Odoo 18 Project Management

Odoo Project Management helps businesses plan, organize and track their projects in one place. Able to create projects, break them into tasks, assign them to team members and set deadlines. The system shows progress clearly through Kanban View, Gantt charts and reports, making it easy to know what’s going on. It also links with timesheets, sales and invoicing so that work, costs and customer billing stay connected easily. In short terms, it helps teams work together and finish projects on time and also keep everything transparent.

Odoo Task Management

Odoo Task Management helps you handle day to day work by organizing everything into clear tasks. Each task can have a description, deadline, priority and responsible person. You can track progress on Kanban boards, checklists, timelines and even attach documents or notes. Tasks can be linked to projects, sales orders or support tickets so nothing is missed. This makes teamwork easier, keeps everyone on the same page, and ensures tasks are completed on time and also supports task creation via incoming emails

Project Management – Business Rules / Key Features

• Projects can be created for internal or external customer related works
• Each project must have a name, responsible manager and linked company
• Projects can be broken down into stages such as New, In Progress, Done..etc
• Supports both internal projects and billable customer projects
• Time tracking can be enabled to record employee working hours against the tasks
• Projects can be linked to Sales Orders for billing purposes
• Sub-projects or parent-child project structure is supported
• Access rights ensure only assigned users can see or manage a project
• Documents, notes and discussions can be stored inside the project
• Smart buttons link with Sales, Invoicing and Timesheets to easy view
• Reporting tools show project progress, deadlines and profitability
• Multi-company support for global operations
• Able to maintain tags against the project for reporting and filtration purposes
• Deadline Mapping against the Project using start and end dates
• Able to maintain the brief description about the project
• Automatic activity reminders and notifications ensure timely follow-ups
• Analytic mapping against the Project for Reporting and tracking purpose
• Project Access to Internal Users, Shared Users and Private is allowed, for Security
• Provision to Print Complete timesheet of a project or multiple projects 

Task Management – Business Rules / Key Features

• Each task being created against the project and must have a title
• Each task is mapped with responsible user (Called as Assignee)
• Tasks can be viewed in Kanban, List, Calendar, Gantt or Pivot views
• Deadlines, priorities and assigned team members can be defined
• Tasks support sub-tasks and checklists for detailed work tracking
• Documents, images and notes can be attached to tasks
• Internal and External Communication is logged inside of each task
• Time can be tracked per task for billing or productivity analysis
• Recurring tasks can be created for repeated activities
• Task stages can be customized per project such as To Do, Testing, Done..etc
• Tasks can be linked with sales orders, helpdesk tickets and purchase orders
• Automatic activity reminders and notifications ensure timely follow-ups
• Able to maintain tags against the Task for reporting and filtration purpose
• Deadline Mapping against the task using start and end dates

Project Management Process Flow

Project Management Process Flow

Project Master Management

• Project Stages
• Task Stages
• Tags
• Project Templates
• Task Templates
• Project Roles 
• Activity Plans 
• Activity Types

Project Process Management

• Projects
• My Tasks
• All Tasks

Project Report Management

• Tasks Reporting

Project Master Management

Project Stages

Overview

In Odoo, project stages are like different steps in a journey that show where your project work currently stands. For example, a project can move from New -> In Progress -> Review -> Done. These stages make it easy for the team to see the project’s progress at a glance and know what needs to be done next. Each stage acts like a milestone, helping you track work smoothly and finish projects in an organised way without missing important steps.

Key Features

• Define clear stage name for the project (Ex., New, In Progress, Done)
• Fully customizable stages as per business process
• Easy drag and drop movement between stages in Kanban view
• Color indicators or fold/unfold options for better tracking
• Use stages to filter and group projects easily
• Helps in progress reporting and milestone tracking
• Stage wise Email Notification with configurable templates
• Stage wise SMS Notification with configurable templates
• Ensures transparency for all team members on project status

Task Stages

Overview

In Odoo, every task goes through different stages, just like how we handle work in real life. When a new task is created, it first comes in as “To Do”. Once someone starts working on it, it moves to “In Progress”. Sometimes the task may get stuck because we are waiting for someone’s approval or another dependency, so it can be kept in “On Hold” or “Waiting” stage. After the work is done, it goes to a “Review” or “Testing” stage where the manager or team checks if everything is correct. Finally, when the task is fully completed, it is marked as “Done”.

If for some reason the task is not needed anymore, it can be cancelled. These stages are flexible, which means each company can decide and create their own flow. Odoo makes it easy to move tasks from one stage to another with simple drag and drop. This way, everyone in the team can see clearly what work is pending, what is going on, and what is finished.

Process flow

Business Rule

• Easy drag-and-drop movement of tasks between stages
• Customizable stages to fit any business process
• Clear visibility of what is pending, ongoing and Completed
• Automatic notifications when tasks change stages
• Kanban view for a simple and visual workflow, fold and unfold provision available
• Reports and dashboards for managers to see task progress stage-wise
• A Stage can be mapped with single Project or Multiple Projects
• Stage wise Email Notification with configurable templates
• Stage wise SMS Notification with configurable templates
• Stage wise Rating Email with configurable templates

Screenshot

Task Stages

Tags

Overview

In Odoo, tags work like small labels you stick on a file to quickly identify and group it. For projects, tags make it easy to organize and filter tasks without getting confused. For example, you can add tags like Urgent, Client A, Internal Work, or High Priority. This way, even if you have hundreds of tasks or multiple projects, you can quickly search, filter and track them using tags. Tags are fully flexible, users can create their own tags as per business needs

Process flow

Business Rule

• Name of the Tag and Color to Identify it
• Helps in quick search, grouping and filtering of Project and Tasks
• Multiple tags can be applied to a single task or project
• Color coded tags for better visibility purpose
• Fully customizable add tags as per business needs
• Tags can be used in reports for better analysis
• Helps team members identify task category easily
• Can be used for client wise, priority wise or department wise grouping
• Improves overall project organization and clarity

Screenshot

Project Tags

Project Templates

Overview

A Project Template serves as a blueprint for entire projects. It typically includes defined tasks, sub-tasks, stages, milestones, deadlines, and even assigned users or dependencies.

Using a Project Template, you can quickly create a new project that inherits this entire structure saving time and ensuring consistency.

Process flow 

Business Rule

• Create Project template to enter the name otherwise not save the record
• After that, the project template is used to create the new project. 

Screenshot

Project Template

Task Template

Overview

A Task Template is more granular—it defines a single task, including details like name, description, deadlines, assigned users, and other configurations.

You use a Task Template to quickly generate tasks that share common structure or settings.

Process flow

Business Rule

• Create Task template to enter the task name and select project otherwise not save the record

Screenshot

Task Templates

Project Role

Overview

Project roles in Odoo are mainly managed through user groups and access rights, with additional flexibility via task assignments and follower management. If needed, you can create more granular or custom roles through configuration or customization.

Process flow

Business Rule

• We can create a project role with an automatically generated unique color in the system. 
  

Screenshot

Project Roles

Active Type 

Overview

“Active Type” refers to the classification or category assigned to a project or task, indicating its nature or purpose. This can help in filtering, organizing, and reporting on different kinds of projects within the system. Examples of active types might include internal projects, client projects, development tasks, or support tickets. Assigning an active type ensures better project tracking and       

Process flow

Business Rule 

• Activity Type defines the kind or category of an activity that needs to be performed on a record. It helps organize and standardize follow-ups and tasks by specifying what kind of action is required.

Screenshot 

Activity Type 

Activity Plan

Overview

“Active Plan” represents the currently scheduled work or planning associated with a project. It typically includes planned tasks, timelines, assigned team members, and workload distribution. The active plan is essential for managing project timelines, forecasting deadlines, and ensuring that resources are effectively utilized. It reflects what is currently being worked on or is scheduled for immediate execution.

Process flow

Business Rule 

• The Activity Plan in Odoo defines a pre-scheduled sequence of activities

Screenshot

Activity Plan

Project Process Management

Projects 

Overview

Odoo Project Management helps businesses plan, organize and track their projects in one place. Able to create projects, break them into tasks, assign them to team members and set deadlines. The system shows progress clearly through Kanban View, Gantt charts and reports, making it easy to know what’s going on. It also links with timesheets, sales and invoicing so that work, costs and customer billing stay connected easily. In short terms, it helps teams work together and finish projects on time and also keep everything transparent.

Process flow

Business Rule

• Projects can be created for internal or external customer related works
• Each project must have a name, responsible manager and linked company
• Projects can be broken down into stages such as New, In Progress, Done..etc
• Supports both internal projects and billable customer projects
• Time tracking can be enabled to record employee working hours against the tasks
• Projects can be linked to Sales Orders for billing purposes
• Sub-projects or parent-child project structure is supported
• Access rights ensure only assigned users can see or manage a project
• Documents, notes and discussions can be stored inside the project
• Smart buttons link with Sales, Invoicing and Timesheets to easy view
• Reporting tools show project progress, deadlines and profitability
• Multi-company support for global operations
• Able to maintain tags against the project for reporting and filtration purpose
• Deadline Mapping against the Project using start and end dates
• Able to maintain the brief description about the project
• Automatic activity reminders and notifications ensure timely follow-ups
• Analytic mapping against the Project for Reporting and tracking purpose
• Project Access to Internal Users, Shared Users and Private is allowed, for Security
• Provision to Print Complete timesheet of a project or multiple projects 

Screenshot

Projects

My Task

Overview

Odoo Task Management helps you handle day to day work by organizing everything into clear tasks. Each task can have a description, deadline, priority and responsible person. You can track progress on Kanban boards, checklists, timelines and even attach documents or notes. Tasks can be linked to projects, sales orders or support tickets so nothing is missed. This makes teamwork easier, keeps everyone on the same page, and ensures tasks are completed on time and also supports task creation via incoming emails

Process flow

Business Rules

• Each task being created against the project and must have a title
• Each task is mapped with responsible user (Called as Assignee)
• Tasks can be viewed in Kanban, List, Calendar, Gantt or Pivot views
• Deadlines, priorities and assigned team members can be defined
• Tasks support sub-tasks and checklists for detailed work tracking
• Documents, images and notes can be attached to tasks
• Internal and External Communication is logged inside of each task
• Time can be tracked per task for billing or productivity analysis
• Recurring tasks can be created for repeated activities
• Task stages can be customized per project such as To Do, Testing, Done..etc
• Tasks can be linked with sales orders, helpdesk tickets and purchase orders
• Automatic activity reminders and notifications ensure timely follow-ups
• Able to maintain tags against the Task for reporting and filtration purpose
• Deadline Mapping against the task using start and end dates

Screenshot

My Task

Sub task 

Overview

Sub-task documentation in project management refers to the process of creating and maintaining records for the smaller, more granular components of a larger project task. This documentation provides a detailed breakdown of the work required to complete the parent task, enhancing clarity, accountability, and progress tracking.

Process Flow

Business Rule

• Odoo supports sub-tasks natively within the Project app for better task hierarchy.
• You can create sub-tasks directly from a parent task’s form view under the Sub-tasks section.
• To enable sub-tasks, activate Developer Mode and check the “Use subtasks” option in Project settings.
• Customizations and enhancements to sub-tasks can be done by extending the project.task model in custom modules.

Screenshot

Sub task

All Tasks

Overview

In Odoo, the “All Tasks” feature under the Project menu shows all tasks from every project in one place. This helps users see and manage their work easily without opening each project. It is a central spot to check and handle all tasks, no matter which project they belong to.  

Screenshot

All Tasks

Project Report Management

Tasks Analysis

Overview

Odoo provides robust task analysis features that help you understand how projects and team members are performing over time. Odoo’s Task Analysis report offers a powerful way to visualize task progress, time management, and team performance. To begin, open the Project app from the Odoo dashboard. Once inside, you’ll find a menu at the top of the screen—click on Reporting, and from the dropdown, select Tasks Analysis. This will bring you to a dynamic view of all task-related data across your projects.

Business Rule

• Navigate to the Reporting menu and select Task Analysis.
• View the default graphical representation—typically a bar chart showing the number of tasks per project.
• Use the Measures dropdown to select what you want to analyze—e.g., task count, time metrics, etc.
• Apply Filters (e.g., to isolate overdue or unassigned tasks).
• Apply Group By logic (e.g., by project, stage, assignee, or create custom groups).
• Switch the visualization format using chart icons—choose from bar, line, pie, or pivot views.

Screenshot

Tasks Analysis Reporting