults with the next scheduled job.

The alarm for a particular event can be set right in the 'Events' menu. Just click on the event and choose 'Edit'. You can add or delete an alarm (see Joint Calendar Interface).

The calendar's alarm settings do not affect alarms for undefined events; these should be added manually if necessary.

Users can be notified through the standard Odoo pop-up notification or by email. You can choose the type of reminder while creating or editing it.

The alarms can be created through the separate menu or directly in the 'Alarms' field, in the form of a calendar or an event.

To create an alarm through the special menu:

1. Open the Events app

2. In the systray, go to Configuration > Reminders

3. Click 'New'

4. Choose the alarm type

5. Choose the time before the event, when the reminder should be sent by typing the number of periods and choosing the type of period (minutes, hours, or days) in the field 'Remind before'.

To create an alarm right from the form of a calendar or an event:

1. Type its title in the field 'Alarms' and click 'Create and Edit'.

2. Choose the alarm type

3. Choose the time before the event, when the reminder should be sent by typing the number of periods and choosing the type of period (minutes, hours, or days) in the field 'Remind before'

4. Click 'Save&Close'.

If a notification to remind them of an event is set, users (attendees) will see a pop-up window at the event's alarm time. The pop-up window has three buttons.

To turn off the alarm, click 'OK'.

To view the event details, click 'Details'.

If you want to receive another alarm about the event later, click 'Snooze'. The alarm will repeat later.

If an email alarm for an event is set, users (attendees) will receive an email at the event's reminder time. The email includes the event name and time.

You can also click on the 'View Joint Event' button to be redirected to the event.

The module automatically collects various documents into a single super interface according to flexibly configured rules. The calendar is updated regularly according to the system schedule.

It is possible to set any update frequency. However, it isn't recommended to do it more often than once every 5 minutes. If you have a large number of objects, it is better to update them even less frequently so Odoo has enough time to process the events list. If necessary, set calendar limits and filters in the rules to create only the events that match the corresponding condition.

To change the frequency of the merged calendar refreshing and the email reminders' checks: 

1. Turn on the debug mode

2. Go to technical settings > Automation > Scheduled jobs

3. Find the job 'Refresh Joint Events' to change the frequency of the super calendars' update

4. Find the job 'Notify About Joint Event' to change the frequency of email alarms

You can also launch the events update manually:

1. From the user's calendar interface (by clicking 'Refresh')

2. From the calendar's settings (by clicking 'Generate Events')

After the update, don't forget to hard reload the browser page (CTRL+SHIFT+R).

All matching-the-rules events are checked regularly. If you have many documents found by joint rules in your database, refreshing might take longer or not be fast enough to avoid Odoo server timeouts. That’s why filtering documents for a calendar and introducing time limits is preferable.

Time limits define which documents are considered based on a document start field.

While creating or editing a calendar, you can specify time limits in the Settings tab. Tick the box 'Time Limits' and choose the days before and after the event.

For example, you have a Task 'Fix the sink' with a deadline set for the 30th of March. Today is the 12th of March, so the task will not appear in the calendar. However, in 8 days it will appear, as it is set to show events 10 days in advance. The event will stay on the calendar until the 29th of April.

If you remove the tick from the 'Time Limits' box, then the events for all time will be shown. However, we highly recommend using this function, as specifying time limits will help events update more quickly and use system resources more efficiently.

Joint Calendar: Gantt is an optional add-on that introduces the Gantt view for events. The add-on requires Odoo's Enterprise license. This way, you can have a single super Gantt view for various Odoo documents: tasks, time-offs, manufacturing orders, quotations, etc.

The add-on helps you manage events conveniently: reassign responsible users, drag and drop them to change periods, etc.

The Gantt view is enabled per calendar, so you decide which calendars switch to it. To add the Gantt view to a calendar, check the box 'Gantt view' in the shared calendar settings. After you save the changes, the app will automatically extend a target super calendar action.

As you open the events menu and choose the calendar, you will find the buttons to switch between the event views in the top right corner above the calendar. Click on the second button () to switch to the Gantt view.

In the Gantt view, by default, you see attendees on the vertical scale and dates/days/time on the horizontal scale. You can select various searching and filtering criteria to limit the number of shown events. For example, show only events related to the contact Deco Addict.

Apply various grouping options to create or change different hierarchies of groupings by clicking each option in turn. To reset the grouping, click the cross next to it in the search bar. For example, click the attendee option, then the rule option, and then the contact.

You can instantly access information about any event by clicking on it. Then click 'Edit' to view the event. There, you can see the event details, change its start and end dates, add/remove alarms, and so on.

To add a new event, click a cell. The pop-up creation wizard will appear, and you can add the event details.

Change the event's day/time by dragging and dropping it.

To delete an event, open it by clicking on it, press 'Remove', and confirm your choice.