You schedule an internal meeting in Odoo Calendar about the project for customer Jansen, add Jansen's contact person as a reference — and suddenly that customer has an invitation to your internal pre-meeting in their inbox. Not the idea. Fortunately, you can decide at three levels whether external contacts receive an email: per appointment, globally, or smartly automated.
Per appointment: notifications off
Open the appointment and click More Options or the cog icon. Under Reminders you switch off the email notification for this specific appointment. The attendees remain linked — you see them in the calendar and in the chatter — but no email goes out. This is the quickest solution if it only happens occasionally.
Global: emails to external contacts off by default
If you want a structural solution, first look under Settings → General → Discuss and adjust the Default Email Sender. For finer-grained control, go to Settings → Technical → Mail Templates (activate developer mode first) and find the template Calendar: Event Invitation. You can modify it — for example a more neutral text without internal details — or deactivate it altogether if your organisation confirms appointments via Outlook or Google anyway.
Automation Rule as an alternative
The smartest variant: an Automation Rule that only switches off the email notification for appointments with a particular tag, for example “internal”. That way customer appointments keep their proper invitation, and internal pre-meetings stay quiet. Here's how to set it up:
- Go to Settings → Technical → Automation Rules.
- Create a rule on the calendar.event model with trigger On Creation.
- Add the tag “internal” as a condition and have the rule skip the email notification.
Agree with your team that every internal appointment gets that tag — in practice that's quicker to learn than “don't forget to switch off the notification”.
Finally: a practical tip
Always test your setting with a private email address of your own as the “external attendee” before you rely on it. One test appointment tells you more than ten settings screens. Not sure which approach suits your organisation, or would you rather not build the automation rule yourself? Contact DAADit Group — we'd be glad to set it up with you.
Questions about your Odoo implementation? Start the free Business Scan.
Start the Business Scan →You schedule an internal meeting in Odoo Calendar about the Jansen project, add the customer's contact person as a reference — and suddenly that customer has an invitation to your internal prep meeting sitting in their inbox. Not the intention. Fortunately you can control whether external contacts receive an email on three levels: per appointment, globally, or through smart automation.
Per appointment: notifications off
Open the appointment and click More Options or the gear icon. Under Reminders you can switch off the email notification for this specific appointment. Attendees remain linked — you still see them in the calendar and in the chatter — but no email goes out. This is the quickest fix if it only happens occasionally.
Globally: emails to external contacts off by default
For a structural solution, start under Settings → General → Discuss and adjust the Default Email Sender. For finer control, go to Settings → Technical → Mail Templates (activate developer mode first) and look up the Calendar: Event Invitation template. You can adjust it — for example a more neutral text without internal details — or deactivate it entirely if your organisation confirms meetings through Outlook or Google anyway.
Automation Rule as an alternative
The smartest option: an Automation Rule that disables the email notification only for appointments with a specific tag, for example “internal”. Customer meetings keep their proper invitation, internal prep meetings stay silent. How to set it up:
- Go to Settings → Technical → Automation Rules.
- Create a rule on the calendar.event model with the trigger On Creation.
- Add the tag “internal” as a condition and let the rule skip the email notification.
Agree with your team that every internal meeting gets that tag — in practice that habit sticks faster than “don't forget to turn off the notification”.
Finally: a practical tip
Always test your setup with your own private email address as the “external attendee” before you rely on it. One test appointment tells you more than ten settings screens. Not sure which approach fits your organisation, or would you rather not build the automation rule yourself? Contact DAADit Group — we are happy to set it up with you.
Questions about your Odoo implementation? Take the free Business Scan.
Start the Business Scan →