Setting up Odoo for the first time can feel overwhelming, but with the right guidance, you can have your system running smoothly in minutes. Whether you’re a new Odoo user exploring the platform for the first time or a decision-maker evaluating Odoo for your business, this comprehensive step-by-step tutorial will walk you through every essential configuration. At TechUltra Solutions, we’ve helped over 300 businesses successfully set up their Odoo instances, and we’re sharing our proven methodology to help you get started quickly and avoid common setup mistakes.
In this tutorial, you’ll learn how to create your Odoo account, navigate the dashboard, configure your company information, set up user access, and customize your workspace. By following these steps, you’ll establish a solid foundation for your Odoo Implementation project, whether you’re planning a complete Odoo Customization or a full digital transformation.
Why Proper Odoo Setup Matters
The first stage of your Odoo journey is crucial. Many businesses rush through basic configuration, only to realize later that they’ve missed important settings that could streamline their entire operation. Proper setup not only saves time during Odoo Implementation but also reduces the need for expensive Odoo Development work later on.
Think of an Odoo setup like building a house if you don’t get the foundation right, everything built on top will have issues. The good news? This tutorial eliminates the guesswork. We’ll show you exactly what to configure and why each step matters. If you decide to work with Odoo Consulting services or hire an Odoo developer later, you’ll already understand how your system works, making collaboration much more efficient.
This setup guide is for Odoo Community Edition, the free, open-source version. Both Community and Enterprise editions share the same basic setup process covered in this tutorial, creating accounts, configuring company info, setting up users, and customizing dashboards.
However, Odoo Enterprise Edition (the paid version) includes additional advanced features like native mobile apps, Odoo Studio for visual customization without coding, advanced reporting, automated workflows, dedicated support, and AI-powered insights.
The core setup steps remain identical, but Enterprise users will have access to more powerful customization tools and features. If you’re unsure which version suits your business, our Odoo Consulting team can help you evaluate and implement the right solution for your needs.
What You’ll Need Before Starting:
- A valid email address
- Your company information (name, address, phone)
- An understanding of your business structure and departments
- A modern web browser (Chrome, Firefox, Safari, or Edge)
Step 1: Create Your Odoo Account and Login
Creating your Odoo account is the first and most straightforward step. Let’s break it down:
Accessing the Odoo Platform
Navigate to www.odoo.com in your web browser. You’ll see the Odoo homepage with the option to start a free trial or sign in if you already have an account.
Action Items:
- Click on the “Start free trial” button located in the top-right corner of the homepage
- Choose your preferred Odoo version (typically, the latest stable version is recommended for new users)
- You’ll be directed to the account creation page
Creating Your Account
The signup form requires basic information:
- Email Address: Use a valid company email address. This will be your primary login credential, so make sure it’s an email you have secure, long-term access to
- Password: Create a strong password with at least 12 characters, including uppercase, lowercase, numbers, and special characters. This protects your entire business data
- Company Name: Enter your company’s official legal name
- Company Size: Select your organization size (1-10, 11-50, 51-200, 200+). This helps Odoo recommend appropriate modules and configurations
Pro Tip: If you’re planning a significant Odoo Implementation with multiple team members, use a shared email initially, then transfer admin privileges after setup. However, the best practice is using a dedicated admin email that doesn’t change with employee turnover.
Verifying Your Email
After submitting the form, you’ll receive a verification email. Open it and click the verification link to activate your account. This step confirms that you have access to the email address and prevents unauthorized account creation.
Common Mistake to Avoid: Don’t close the browser or navigate away before verifying your email. If you don’t receive the verification email within 5 minutes, check your spam folder or wait a few minutes before requesting a resend.
Logging In for the First Time
Once verified, return to www.odoo.com and click “Sign in” (or you might be automatically logged in). Enter your email and password. If you’re logging in from a new location or device, Odoo might ask for additional verification for security purposes, this is normal and protects your data.
Success Indicator: You should now see a screen asking you to create your first database or select an existing one. This is your gateway to the Odoo environment.
Step 2: Navigate the Main Dashboard and Customize Your Interface
Once you’re logged in, you’ll see the Odoo dashboard. Understanding this interface is crucial before moving forward, especially if this is your first experience with Odoo Development or Odoo Consulting concepts.
Understanding the Main Dashboard Layout
The Odoo dashboard consists of several key components:
The Top Navigation Bar: Located at the very top, this bar contains:
- Odoo Logo: Click this to return to the main dashboard from anywhere
- Search Bar: The magnifying glass icon allows you to search for records, customers, orders, and more across your entire system
- Quick Settings Menu: Shows your company avatar and profile settings
The Left Sidebar (Menu): This is your command center. It displays all available modules and applications installed in your Odoo instance. By default, you might see modules like CRM, Sales, Inventory, Accounting, and others. The sidebar is collapsible (click the hamburger menu icon) to maximize workspace.
The Main Content Area: This is where all your work happens. It displays dashboards, lists, forms, and reports depending on which module you’re accessing.
User Avatar (Top-Right Corner): Click here to access user settings, preferences, and logout options.
Customizing Your Dashboard View
Odoo dashboards are highly customizable. Here’s how to make it your own:
Step 1: Access Dashboard Customization
- Navigate to any module (for example, Sales or Inventory)
- Look for a “Customize” or “Edit” button (usually represented by a pencil icon)
- Click it to enter customization mode
Step 2: Add or Remove Dashboard Cards
Dashboard cards show key metrics like “Total Revenue,” “Open Invoices,” or “Active Customers.” To customize:
- In edit mode, you’ll see a “+ Add a new card” button
- Select metrics relevant to your role (a sales manager might want revenue cards, while a warehouse manager needs inventory cards)
- Drag and drop cards to reorder them
- Click the X on unwanted cards to remove them
Step 3: Configure Card Preferences
- Click on individual card settings to change what data displays
- Set date ranges (this month, last quarter, year-to-date)
- Choose between chart types (bar, line, pie) where applicable
Step 4: Save Your Custom Layout
- Click “Save” or close the edit mode
- Your customized dashboard is now your default view when you log in
Personalizing Your Workspace
Beyond the dashboard, personalize your workspace:
Set Your Preferred Language and Timezone:
- Click your user avatar (top-right)
- Select “Preferences”
- Set your language, timezone, and email signature
- Save changes
Example Scenario: If you’re working with international teams and planning Odoo Development or Odoo Customization, ensuring everyone has the correct timezone prevents scheduling conflicts and data timestamp issues.
Pro Tip for Implementation: When planning an Odoo Implementation, document these preference settings for each user role. This ensures consistency across your organization and reduces time spent on individual configuration during training.
Step 3: Configure Company Information and Basic Settings
This step is critical and often overlooked. Proper company configuration affects invoicing, tax calculations, reporting, and overall system behavior. If you’re working with an Odoo Consulting partner or planning to Hire Odoo Developer, this groundwork makes their job significantly easier.
Accessing Company Settings
Navigate to Settings (gear icon in the top-right) and select “Companies” or go directly through Settings > Companies > Manage Companies.
Configuring Your Company Profile
Company Name: Verify this matches your legal business name exactly. This appears on all official documents like invoices and reports.
Company Registration Information:
- VAT Number (Tax ID): This is essential for invoicing and tax compliance. In the EU, this is your VAT number; in the US, it’s your EIN. For Odoo Customization and Odoo Development, this field often requires custom mapping to your local tax system
- Website: Enter your official company website
- Phone: Your main business phone number
- Email: Primary contact email for business communications
Financial Configuration
Currency and Accounting Basis:
- Currency: Select your primary business currency (USD, EUR, GBP, etc.)
- Chart of Accounts Template: This determines your accounting structure. Choose based on your country (e.g., “Chart of Accounts for United States,” “Chart of Accounts for UK”)
- Accounting Localization: Ensure you select the correct country-specific localization. This is crucial for tax compliance and reporting accuracy
Pro Tip: Changing the chart of accounts after you’ve entered financial data can cause serious issues. Take time to select the correct one initially. If you need a custom chart of accounts, this is where Odoo Consulting services prove invaluable.
Company Address and Contact Details
- Street Address: Your physical business address
- City, State/Province, ZIP/Postal Code: Required for invoicing and shipping
- Country: Critical for tax calculations and compliance
- Bank Details: Add your company’s bank account information here (IBAN, Swift Code). This is used for automatic payment processing and bank reconciliation
Security Note: Bank information in Odoo is sensitive data. Ensure only authorized personnel have access to this section. Use Odoo Support services or an Odoo Consulting professional if you need to set up role-based access controls.
Logo and Branding
- Company Logo: Upload your company logo. This appears on invoices, reports, and email templates
- Favicon: Customize the browser tab icon (optional but professional)
Recommended Logo Size: 200×150 pixels or larger, in PNG or JPG format
Additional Company Settings
Fiscal Year:
- Set your fiscal year start and end dates (often January 1 – December 31, but may vary by country or preference)
- This is critical for financial reporting and compliance
Accounting Periods:
- Define monthly, quarterly, or custom periods for financial analysis
- These periods appear in reports and restrict certain operations when periods are closed (essential for audit trails)
Multi-Company Setup Considerations
If you’re planning to manage multiple companies within one Odoo instance (common in holding companies or franchises), each company needs separate configuration. Odoo Implementation experts often handle multi-company setup because it involves inter-company transactions, consolidated reporting, and access control configurations.
Step 4: Set Up Users and User Permissions
User management is where Odoo Development and system configuration intersect. Proper user setup prevents security breaches, ensures data accuracy, and streamlines workflows.
Understanding User Roles and Permissions
Before creating users, understand Odoo’s permission structure:
Three Permission Levels:
- Manager: Full access to a module and ability to modify settings
- User: Can create and edit records but cannot modify module settings
- Portal User: Limited access, typically for external users like customers viewing their orders (useful for Odoo Customization of customer portals)
Adding New Users
Access User Management:
Navigate to Settings > Users and Companies > Users.
Creating a New User:
- Click “Create” button
- Enter the following information:
- Name: Employee’s full name
- Email: Their work email address (this is their login credential)
- Phone: Direct contact number
- Company: Assign them to the correct company (in multi-company setups)
- Assign Groups (Roles):
- Check the appropriate role boxes for each module
- Examples: “Sales: User,” “Inventory: Manager,” “Accounting: User”
- You can assign multiple roles to a single user
- Leave unchecked modules completely hidden from that user
Pro Tip: Create user templates based on job roles (e.g., “Sales Representative Template,” “Warehouse Manager Template”) to speed up onboarding. This is especially valuable during large Odoo Implementation projects.
Configuring Advanced Permissions
For complex permission requirements, you might need Odoo Customization or assistance from professionals who can Hire expert Odoo Developer.
Record-Level Access Control:
- Go to Settings > Users and Companies > Groups
- Create custom groups with specific record access rules
- Example: A sales team member sees only their own customers and orders, not competitors’ data
Creating a Custom Group:
- Click “Create” in the Groups section
- Name: “Sales Team – North Region”
- Users: Add team members to this group
- Permissions: Assign module access and apply Record Rules (rules that filter visible records)
- Save and activate
Example Permission Rule: “Sales representatives can only view customers and orders assigned to them or their team.”
User Access Levels Explained
Technical User: Grants access to technical features like custom fields, automations, and Python code execution. Only assigned to system administrators or Odoo Development team members.
Portal Access: Allows external users (customers, vendors, contractors) limited access to specific records without full system access. Extremely useful for Odoo Customization of customer portals.
API Keys: For system administrators who need programmatic access to Odoo for integrations or custom applications.
Setting User Preferences
Each user should configure their own preferences:
- Avatar: Upload a profile picture
- Timezone: Critical for scheduling and timestamps
- Language: User interface language preference
- Email Signature: Automatically added to emails sent through Odoo
- Dark Mode: Toggle light/dark theme based on preference
Batch User Setup: For large Odoo Implementation projects with 50+ users, TechUltra Solutions can create CSV imports to batch-create users, assign roles, and apply settings simultaneously. Contact our Odoo Consulting team for this service.
User Deactivation and Removal
Instead of deleting users, deactivate them:
- Open the user record
- Uncheck the “Active” checkbox
- Save
This preserves historical data while preventing login. If you later need to remove a user completely, use Odoo Support services to ensure all associated records are properly handled.
Step 5: Customize Your Main Menu
The main menu (left sidebar) is your navigation hub. Customizing it ensures users access only what they need, reducing confusion and improving efficiency. This is particularly important during Odoo Implementation projects where streamlined user experience impacts adoption rates.
Understanding Menu Types
Main Applications: Top-level menu items representing major modules (Sales, Inventory, Accounting, CRM)
Submenus: Secondary items under applications showing specific views or actions
Shortcuts: Quick-access links you create for frequently used features
Customizing the Menu
Access Menu Customization:
- Go to Settings > Menus > Menus
- You’ll see a list of all menu items in your system
Hiding Unwanted Menu Items:
- Search for a menu item you want to hide (e.g., “Channels” if you don’t use multi-channel)
- Open it and check “Active” to toggle visibility
- Save
Creating Custom Menu Items:
- Click “Create” in the Menus section
- Name: Give it a clear, action-oriented name (e.g., “My Dashboard,” “Weekly Reports”)
- Parent Menu: Select which top-level menu this appears under
- Action: Link to a specific report, view, or action
- Sequence: Order items appear (lower numbers appear first)
- Save
Example Custom Menu Items:
- “Fast Order Entry” (linked to a custom sales order view)
- “Inventory Summary” (linked to a key inventory report)
- “Revenue Dashboard” (linked to a custom dashboard)
Menu for Different User Roles
Odoo’s menu system can be role-based:
For Sales Staff:
Hide accounting and inventory menus; show only Sales, CRM, and essential analytics.
For Warehouse Managers:
Emphasize Inventory and Barcode scanning; minimize Sales and Accounting views.
For Executives:
Show comprehensive dashboards and high-level analytics across all modules.
Mobile Menu Optimization
If users access Odoo from mobile devices, consider:
- Reducing nested menu levels
- Adding frequently used actions to the top level
- Creating mobile-specific shortcut views
Pro Tip: Test your menu configuration on mobile devices. If your Odoo Implementation involves mobile users, request mobile optimization as part of your Odoo Customization package.
Search-Based Navigation
Train users to use the search functionality (magnifying glass icon):
- They can type “Create Invoice” and jump directly to that action
- Search remembers recent items, learning user patterns
- This reduces reliance on perfect menu structure
Documentation Tip: Create a quick reference guide showing your team the menu structure. Include:
- Which menu items they’ll use
- Where to find key functions
- Keyboard shortcuts for power users
Using Favorites
Users can star (favorite) their most-used menu items:
- Hover over any menu item
- Click the star icon
- Favorited items appear in a “Favorites” section at the top of the menu
Encourage users to do this after completing their setup to personalize their experience.
Why Professional Odoo Implementation Matters
You’ve now completed the foundational setup of your Odoo instance. However, this tutorial covers basic configuration. Many businesses discover they need more sophisticated customization after the initial setup:
When to Consider Professional Help:
Odoo Consulting: If you need help determining which modules to activate, how to structure your company for multi-location or multi-subsidiary operations, or how to align Odoo with your unique business processes.
Hire Odoo Developer: For custom workflows, automated reports, or integrations with your existing systems (ERP systems, accounting software, e-commerce platforms).
Odoo Customization: To tailor field names, calculations, and automations to your specific industry requirements (manufacturing, wholesale, services, etc.).
Odoo Implementation: A comprehensive approach to deploying Odoo across your organization, including data migration, system customization, team training, and ongoing support.
Odoo Migration Services: If you’re moving from another ERP system or older Odoo versions, professional migration ensures data integrity and minimal downtime.
Odoo Support services: For ongoing maintenance, updates, troubleshooting, and system optimization after your initial setup.
Troubleshooting Common Setup Issues
“I forgot my password”
- Go to the Odoo login page
- Click “Forgot your password?”
- Enter your email and follow the reset link
“I can’t see a module I need”
- That module might not be activated for your company
- Go to Settings > Apps and search for the module
- Click “Install” to activate it
- Refresh your browser after installation
“Users can’t log in”
- Verify their email address is correct
- Ensure they’re assigned to the correct company
- Check that their user record’s “Active” field is checked
“My dashboard looks blank”
- Go to Customize mode
- Click “+ Add a new card” to add dashboard widgets
- Select relevant metrics for your role
“I need to undo a configuration change”
- Odoo keeps version history for most records
- Click “History” (or “Revert” if available) to roll back changes
- For database-level changes, contact Odoo Support services
“Performance is slow after setup”
- Clear your browser cache and cookies
- Disable unused modules through Settings > Apps
- Contact TechUltra Solutions for performance optimization (part of Odoo Support services)
Next Steps: Beyond Basic Setup
Congratulations! You’ve successfully set up your Odoo account and configured the essential settings. Your system is now ready for productive use.
What’s Your Next Move?
If you’re a small business: You’re ready to start using Odoo immediately. Begin entering data and familiarize yourself with workflows. Return to our blog for advanced tutorials on sales, inventory, and accounting.
If you’re an enterprise: Consider professional Odoo Consulting to design a deployment strategy that aligns with your complex organizational structure, regulatory requirements, and integration needs.
If you’re evaluating Odoo for a major organizational shift: Schedule a consultation with TechUltra Solutions. Our team of certified Odoo professionals can assess your current systems, design a customized Odoo Implementation roadmap, and guide you through a successful deployment.
Quick Reference Checklist of Your Setup
Use this checklist to track your progress:
- [ ] Created Odoo account and logged in successfully
- [ ] Verified email address
- [ ] Customized dashboard with relevant metrics
- [ ] Entered complete company information (legal name, address, tax ID, etc.)
- [ ] Configured accounting system and currency
- [ ] Set up at least 2-3 team members as users with appropriate roles
- [ ] Created custom groups for different departments (optional but recommended)
- [ ] Customized main menu to hide irrelevant modules
- [ ] Created favorites for frequently used functions
- [ ] Tested login with at least one other user account
- [ ] Documented your menu structure in a team guide
Final Thoughts
This basic setup creates a solid foundation, but Odoo’s true power emerges through deeper customization and optimization. Whether you need help with Odoo Development, Odoo Customization, or a full Odoo Implementation, remember that TechUltra Solutions has helped many businesses to succeed with Odoo. Contact us for a free odoo consultation, We’re here to transform your business operations.