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What is the Library?

The Library is your complete service inventory - everything you can offer to travelers. A service is any bookable item you add to a trip, such as:
  • Accommodations (hotels, lodges, resorts)
  • Tours and activities
  • Transportation (transfers, car rentals, flights)
  • Meals and dining experiences
  • Guides and escorts
  • Any other bookable offerings
Alternative name: The Library may also be referred to as “Services” in some contexts.

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Quick Answers

Click Library in the main navigation menu. All users can view services, but only Supervisors and Admins can create or edit them.
Only Supervisors and Admins can create or edit services. Regular Users can view and add services to proposals but cannot modify the master service inventory.
Use the search bar to search by service title, or use filters: Category (service type), Area (location), Tags (attributes), Supplier, or Sort options. You can combine multiple filters simultaneously.
Categories are broad service types (Accommodation, Activity, Transport) - each service has one category. Tags are flexible labels for detailed attributes (luxury, budget, family-friendly) - services can have multiple tags.
No. When you add a service to a proposal, it creates a copy. Editing the master service only affects future uses, not existing proposals or itineraries.
Content Cards are information blocks for travel tips, cultural insights, safety information, and other non-service content. Create them in Library → Content Cards tab, then add them to proposals. Unlike services, editing a content card WILL update it in all proposals where it’s used.

Create Services

Add services from the Library screen or while building a proposal. Permission required: Only Supervisors and Admins can create services.

Manage Inventory

Organize services with categories (e.g., “Accommodation”, “Activity”), areas (geographic locations), and tags for easy filtering and search.

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Creating a Service

1

Access Service Creation

Two ways to create:
  • From Library screen: Click the ’+ New Service’ button in the top right
  • From Proposal: Click ‘Add Service’ then ‘Create New Service’
2

Add Basic Information

Required fields:
  • Title (mandatory) - The service name, used for searching and display
Recommended fields:
  • Category (optional but recommended) - Primary classification (e.g., “Accommodation”, “Transport”, “Activity”)
  • Area (optional but recommended) - Geographic location where service is offered (e.g., “Cape Town”, “Serengeti”)
3

Enhance Description

Add optional details:
  • Headline - Short, attention-grabbing statement (shows in proposals)
  • Description - Detailed service information (visible to clients)
  • Internal Notes - Team-only information (never visible to clients)
4

Add Visual Content

Add images from three sources:
  • Unsplash integration - Search and add high-quality stock images directly
  • Odia Gallery - Access all images previously uploaded to your Odia workspace
  • Your computer - Upload new images directly from your device
Set the primary display image by selecting it (it will appear first in proposals and itineraries).

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Service Components

Essential Fields

FieldRequiredVisible to ClientsDescription
TitleYesYesService name used for searching and display in proposals
CategoryNo (recommended)YesPrimary classification (e.g., Accommodation, Activity, Transport)
AreaNo (recommended)YesGeographic location where service is offered
HeadlineNoYesShort, attention-grabbing description (appears in proposals)
DescriptionNoYesDetailed service information shown to clients
Internal NotesNoNoTeam-only information, never visible to clients
TagsNoNoInternal organizational labels (not shown to clients)
SuppliersNoNoLink to supplier organizations providing this service
Reference CodesNoNoCustom codes for internal tracking and external system integration
Add unlimited photos to your service using three methods:
  1. Unsplash Integration: Search Unsplash’s library and add professional stock images
  2. Odia Gallery: Browse and select from all images already uploaded to your workspace
  3. Custom Upload: Upload new images directly from your computer
Image ordering: The first selected image becomes the primary image displayed in proposals and itineraries. Drag to reorder images.
Tags help you organize and filter services internally:
  • Add multiple tags per service (e.g., “luxury”, “family-friendly”, “adventure”)
  • Tags are not visible to clients - they’re for internal organization only
  • Use tags for detailed categorization beyond categories and areas
Suppliers:
  • Link services to one or more supplier organizations
  • Track which suppliers provide which services
  • Useful for sending purchase orders and managing supplier relationships
Reference Codes:
  • Add custom reference codes for internal tracking
  • Link to external systems or your own numbering system
  • Useful for mapping to accounting software, supplier codes, or legacy systems

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Finding & Filtering Services

Search

Search by service title using the search bar. Search looks for matches in the service name/title field.

Categories

Filter by service category (e.g., “Accommodation”, “Activity”, “Transport”). Select a single category to show only services of that type. Categories display with visual icons for easy identification. Admins can create and manage categories (including custom icons) in Settings > Categories.

Country

Filter by country to show services in a specific country. Select one country at a time to narrow down your service list.

Areas

Filter by geographic area(s) to show services in specific locations. Multi-select with AND logic: Selecting multiple areas shows only services that have ALL selected areas (e.g., select “Paris” AND “Lyon” to find services available in both cities).

Tags

Filter by tags for detailed organization. Multi-select with AND logic: Selecting multiple tags shows only services that have ALL selected tags (e.g., select “luxury” AND “safari” to find only luxury safari services).

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Using Filters Effectively

Combining Filters

You can combine multiple filters simultaneously:
  • Select multiple areas to search across regions (e.g., “Cape Town” + “Johannesburg”)
  • Combine category + area + tags for precise results (e.g., “Accommodation” + “Serengeti” + “luxury”)
  • Add supplier filter to see specific vendor offerings
Example: Find all luxury safari lodges in Kenya by filtering: Category = “Accommodation”, Area = “Masai Mara”, Tags = “luxury” + “safari”
Important: Tag filtering uses AND logic:
  • Selecting 1 tag: Shows all services with that tag
  • Selecting 2+ tags: Shows only services that have ALL selected tags
Example:
  • Tags selected: “luxury” + “family-friendly”
  • Results: Only services tagged with both “luxury” AND “family-friendly”
  • Services with only one of these tags will NOT appear
New to Odia? Set up your areas and categories in Settings before adding services. This makes organization easier from the start. Learn how to configure categories and areas.

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Organizing Your Library

Naming Services

Best practices:
  • Use clear, descriptive titles (e.g., “Luxury Safari Lodge - Serengeti” not “Lodge 1”)
  • Include key details in the title if you have similar services
  • Make titles searchable - think about what you’d type to find it
  • Keep titles concise but specific

Using Categories

Best practices:
  • Assign a category to every service for easier filtering
  • Use consistent category names across your team
  • Common categories: Accommodation, Activity, Transport, Meals, Guides
  • Create categories that match your business workflow

Area Strategy

Best practices:
  • Assign areas to help with location-based filtering
  • Create separate services for the same offering in different locations
  • Use consistent area naming (e.g., always “Cape Town” not sometimes “CPT”)
  • Areas are set up in Settings > Destinations

Tag Strategy

Best practices:
  • Create tags for attributes that don’t fit in categories (e.g., “luxury”, “budget”, “family-friendly”)
  • Check for existing tags before creating new ones to avoid duplicates
  • Review your tag list periodically to consolidate similar tags
  • Remember: multiple tag selection = AND logic (services must have all tags)

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Service Lifecycle

To edit a service:
  1. Navigate to Library screen
  2. Click on the service you want to edit
  3. Make your changes
  4. Changes are saved automatically (or click Save if prompted)
Who can edit: Supervisors and Admins can edit any service. Regular users cannot edit services.Impact of edits:
  • Changes to services do NOT affect existing proposals or itineraries
  • Only future uses of the service will reflect the updated information
To delete a service:
  1. Navigate to Library screen
  2. Click on the service you want to delete
  3. Click the Delete button
  4. Confirm deletion
What happens when you delete:
  • Service is removed from your Library (archived in the backend)
  • Service no longer appears when adding to proposals
  • Existing proposals and itineraries with this service are unaffected
  • Historical data is preserved for reporting
Note: Deletion removes the service from your active inventory but maintains data integrity for past bookings.
Adding services to proposals:
  1. Open a proposal
  2. Click “Add Service”
  3. Search or filter to find the service
  4. Click to add it to the proposal timeline
Service details in proposals:
  • You can edit service details within the proposal (dates, times, pricing, notes)
  • Changes made in a proposal don’t affect the master service in your library
  • Each proposal has its own copy of the service data

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Content Cards

Content Cards let you add travel information that isn’t a service—like local tips, cultural insights, safety information, or packing lists. Create reusable content cards in your library to add to multiple proposals.

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What Are Content Cards?

Content Cards are information blocks you can add to proposals and itineraries. They help you share important context without cluttering your service inventory. Common uses:
  • Local customs and cultural insights
  • Safety and health information
  • Packing recommendations
  • Weather information
  • Visa and entry requirements
  • Travel tips and insider knowledge
  • Important notices or disclaimers

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Creating Content Cards

1

Access Content Cards Tab

Go to Library in the main navigation, then click the Content Cards tab
2

Create New Card

Click Add Content Card or Create New button
3

Add Content

Fill in your content card:
  • Title (required) - Name your content card (e.g., “Morocco Packing List”, “Safari Safety Tips”)
  • Content (required) - Add your information using the rich text editor
  • Use formatting like headings, bullet points, bold text, and more to organize content clearly
4

Save to Library

Click Save to add the content card to your library. It’s now available to use in any proposal or itinerary.

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Managing Content Cards

Edit a content card:
  1. Go to Library → Content Cards tab
  2. Click on the content card you want to edit
  3. Make your changes
  4. Save
Important: Editing a content card in the library WILL automatically update it in all proposals and itineraries where it’s being used. If you need different versions for different proposals, create separate content cards.
Delete a content card:
  1. Click on the content card
  2. Click the Delete button
  3. Confirm deletion
  4. The card is removed from your library and from all proposals where it was used

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Using Content Cards in Proposals

Once created, you can add content cards to proposals in two ways:

Per-Day Content Cards

Add content specific to a particular day. Navigate to the Content tab in your proposal, find the day, and click Add Content Card. The card appears as the first item of that day.Best for: Day-specific tips like “What to wear today” or “Important notes for today’s activities”

Introduction Content Cards

Add general information at the top of the proposal. Navigate to the Content tab and click Add Introduction Card at the top. The card displays before any days begin.Best for: General trip information like “About your journey” or “Important information for all travellers”
Create a library of reusable content cards for common scenarios (visa requirements, packing lists, country-specific tips). This saves time and ensures consistency across all your proposals. When you update a content card, all proposals using it are automatically updated.
Content Cards work in both proposals and itineraries. Add them during the sales phase (proposal) or during operations (itinerary) to keep travellers informed throughout their journey.

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Pricing Module

Odia has an automatic pricing module that calculates selling prices for services in proposals based on your supplier costs and markups.

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How the Pricing Module Works

1

Add Supplier to Service

In the Library, click on a service and go to the Supplier & Pricing tab
2

Add Price

Once you’ve added a supplier for the service, click Add Price for that supplier
3

Fill Out Price Parameters

Complete the pricing form with these parameters:Required fields:
  • Description (required) - Name or description of this price
  • Price (required) - The cost you pay the supplier (select your currency)
Optional parameters:
  • Tax rate - Tax percentage if applicable
  • Min pax - Minimum number of passengers
  • Max pax - Maximum number of passengers
  • Min age - Minimum age requirement
  • Max age - Maximum age limit
  • Start date + End date - Date range when this price is valid
  • Valid days of the week - Which days this price applies to
  • Valid hours - Time range (start time + end time)
  • Terms & conditions - Specific terms for this price
4

Automatic Calculation

The Default Selling Price field automatically calculates your selling price based on:
  • The supplier cost you entered
  • The markup percentage set for this service’s category in Settings
  • If no markup is set for the category, no margin is calculated

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Setting Up Markups

Markups are configured in Settings and apply by category:
  1. Go to Settings > Pricing & Markups
  2. Set markup percentages for each service category (e.g., Accommodation: 20%, Activities: 15%)
  3. These markups automatically apply when you add prices to services in those categories
Important: If a category doesn’t have a markup configured, the pricing module won’t calculate any margin for services in that category.

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Using Pricing in Proposals

When you add a service with configured pricing to a proposal:
  • The system uses the appropriate price based on dates, passenger count, and other parameters
  • The default selling price (with markup) is automatically applied
  • You can manually override the price in the proposal if needed
Best practice: Set up your category markups in Settings first, then add supplier pricing to your services. This ensures automatic pricing calculations work correctly from the start.

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Common Questions

Categories are broad classifications of service types (e.g., Accommodation, Activity, Transport). Each service typically has one category.Tags are flexible labels for more detailed organization (e.g., luxury, budget, family-friendly, adventure). Services can have multiple tags.Example: A service might have Category = “Accommodation” and Tags = “luxury” + “safari” + “family-friendly”
Create location-specific services (e.g., “City Tour - Cape Town” and “City Tour - Johannesburg” as separate services) because:
  • Different pricing by location
  • Different suppliers in each area
  • Area-based filtering and organization
  • Location-specific descriptions and images
No. Tags and internal notes are team-only information. Clients see:
  • Service title
  • Headline
  • Description
  • Images
  • Category and area (if you choose to display them)
Clients do not see: Tags, internal notes, suppliers, or reference codes.
Existing proposals are not affected. When you add a service to a proposal, it creates a copy of that service. Editing the master service in your library only affects future uses.If you need to update a service in existing proposals, you must edit it within each proposal individually.

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Common Scenarios & How-To Examples

Step-by-step:
  1. Navigate to Library from the main menu
  2. Click + New Service in the top right
  3. Enter Title (required): Hotel name (e.g., “Serengeti Luxury Lodge”)
  4. Select Category (required): Choose “Accommodation”
  5. Select Area (required): Choose the location (e.g., “Serengeti”)
  6. Add Headline: Short tagline (e.g., “5-star safari lodge with pool”)
  7. Add Description: Detailed information about hotel, amenities, room types
  8. Upload Images: Add photos from Unsplash, Odia Gallery, or upload your own
  9. Add Tags: Like “luxury”, “safari”, “pool” for easier filtering
  10. Link Suppliers: Select the hotel or DMC that manages this property
  11. Click Save
The hotel is now in your Library and ready to add to proposals.
Using filters:
  1. Go to Library screen
  2. Click Category filter → Select “Accommodation”
  3. Click Area filter → Select your destination (e.g., “Cape Town”)
  4. Click Tags filter → Select “luxury”
  5. Results show only luxury accommodations in Cape Town
Pro tip: Tag services consistently. Use “luxury” not variations like “high-end”, “upscale”, “premium”.
There is no direct duplicate button. To create a similar service for a different location, open the original service in another browser tab and copy-paste the information.Step-by-step:
  1. Open the original service in Library
  2. Open a new browser tab and navigate to Library
  3. In the new tab, click + New Service
  4. Switch back to the original service tab
  5. Copy and paste relevant information:
    • Title (required): Paste and modify to include new location name
    • Category (required): Select the same category
    • Area (required): Select the new location
    • Headline: Copy and paste, adjusting for new location
    • Description: Copy and paste, adjusting location-specific details
  6. Upload same images or location-specific ones
  7. Adjust pricing if different for this location
  8. Link to local supplier if different
  9. Click Save
Why no duplicate button? Location-specific services often need different suppliers, pricing, and descriptions, so manual copying ensures you customize appropriately.
Bulk imports must be done by the Odia team. You cannot import services yourself - this requires coordination with Odia support.To request a bulk import:
  1. Email [email protected] with:
    • Subject: “Data Import Request - [Your Company Name]”
    • Details about where your data currently lives (Excel, Google Sheets, another system, etc.)
    • How many services you need to import
  2. The Odia team will discuss your specific situation and determine the best approach based on where your data lives
  3. They will handle the import process for you
Note: The import process varies depending on your data source and format. The Odia team will guide you through the specific steps needed for your situation.
Best practice: Create separate services for each locationExample:
  • “City Walking Tour - Cape Town”
  • “City Walking Tour - Johannesburg”
  • “City Walking Tour - Durban”
Each service needs:
  • Title (required): Service name with location
  • Category (required): e.g., “Activity”
  • Area (required): Specific city
  • Different local suppliers
  • Location-specific descriptions and pricing
Use consistent naming: Same prefix helps services appear together when sorted alphabetically.Add common tags: Use tags like “city-tour”, “walking”, “cultural” to filter across all locations.
Option 1: Archive (recommended)
  1. Open the service in Library
  2. Click Archive button
  3. Service no longer appears when adding to proposals
  4. Historical data preserved for existing proposals and itineraries
  5. Can be unarchived later if needed
Option 2: Delete (permanent)
  1. Open the service in Library
  2. Click Delete or trash icon
  3. Confirm deletion
  4. Warning: Cannot be undone
Recommendation: Always archive instead of delete to maintain historical records.
Refreshing your view: Refresh your webpage if you’ve made changes in Settings (like adding categories or areas) and they’re not appearing yet. This ensures you’re seeing the latest data.