Skip to main content

​
Overview

Itineraries in Odia are automatically generated from confirmed proposals. An itinerary is the operational version of your proposal - where you manage confirmed services, send purchase orders to suppliers, track service status, and handle all the logistics of the actual trip.

Automatic Creation

Itineraries are automatically generated when proposals are confirmed, either fully (entire proposal) or partially (selected services)

Service Management

Track service status, manage suppliers, send purchase orders, and handle communications all in one place

​
Views

List View

Main working view for managing services:
  • Edit service details
  • View service status
  • Send purchase orders
  • Check PO field completion
  • Track service confirmation progress

Board View

Day-by-day timeline view for adding services:
  • See services organized by day
  • Add new services from inventory
  • Visualize the trip flow
  • Drag services to reorder within days

​
Service Confirmation Tracker

In the itinerary list (not inside an individual itinerary), there’s a column that shows the service confirmation progress for each trip: Format: 3/5 or 0/5
  • First number: How many services are confirmed
  • Second number: Total number of services in the itinerary
  • Example: 3/5 means 3 out of 5 services have been confirmed
  • Example: 0/5 means none of the 5 services have been confirmed yet
This helps you quickly see which itineraries still need confirmations without opening them.

​
Creating Itineraries

Itineraries are created from proposals. You have two approaches depending on your booking situation:

From Confirmed Proposals

Two ways to create itineraries:1. Partial Confirmation
  • Set proposal status to ‘Part Confirmed’
  • The itinerary is created automatically alongside the proposal
  • You manually mark individual services as confirmed in the itinerary
  • The proposal stays editable for remaining unconfirmed services
  • Payment status: Partial payment made
  • Best when: Services confirm gradually over time or when traveller makes partial payment
2. Full Confirmation
  • Set proposal status to ‘Confirmed’
  • The entire proposal automatically becomes an itinerary
  • All services are copied to the itinerary
  • The proposal becomes non-editable
  • Payment status: Paid (deposit or full)
  • Best when: All services are confirmed at once and traveller has paid
Recommendation: Only set to “Confirmed” when traveller has paid deposit or full payment and you’re ready to start itinerary operations.
When you need to edit trip dates:To change dates:
  1. Edit the itinerary start/end dates in itinerary settings
  2. Services on removed days remain visible in the itinerary
  3. Update the date in each affected service’s details manually
What happens to services:
  • Service status automatically reverts to “Ready” for affected services
  • You need to update or cancel these services
  • Send new purchase orders to suppliers for date-changed services
  • Notify suppliers of cancellations if needed
Best practice: Communicate date changes to all affected suppliers before updating the itinerary.

​
Service Management

​
Multi-Day Services

Services can span across multiple days in your itinerary. This is useful for tracking accommodations, multi-day tours, and activities that extend beyond a single day.

How Multi-Day Services Work

Visual indicator (internal only):
  • When a service extends beyond a single day, a visual banner indicates it spans multiple days
  • The banner shows the date range the service covers
  • This indicator is only visible inside Odia - it helps your team identify multi-day services at a glance
Setting up multi-day services:
  1. Click on the service in List View
  2. In the Details tab, set both Start Date and End Date
  3. If the end date is different from the start date, the service automatically displays as multi-day
  4. The spanning banner appears in your itinerary view
Use cases:
  • Hotel stays (check-in to check-out)
  • Multi-day safari packages
  • Cruise itineraries
  • Extended tours or treks
  • Car rentals spanning multiple days
Internal feature: The multi-day spanning banner is for your team’s reference only. Travellers do not see this indicator on the web itinerary - they see the service listed on its start date with the date range in the service details.

​
Adding Services

To add services to your itinerary, use Board View:
1

Switch to Board View

Click the Board View icon to see your itinerary organized by days
2

Click the '+' Icon

Click the ’+’ icon on the day where you want to add a service
3

Select Service

The service inventory opens - click on any service to add it to that day
4

Save Changes

Click the banner at the top to save your changes
Reordering Services:
  • You can still drag and drop services to reorder them within days
  • Drag a service up or down to change its position in the daily schedule

​
Service Connections

Connected Services

Connect related services that appear as one experience to the traveller:
  • Drag a secondary service on top of a primary service
  • Visual grouping with dark outline shows they’re connected
  • Each service maintains separate purchase orders to different suppliers
  • Example: Tour + transport appear as one experience, but have separate suppliers

​
Service Status Tracking

Track each service through its lifecycle from booking to completion:

Status Definitions

StatusDescriptionWhen to Use
ReadyService awaiting actionDefault status, needs purchase order or action
PO SentPurchase order sent to supplierAfter sending purchase order, awaiting supplier response
ConfirmedSupplier confirmed the purchase orderSupplier has confirmed the booking
To ChangeService details need modificationWhen you need to modify a confirmed service
CancelledService cannot proceedWhen service is cancelled or no longer needed
CompletedService has occurredAfter the service date has passed and service was delivered
Note: Change status manually by clicking the three dots on a service and selecting the new status.

Service Details

​
Service Information Tabs

In List View, click on any service to open the service details. All information is organized into tabs:Details Tab
  • Start Date + End Date (required) - When the service begins and ends
  • Start Time + End Time (optional) - Specific timing for the service
  • Additional Information - Highlighted info brought over from proposal
  • Service Description - What the traveller sees, brought over from proposal
  • Special Notes - Extra information for the purchase order sent to suppliers. This is internal only and will NOT show up on the client-facing web itinerary
Guests Tab
  • Number of guests - How many participants for this service
Address Tab
  • Meeting point - Where travellers should go
  • Address search - Search for and select the location
  • Google Maps integration - If address is filled out, map shows on web itinerary with directions
Supplier Tab
  • Select supplier - Choose the supplier to send the purchase order to
  • Supplier contact - Select a specific contact person (guides, drivers)
  • Phone number - If contact has a phone number, it shows up on the itinerary
Price Tab
  • Service pricing - Shows price from proposal (not visible on web itinerary)
Files Tab
  • Upload documents - Add tickets, vouchers, confirmations
  • Traveller access - Files can be downloaded directly from the web itinerary
Custom Fields Tab
  • Organization-specific fields - If any custom fields have been added by admin
  • These appear based on service category (e.g., Accommodation services show different custom fields than Activities)
  • Examples: Room preferences, vehicle type, dietary restrictions, special equipment needs
  • Custom Fields are configured by admins in Settings > Custom Fields
Tasks Tab
  • Service-specific tasks - Add tasks directly related to that service
  • Examples: “Reserve the restaurant”, “Confirm dietary restrictions”, “Reconfirm pickup time”
  • Tasks appear on your dashboard and in the tasks screen

​
Service Communications

​
Communications Tab

Track all communications related to a specific service:
1

Open Service Details

Click on any service in the itinerary
2

Select Communications Tab

Click the Communications tab
3

View History

See all communications:
  • Emails sent to supplier
  • Purchase orders
  • Confirmation requests
  • Reminder emails
  • Manual messages

​
What’s Tracked

The Communications tab shows:
  • Date/Time: When communication was sent
  • Type: Email, PO, reminder, etc.
  • Recipient: Supplier or contact
  • Subject: Email subject or communication title
  • Status: Sent, delivered, failed
  • Content Preview: First few lines of message

​
Sending Communications

From the Communications tab:
  1. Click Send Email to compose new message
  2. Click Send Purchase Order to generate PO
  3. Click Send Reminder for manual reminder
All communications are automatically logged and linked to the service for complete audit trail.

​
Purchase Orders

​
PO Column

The List View has a PO column that indicates if any mandatory purchase order fields are missing from the service details. This helps you quickly see which services are ready to send purchase orders for. What it shows:
  • If any mandatory fields are missing, the PO column will display a warning
  • Mandatory fields are configured by admins in settings
  • Complete all mandatory fields before sending a purchase order

​
Sending Purchase Orders

1

Complete Service Details

Fill out all required fields in the service details. Ensure the PO column shows no missing fields.
2

Add Supplier

In the Supplier tab, select a supplier to send the purchase order to
3

Connect Your Inbox

Ensure your inbox is connected (can be shared inbox or personal inbox, depending on what your administrator has set up in settings)
4

Click Purchase Order

Click the “Purchase Order” button in the service
5

Select/Deselect Fields

You can select and deselect which fields you want to include or remove from the PO. Required fields (set by admin) will always be included.
6

Write Your Message

Compose your message to the supplier in the message field
7

Preview Your Email

Review the purchase order preview to ensure all information is correct
8

Send

Send the purchase order to the supplier. Service status automatically updates to “PO Sent”

​
Supplier Communication

Direct Contact

Email suppliers through Odia:
  1. Open the service in the itinerary
  2. Click ‘Contact Supplier’
  3. Send messages directly through the app
  4. Communication history is tracked
All supplier communication is logged with the service.

Website Access

Quick access to supplier websites:
  • Add supplier website to their profile in CRM
  • Click the link icon in the itinerary service
  • Opens supplier website in new tab
Useful for checking availability, policies, or additional information.

​
Enhanced Features

​
Map Integration

Help travellers navigate their journey visually:

Adding Locations

Show locations on the itinerary map:
  1. Click on a service in the itinerary
  2. In the location/address field, start typing the address
  3. Select the correct location from the dropdown
  4. The map pin appears on the web itinerary
Travellers can see all their service locations on one map.

Directions

Provide navigation:
  • On the web itinerary, travellers can click ‘Directions’ on any service
  • Opens Google Maps with the route from their current location
  • Helps travellers navigate to each service
Automatic integration with Google Maps for seamless navigation.

​
Content Embedding

Add rich media and documents to services:

Media Integration

Embed content directly in services:
  • YouTube videos - Embed preview videos of experiences
  • Images - Add photos of locations, accommodations, activities
  • Interactive content - Enhance the itinerary with rich media
Make itineraries more engaging and informative for travellers.

Attachments

Upload important documents:
  1. Click on the service in the itinerary
  2. Go to the Attachments tab
  3. Upload tickets, vouchers, PDFs, or other files
  4. Travellers can download these from the web itinerary
Examples: E-tickets, reservation confirmations, vouchers, maps, guides

​
Connected Services

Link related services that appear as one experience to the traveller:
When to use connected services: Perfect for experiences that appear as one to the traveller but require multiple suppliers.Example: A guided tour with separate transport arrangements - the traveller sees “Full Day Safari Tour” but you manage two suppliers (tour operator + transport company) with separate purchase orders.
How to connect services:
  1. Drag the secondary service on top of the primary service
  2. They connect with a dark outline showing they’re grouped
  3. The primary service description shows on the web itinerary
  4. The secondary service description is hidden from travellers
  5. Both services maintain separate purchase orders
To disconnect: Drag one service away from the other.

​
Organization Tools

​
Archiving Itineraries

Archive completed or inactive itineraries to keep your workspace organized.

How to Archive Itineraries

To archive an itinerary:
  1. Open the itinerary or find it in the itinerary list
  2. Click the three dots menu (⋮)
  3. Select Archive
  4. The itinerary is moved to the archive
What happens when archived:
  • Itinerary is hidden from the main itinerary list
  • All data and history is preserved
  • Can be accessed via the archive filter
  • Does not affect any linked proposals or records
Reversing an archive:
  • Archived itineraries can be unarchived at any time
  • Find the itinerary in the archive view
  • Click the three dots menu and select Unarchive
  • The itinerary returns to your active list
Permission required: Only Admins and Owners can archive and unarchive itineraries. Regular users and supervisors do not have access to this feature.

​
Itinerary Screen Management

Find and organize your itineraries efficiently:

Filtering Options

Filter itineraries by:
  • Trip start date - Pick a date range to filter by departure date
  • Owner - See itineraries assigned to specific team members
  • Search by title - Find specific trips by name or reference
Sort by:
  • Created date - Ascending (oldest first) or Descending (newest first)
  • Trip start date - Ascending (earliest trips first) or Descending (latest trips first)
Show/hide completed itineraries - Toggle to declutter your view and focus on active trips onlyTip: Completed itineraries get hidden to focus on upcoming and active trips only. To view past itineraries click ‘Completed’

​
Task Management

Track operational tasks linked to services:

Task Management

Create and track tasks:
  • Add tasks to services - Click on a service and add specific tasks
  • Track on dashboard - See all pending tasks in your dashboard
  • Link to specific services - Tasks are connected to the services they relate to
Examples: “Confirm final guest count”, “Send special dietary requirements”, “Reconfirm pickup time”Tasks help ensure nothing falls through the cracks during trip operations.

​
Itinerary Workflow

The complete itinerary lifecycle:
  1. Creation - Itinerary created from confirmed proposal
  2. Service Management - Add/edit services, assign suppliers
  3. Purchase Orders - Send POs to suppliers (status: “PO Sent”)
  4. Confirmations - Mark services as confirmed when supplier responds
  5. Pre-Trip - Upload tickets, add final details, send to traveller
  6. During Trip - Monitor service delivery, handle changes
  7. Post-Trip - Mark services as completed
  8. Archive - Hide completed itinerary from active list
Supplier communication workflow:
  1. Assign Supplier - Select supplier for each service
  2. Send Purchase Order - Click ‘Purchase Order’ on service (status changes to “PO Sent”)
  3. Track Response - Check if supplier has viewed/confirmed
  4. Follow Up - Use ‘Contact Supplier’ to send reminders if needed
  5. Mark Confirmed - Change status to “Confirmed” when supplier confirms
  6. Handle Changes - Use “To Change” status if modifications needed
All communication is logged in the service history.
The web itinerary for travellers:
  • Travellers access itinerary via shareable link
  • See all services, dates, times, locations
  • View maps and directions
  • Download attachments (tickets, vouchers)
  • See embedded media and images
  • Print or save as PDF
What travellers DON’T see:
  • Internal notes
  • Supplier names (unless you choose to show them)
  • Cost information
  • Purchase order details
  • Task lists

​
Common Questions

Proposals and itineraries are separate in Odia, each with their own screen and purpose.Proposal = Sales and planning document (the “quote”)
  • Used to present options to travel agents and travellers
  • Can be edited freely and create multiple versions
  • Can show pricing with options: full pricing, hide prices, or show total only
  • Includes a price breakdown page (unless hidden)
  • Focused on winning the booking
  • What happens: You create proposals, send to travel agents, make revisions based on feedback
Itinerary = Operations and delivery document (the confirmed trip)
  • Created automatically when you set proposal status to “Confirmed”
  • Recommendation: Only set to confirmed when traveller has paid deposit or full payment
  • The proposal becomes non-editable once confirmed
  • All services from the proposal are copied to the itinerary
  • You can send purchase orders (vouchers) to suppliers
  • Set detailed timings, meeting points, contact phone numbers
  • Add maps and location information for travellers
  • Manages confirmed services and tracks service status
  • Focused on executing the actual trip
The workflow:
  1. Create proposal → Send to travel agent → Make revisions → Create multiple versions
  2. Travel agent confirms → Traveller pays
  3. Set proposal status to “Confirmed” → Itinerary auto-generates
  4. Send purchase orders to suppliers → Manage trip operations → Traveller receives detailed itinerary
Think of it as: Proposal = before booking (sales), Itinerary = after booking (operations).
Yes! You can still make changes to an itinerary even after it’s confirmed. Here’s how to handle different types of modifications:For services already confirmed with a supplier:
  1. Change the service status to “To Change”
  2. Update the service details (dates, times, etc.)
  3. Send a new purchase order to the supplier
  4. It’s important to notify suppliers about changes before making them in the system to avoid confusion
When adjusting itinerary dates:
  • Update the start/end dates in itinerary settings
  • Manually update the date for each affected service
  • Communicate with all suppliers before making changes in the system
  • This helps keep everything clear during trip operations
Adding new services:
  • Switch to Board View in the itinerary
  • Click the ’+’ icon on the day where you want to add a service
  • Select from your service inventory
  • Fill in the service details and send purchase order
Removing services:
  • If a service is no longer happening, set the status to “Cancelled”
  • The service will no longer be visible on the itinerary
  • This maintains a record of the cancelled service for your operations history
Best practice: Always communicate changes or cancellations with suppliers first, then update the system. This prevents confusion during trip operations.
With partial confirmations:
  • The itinerary is created automatically alongside the proposal
  • Confirmed services live in the itinerary (you send POs, mark them confirmed)
  • Unconfirmed services stay in the proposal (you keep editing and refining)
  • The proposal remains editable until all services are confirmed
Best for: Gradual confirmations, deposit situations, or when services confirm at different times.
Use connected services when:
  • One experience requires multiple suppliers
  • You want to show one item to the traveller but manage multiple bookings
  • Services happen together but have different providers
Examples:
  • Tour + Transport (tour company + driver company)
  • Accommodation + Meals (hotel + restaurant)
  • Activity + Guide (activity provider + guide service)
Benefits:
  • Cleaner web itinerary for travellers (shows as one experience)
  • Separate purchase orders for each supplier
  • Better organization of related services
Yes! You can add services directly to the itinerary:
  1. Switch to Board View
  2. Click the ”+” icon on the day where you want to add a service
  3. Select from your service inventory
  4. Save changes
  5. Add details in List View and send purchase order
Common scenarios:
  • Last-minute additions
  • Upgrades or changes requested by traveller
  • Operational services (transfers, etc.) not shown in proposal
Pro tip: Use service status consistently across your team. When everyone marks “PO Sent” when they send a purchase order and “Confirmed” when suppliers respond, you’ll have clear visibility on what’s secured vs. what’s still pending.