Overview of the Odoo 18 Members Module
Introduction
The Members Module in Odoo 18 is a powerful application designed to help organizations, especially associations, clubs, NGOs, and other membership-based businesses manage their members efficiently. It handles everything from registration and membership plans to renewals and reporting, all integrated seamlessly with other Odoo apps like CRM, Accounting, and Email Marketing.
Overview
Odoo 18’s Members module is designed to support a wide range of organizations whether clubs, associations, NGOs, or other membership-based entities in efficiently managing their member databases. It allows administrators to easily register new members and assign membership types such as lifetime, paid, or free. The system also tracks each member’s status over time, helping organizations maintain transparency and build trust within the community.
Because memberships can be treated like products priced, sold, and invoiced, the module integrates seamlessly with Odoo apps like Sales, Accounting, and Invoicing. This enables automatic billing and payment tracking for new and renewed memberships. Each member is also provided with a personal portal where they can review their profile, payment history, and renewals. Member records are fully linked to contact data, ensuring that all relevant details are stored in one place.
In addition to administrative tools, the module offers advanced reporting and filtering features, making it easy to identify and reach out to members based on their status, whether current, expired, or pending. This functionality helps streamline communication and encourages timely renewals.
In short, the Members module simplifies membership administration, automates billing, and enhances member engagement through improved visibility and communication.
How to Create a New Member in Odoo 18
The Members module in Odoo 18 allows you to easily manage and create new member profiles. To view or add member records, navigate to the Members dashboard where all existing members are listed. To create a new one, simply click on the "New" button.
Fill in the Member Details
After clicking "New," a form appears where you can enter the following essential information:
Individual/Company: Indicate whether
the member is an individual person or a company.
Name: Enter the full name of the individual or the organization.
Contact Information: Provide details such as the address, phone or mobile number, email, and website.
Identification Number: Record any government-issued or internal ID number.
VAT Number: If applicable, enter the VAT number especially important for business memberships.
Job Position: Specify the member’s professional title or role.
Title: Choose from available honorifics like Mr., Mrs., Dr., etc.
Preferred Language: Set the language used for all communications.
Tags: Add relevant tags to help segment and categorize members for better filtering and reporting.
Adding Related Contacts and Addresses
Under the Contacts & Addresses tab, click the "Add" button to associate additional contacts or addresses with the member.
A popup window will appear where you can:
Select the contact type: Contact, Invoice Address, Delivery Address, Follow-up Address, or Other Address.
Enter the relevant details for the new contact.
Add Internal Notes, which are visible only to internal users and can contain confidential information.
Sales & Purchase Tab
This tab is particularly useful when the member is also a customer or vendor. If your system integrates Sales or Purchases, this section helps manage financial transactions and business relationships.
Sales Section:
Assign a Salesperson to the member.
Set preferred payment terms, delivery method, and fiscal position (for tax rule adjustments based on region).
Choose a price list for customized pricing.
Add a barcode for easier identification or POS integration.
Purchase Section:
Configure how purchases from the member are handled.
Choose the default purchase currency.
Define payment terms for vendor transactions.
Accounting Tab
This tab serves as a control center for managing all financial aspects of the member’s account.
Add bank account details to facilitate payments, refunds, or reconciliations.
Automatically generate customer invoices from confirmed sales orders or membership purchases.
Add manual entries such as adjustments or accruals through the Miscellaneous section.
Set up invoice follow-ups to send payment reminders or schedule calls.
View all accounting entries, including debits and credits.
Define credit limits to manage the maximum allowable balance a member can owe.
Partner Assignment
The Partner Assignment section allows you to assign internal employees or teams to manage relationships with specific members. This makes it easier to track responsibility and improve communication across your organization.
Managing Memberships in Odoo 18
The Membership tab within a contact form allows administrators to manage all aspects of a person's membership. You can designate someone as a Free Member or an Associate Member, and monitor their Current Membership Status, which will initially appear as Non-Member if no membership is active.
By clicking the Buy Membership button, you can assign a premium membership product to the person. A table below displays the individual’s membership history, including:
Join Date
Membership Type
Invoicing Information
Status
This layout provides a clear and centralized interface to manage memberships, including subscriptions, renewals, and member classifications.
Configuration: Setting Up Membership Products
To create and configure membership products in Odoo 18:
Navigate to Configuration > Membership Products
Click the "New" button
You’ll then be prompted to fill in the following details:
- Product Name: Define the membership title (e.g., Annual Membership, Monthly Subscription)
- Internal Reference: Optionally add an internal product code for easy tracking
- Product Category: Organize membership products under specific categories
- Company: Assign the product to a particular company (useful in multi-company environments)
- Active: Toggle on to make the product available for use
- Visible on Website: Decide whether this membership should be displayed in your online store
- Sales Description: Provide internal or customer-facing notes about the membership
- Membership Duration: Set the valid period (e.g., 1 month, 1 year)
- Membership Fee: Specify the price
- Income Account: Choose the account where membership revenue will be recorded
- Taxes: Define the applicable tax rates
Odoo 18’s membership functionality is designed to work seamlessly across various modules. When a membership product is sold through the Sales module, the member’s status is automatically updated, and a customer invoice is generated. The Accounting module then records the revenue in the designated income account and applies the appropriate taxes. Memberships can be activated or renewed directly within the Members module based on the product’s defined duration. If the Website module is enabled, members can also purchase memberships online, supporting full eCommerce capabilities. This integrated approach ensures smooth financial management, invoicing, and accurate membership tracking throughout the system.
Reporting in the Odoo 18 Members Module
The Reporting feature in Odoo 18's Members module provides comprehensive insights into membership performance and engagement. It allows organizations to:
Track membership sales over time
Analyze revenue generated from membership fees
Review member distribution across categories like active, expired, or free
These reports help identify trends, evaluate member engagement levels, and support data-driven decision-making. You can filter the data by date range, membership type, or membership status for a more focused analysis.
Accessing Membership Reports
To view detailed analytics, go to:
Members App > Reporting
You can choose from various visualizations:
- Bar Chart, Line Chart, or Pie Chart for visual summaries
Pivot View for in-depth, customizable tabular data
Filter & Grouping Options
Use the Filters section to narrow down results by:
Forecast
Revenue Done
Start Date
Custom filters
Use the Group By feature to segment data by:
Salesperson
Associated Partner
Membership Product
Current Membership Status
Company
Month
Or create a custom group
These flexible options allow organizations to generate tailored reports that suit their specific analysis needs, making membership management both data-driven and efficient.
Conclusion
The Odoo 18 Members Module offers a complete and integrated solution for managing memberships with ease and efficiency. From registering new members and configuring membership products to automating invoicing and analyzing performance, it brings every aspect of membership management under one roof. The seamless integration with modules like Sales, Accounting, Website, and Reporting ensures that organizations can handle member relationships, finances, and renewals in a streamlined, automated way.
By adopting Odoo 18’s Members Module, organizations take a significant step toward modernizing their membership processes and fostering stronger, more engaged communities.
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