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Overview

Odia’s settings provide comprehensive control over your workspace configuration. Access and modification capabilities are determined by user roles: Owner, Admin, Supervisor, and User. If it’s your first time setting up Odia, follow our Admin Setup Guide.

Initial Setup

Essential first steps:
  • Create service categories
  • Add destinations where you operate
  • Customize branding
  • Configure currencies

Role-Based Access

Four permission levels:
  • Owner (full control)
  • Admin (administrative access)
  • Supervisor (operational access)
  • User (limited access)

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What’s in Settings?

Settings is where admins configure the foundational elements of your Odia workspace. This includes: Service organization:
  • Categories for organizing services (Accommodation, Activities, etc.)
  • Destinations where you operate (countries and specific areas)
Customization:
  • Your company branding and logo
  • Custom fields for tracking organization-specific data
  • Currencies and date/time formats
Integrations:
  • Connect WhatsApp for messaging
  • Connect inbox for email management
  • Connect AXUS for itinerary distribution
  • Configure purchase order settings
Team management:
  • User roles and permissions
  • Access control
Who can access: Settings access varies by section and user role. Most settings require Admin access.

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Service Configuration

Set up the foundational elements for organizing your services.

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Categories

Service categories help you organize and filter your services:
Service categories make it easier to find your services and add them to proposals. You can have as many categories as you need, but it’s recommended to have at least 10 services per category for effective organization. To create subcategories, use tags - for example, for the “Accommodation” category, create tags like “Hotel” and “Apartment”.

Create Categories

Create categories based on service types:
  • Accommodation
  • Activities
  • Transportation
  • Dining
  • Tours & Guides
  • Any other service types you offer
Click “Add Category” to create a new category

Edit Categories

Update existing categories:
  • Click to edit
  • Change category name
  • Upload category icon
Note: You can only delete a category if there are no services associated with it

Why Categories Matter

Categories serve multiple purposes:Service organization:
  • Group similar services together
  • Filter services in your library
  • Quick navigation and search
Supplier management:
  • Tag suppliers with categories they provide
  • Filter suppliers by category when assigning to services
Custom fields:
  • Create category-specific custom fields
  • Different data for accommodation vs. activities
Purchase orders:
  • Configure mandatory fields per category
  • Accommodation POs can require different fields than activity POs
Integration:
  • Map categories to AXUS reservation types
  • Required for external integrations
If you want to delete a category with associated services:
1

Filter Services

Go to Services and filter by the category you want to delete
2

Reassign Services

One by one, change the category on each service to a different category
3

Delete Category

Once no services use the category, you can delete it from Settings
Alternative: Edit the category and rename it if you want all services to belong to the renamed category (keeps service associations intact).
Effective category organization:Start with core categories:
  • Accommodation
  • Activities
  • Transportation
  • Dining
  • Tours & Guides
Add categories as needed:
  • Don’t create too many empty categories upfront
  • Add new categories when you have 10+ services for them
Use consistent naming:
  • Plural vs. singular (choose one approach)
  • Clear, descriptive names
  • Avoid overly specific categories
Use tags for subcategories:
  • Don’t create “Hotel”, “Lodge”, “Resort” as separate categories
  • Use “Accommodation” category with “Hotel”, “Lodge”, “Resort” tags

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Areas (Destinations)

Add the countries and specific locations where you offer services:
Important: Areas (specific locations like “Paris” or “Bangkok”) are actively used throughout Odia to filter services and organize suppliers. Countries are organizational containers for areas. Areas will appear on proposals and itineraries that travellers see, so use recognizable destination names.

Countries

Add countries first:
  • Click “Add Country” to create
  • Organizational containers for areas
  • Examples: France, Thailand, South Africa

Areas

Add specific locations within countries:
  • Click “Add Area”
  • Select country from dropdown
  • Add area name (city, region, or destination)
  • Examples: Paris, Bangkok, Cape Town

Edit Areas

Update existing areas:
  • Click to edit
  • Change area name or country
Note: Can only delete if no services associated

Why Areas Matter

Areas enable location-based organization:Service filtering:
  • Filter services by area in service library
  • Find services available in specific destinations
Supplier management:
  • Tag suppliers with areas they operate in
  • Filter suppliers by location when assigning to services
  • Example: Find all accommodation suppliers in Paris
Proposal building:
  • Add services from specific destinations
  • Filter by area while building trips
Traveller visibility:
  • Areas appear on proposals and itineraries
  • Travellers see which destinations are included
  • Example: “3 nights in Paris, 2 nights in Lyon”
Organization:
  • Understand service coverage across destinations
  • Identify gaps in service portfolio
If you want to delete an area with associated services:
1

Filter Services

Go to Services and filter by the area you want to delete
2

Reassign Services

One by one, change the area on each service to a different area
3

Delete Area

Once no services use the area, you can delete it from Settings
Alternative: Edit the area and rename it if you want all services to belong to the renamed area (keeps service associations intact).
Effective area organization:Use specific, recognizable names:
  • “Paris” not “France” (too broad)
  • “Bangkok” not “Thailand” (too general)
  • Use names travellers will recognize
  • Remember: Areas appear on itineraries travellers see
Granularity:
  • Use specific areas, not entire countries
  • Services can have multiple areas if they span regions
  • Example: Multi-day tour might include “Paris + Lyon + Marseille”
Consistent naming:
  • Use official place names
  • Be consistent with spelling
  • Decide on naming convention (e.g., “Cape Town” vs. “Cape Town, Western Cape”)
Coverage:
  • Add areas as you offer services there
  • Don’t create areas with no services yet
  • Organize by actual destinations you serve
Hierarchy:
  • Use countries to organize areas
  • All areas must belong to a country
  • Countries themselves aren’t used for filtering
Centralized media library for all images used in Odia:

Image Gallery Overview

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System Preferences

Configure date, time, and currency settings:

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Date & Time

Display Settings

Configure date and time preferences:
SettingDescriptionAccess Level
Date FormatPersonal date display preferencesAll Users
Time Format12-hour vs 24-hour timeAll Users
TimezoneYour operational timezoneAll Users
Default ValuesSystem-wide defaultsAdmin only
Navigate to: Settings > System Preferences > Date & Time

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Currency

Currency Management

Features available to admins:Add currencies:
  • Click “Add a Currency”
  • Select from provided list of currencies
  • Multiple currencies supported
Set default currency:
  • Choose default for proposals
  • Used as primary currency in pricing
Delete currencies:
  • Remove currencies not in use
  • Cannot delete currency if used in existing proposals
Navigate to: Settings > System Preferences > Currency
How currencies work in Odia:Default currency:
  • Set one currency as default
  • Used for new proposals automatically
  • Can be changed per proposal
Per-proposal currency:
  • Select currency when creating proposal
  • All services in that proposal default to that currency
Per-service currency:
  • Can be changed for individual services
  • Mix currencies within same proposal if needed
  • Example: EUR for Paris hotel, USD for international flights
Best practice: Add all currencies you commonly use upfront, set your primary operational currency as default.

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General Settings

Basic organization configuration:

Organization Branding

In General Settings you can add your organization’s logo.Where your logo appears:
  • Proposals (unless white-label mode enabled)
  • Itineraries
  • Purchase orders
  • Communications
Logo requirements:
  • High-resolution recommended
  • Transparent background preferred (PNG)
  • Supports PNG, JPG, SVG formats
White-label mode:
  • When enabled on proposals, your logo is hidden
  • Only agency logo shows
  • Use for B2B relationships where agent owns client
Navigate to: Settings > General Settings

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Branding Customization

Customize the visual appearance of proposals and itineraries:

Visual Identity Configuration

Configure your branding in the backoffice:
1

Go to General Settings

Navigate to Settings > General Settings and open the backoffice
2

Choose Brand Colors

Navigate to the branding section and choose the colors you want to use for your proposals and itineraries
3

Set Contact Information

Set the contact information that will be displayed on the bottom of itineraries and proposals
4

Add Terms & Conditions

Paste your terms & conditions to make them available on proposals and itineraries
5

Save Changes

Save your branding configuration
Branding elements:Colors:
  • Primary brand color
  • Accent colors
  • Used in proposals and itineraries
Contact information:
  • Company address
  • Phone and email
  • Website
  • Displayed on proposal/itinerary footers
Legal documents:
  • Terms and conditions
  • Privacy policy
  • Cancellation policies
  • Included in proposals/itineraries
Logo:
  • Set in General Settings
  • Appears throughout proposals and itineraries

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Custom Fields

Extend Odia’s data model to capture organization-specific information:
Custom Fields allow you to add dedicated fields to contacts, organizations (suppliers/agencies), and purchase orders for itinerary services. Create fields with various types (text, numbers, dates, dropdowns, etc.) to track information specific to your operations.

Entity Types

Add custom fields to:
  • Contacts - Travellers, agents, supplier contacts
  • Organizations - Travel agencies and suppliers
  • Purchase Orders - For services in confirmed itineraries
Not available for: Proposal services, service library

Field Types

Six field types available:
  • Text - Free-form text input
  • Numeric - Numbers only
  • Boolean - Yes/no checkbox
  • Date - Date picker
  • Multi-Option - Dropdown with options
  • Reference - Link to other entities

Subtypes

Target specific subtypes:
  • Contact subtypes - Different fields for travellers vs. agents
  • Organization subtypes - Different fields for agencies vs. suppliers
  • Service categories - Different fields for accommodation vs. activities

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Creating Custom Fields

Adding a Custom Field

1

Navigate to Custom Fields

Go to Settings > Custom Fields
2

Click Add Field

Click the “Add Custom Field” button
3

Select Entity Type

Choose where the field will be used:
  • Contact - For travellers, agents, supplier contacts
  • Organization - For travel agencies and suppliers
  • Itinerary Service - For purchase orders sent to suppliers
4

Choose Subtype

Select specific subtype to target:
  • For Contacts: Choose contact subtype (Traveller, Agent, etc.)
  • For Organizations: Choose organization subtype (Travel Agency, Supplier)
  • For Purchase Orders: Select service category (Accommodation, Activities, etc.)
5

Select Field Type

Pick the appropriate field type for your data (Text, Numeric, Boolean, Date, Multi-Option, or Reference)
6

Configure Field

  • Enter field name/label
  • Mark as required or optional
  • For Multi-Option: Add dropdown options
  • For Reference: Specify the entity to reference
7

Save

Click save to create the custom field - it now appears on the selected entity type
TEXT: Free-form text input for any string data
  • Use for: Names, descriptions, notes, IDs, addresses
  • Example: “Passport number”, “Dietary restrictions”, “Internal notes”, “Preferred room type”
  • Character limit: Unlimited text
NUMERIC: Numbers only (integers or decimals)
  • Use for: Quantities, measurements, counts, amounts
  • Example: “Group size”, “Room number”, “Age”, “Net rate”
  • Supports: Whole numbers and decimals
BOOLEAN: Yes/No checkbox
  • Use for: Binary options, flags, true/false conditions
  • Example: “VIP client”, “Requires wheelchair access”, “Vegetarian”, “Confirmed”
  • Display: Checkbox (checked = yes, unchecked = no)
DATE: Date picker
  • Use for: Dates, deadlines, anniversaries, expiry dates
  • Example: “Passport expiry date”, “Contract expiry”, “Anniversary date”, “Date of birth”
  • Format: Standard date picker interface
MULTI_OPTION: Dropdown with predefined options
  • Use for: Categories, classifications, selections from fixed list
  • Example: “Industry type” (Finance, Tourism, Corporate), “Service tier” (Bronze, Silver, Gold), “Meal preference” (Vegetarian, Vegan, Pescatarian, Omnivore)
  • Requires: Define all dropdown options when creating field
  • Selection: Single selection from dropdown
REFERENCE: Link to another entity in Odia
  • Use for: Relationships between entities, lookups
  • Example: Link service to a contact, reference another itinerary, connect to specific organization
  • Requires: Specify which entity type to reference
  • Advanced feature: Creates data relationships
Custom fields can be scoped to specific subtypes within each entity:For Contacts:
  • Target specific contact subtypes (e.g., “Traveller”, “Travel Agent”, “Supplier Contact”)
  • Field only shows for contacts of that subtype
  • Example: “Passport number” field only for Traveller subtype
  • Different fields for different contact types
For Organizations:
  • Target organization subtypes (e.g., “Travel Agency”, “Supplier”)
  • Scope fields to specific organization types
  • Example: “Commission rate” field only for Travel Agency subtype
  • “Net rate structure” field only for Supplier subtype
For Purchase Orders (Itinerary Services):
  • Target specific service categories (e.g., “Accommodation”, “Transportation”, “Activities”)
  • Field only appears in purchase orders for services in that category
  • Example: “Room type” field only for Accommodation purchase orders
  • “Vehicle type” field only for Transportation purchase orders
Benefits of subtype targeting:
  • Cleaner interfaces (only relevant fields show)
  • Category-specific data collection
  • Flexibility for different use cases
Common custom field use cases:For Travellers (Contact):
  • Passport Number (Text)
  • Passport Expiry Date (Date)
  • Dietary Restrictions (Multi-Option: Vegetarian, Vegan, Halal, Kosher, None)
  • Wheelchair Accessible (Boolean)
  • Loyalty Program Number (Text)
  • Emergency Contact Name (Text)
  • Emergency Contact Phone (Text)
For Travel Agents (Contact):
  • Agent ID (Text)
  • Preferred Contact Method (Multi-Option: Email, WhatsApp, Phone)
  • Languages Spoken (Text)
  • Specialization (Multi-Option: Luxury, Adventure, Family, Corporate)
For Suppliers (Organization):
  • Net Rate Structure (Text)
  • Contract Expiry Date (Date)
  • Preferred Payment Terms (Multi-Option: Net 30, Net 60, Prepay, On Completion)
  • Supplier Tier (Multi-Option: Preferred, Standard, Backup)
  • Commission Rate (Numeric)
For Travel Agencies (Organization):
  • Agency Tier (Multi-Option: Platinum, Gold, Silver)
  • Preferred Payment Terms (Text)
  • Marketing Fund Contribution (Numeric)
For Accommodation Purchase Orders:
  • Room Type (Text)
  • Bed Configuration (Multi-Option: Twin, Double, King, Suite)
  • View Type (Multi-Option: Ocean, Garden, Mountain, City)
  • Floor Preference (Text)
  • Special Requests (Text)
For Activity Purchase Orders:
  • Difficulty Level (Multi-Option: Easy, Moderate, Difficult, Extreme)
  • Activity Duration (Numeric - hours)
  • Minimum Age (Numeric)
  • Equipment Provided (Boolean)

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Managing Custom Fields

Edit Fields

Update existing custom fields:
  • Change field name/label
  • Update dropdown options
  • Modify field settings
  • Mark as required/optional
Note: Changing field type or entity type may affect existing data

Delete Fields

Remove unused custom fields:
  • Single delete (one field at a time)
  • Bulk delete (select multiple fields)
  • Data in deleted fields is lost
Use caution: Deletion is permanent

View by Entity

Filter custom fields by entity type:
  • View only Contact fields
  • View only Organization fields
  • View only Purchase Order fields
Helps: Find relevant fields quickly

Bulk Operations

Manage multiple fields at once:
  • Select multiple fields with checkboxes
  • Bulk delete selected fields
  • Faster cleanup of unused fields
Custom fields apply to specific entity types and subtypes. Make sure to select the correct combination when creating fields. Changing entity type or subtype later may affect existing data and is not recommended. Plan your custom fields carefully before creating them.
Start simple with custom fields. Don’t create too many fields upfront - add them as you identify the need. Too many custom fields can clutter interfaces and overwhelm users. Focus on truly necessary data that you’ll consistently use.

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User Roles & Permissions

Understand and manage team access levels:
You can view and set user roles in the backoffice. Go to Settings > Team > Roles & Permissions to see the complete permissions matrix.

Feature Access Breakdown

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Service Management

FeatureOwnerAdminSupervisorUser
Create Services✓✓✓-
Edit Services✓ All✓ All✓ All-
Delete Services✓✓--
Manage Tags✓✓--
View Services✓✓✓✓

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Settings Access

SectionOwnerAdminSupervisorUser
Manage Categories✓✓--
Manage Areas✓✓--
Manage Currencies✓✓--
Custom Fields✓✓--
Integrations✓✓--
Branding✓✓--
DateTime Settings✓✓✓✓
Image Gallery✓✓✓✓

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CRM & Contacts

FeatureOwnerAdminSupervisorUser
Create Organizations✓✓✓✓ Limited
Edit Organizations✓ All✓ All✓ All-
Create Contacts✓✓✓✓
Edit Contacts✓ All✓ All✓ All✓ Own

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Common Features (All Roles)

  • View services
  • Basic navigation
  • Message access (WhatsApp, Inbox)
  • Task management
  • View travellers
  • Basic proposal creation
  • View itineraries
Quick reference for each role:Owner:
  • Complete system control
  • Billing and subscription management
  • Can transfer ownership
  • All permissions
Admin:
  • Configure all settings
  • Manage users and permissions
  • Create categories, areas, custom fields
  • Manage integrations
  • Cannot access billing
Supervisor:
  • Create and edit services
  • Manage proposals and itineraries
  • Create suppliers and agencies
  • Limited settings access
  • Cannot manage users or critical settings
User:
  • View and use services
  • Create proposals (limited)
  • View own itineraries
  • Basic CRM access
  • No settings access
User roles are assigned during onboarding. Contact your platform Owner or Admin for role modifications or permission changes. Only Owners and Admins can change user roles.

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Integrations

Connect Odia with external platforms:
Odia integrates with external platforms to streamline your workflows. Connect WhatsApp for messaging, inbox for email management, and AXUS for itinerary distribution. Only Admins can configure integrations.

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WhatsApp Integration

Connect WhatsApp Business for direct messaging with travellers, agents, and suppliers:

WhatsApp Messaging

Direct communication:
  • Message travellers about trips
  • Contact agents and suppliers
  • Group messaging
  • Real-time conversations
  • All messages tracked in Odia

Multi-Phone Support

Multiple WhatsApp numbers:
  • Connect multiple WhatsApp Business accounts
  • Switch between numbers
  • Team-based phone assignments
  • Separate lines for different purposes

Connecting WhatsApp

1

Navigate to WhatsApp Settings

Go to Settings > General Settings and open the backoffice
2

Find WhatsApp Connection

Navigate to WhatsApp Connection section
3

Scan QR Code

Use WhatsApp on your phone to scan the QR code displayed
4

Authorize Connection

Confirm the connection on your WhatsApp Business account
5

Connection Confirmed

Your WhatsApp is now connected and ready to use in Odia
What you can do with WhatsApp in Odia:Messaging:
  • Send and receive messages
  • Share images and documents
  • Voice messages
  • Real-time chat
Context:
  • See contact information in sidebar
  • Link WhatsApp contacts to CRM contacts
  • View traveller’s itineraries while chatting
  • Access proposal history
Groups:
  • Create WhatsApp groups for trips
  • Manage group participants
  • Group messaging for travel parties
Multiple phones:
  • Connect multiple WhatsApp Business numbers
  • Switch between accounts
  • Team members can use different numbers
Connection management:View status:
  • See which phones are connected
  • Check connection status
  • View phone numbers
Disconnect:
  • Click disconnect for specific phone
  • Immediately revokes access
  • Can reconnect anytime
Multiple connections:
  • Add up to 5 WhatsApp Business accounts
  • Each team member can use different number
  • Switch between numbers when messaging

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Inbox Integration

Connect your email for centralized communication:

Email Management

Centralized inbox:
  • Manage all emails in Odia
  • Track communication history
  • Link emails to proposals/itineraries
  • Team collaboration on emails

Email Tracking

Track engagement:
  • See when emails are opened
  • Track link clicks
  • Delivery status
  • Response tracking

Connecting Inbox

Connect your email account to Odia:Navigate to Settings > Integrations > Inbox for connection instructions and setup.Benefits:
  • All proposal/itinerary emails tracked
  • Team visibility into communications
  • Linked to relevant trips
  • Complete audit trail

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AXUS Integration

Push itineraries to AXUS Travel platform:

Itinerary Distribution

Push to AXUS:
  • Send itineraries to AXUS platform
  • Wider distribution channel
  • Standardized format
  • Track push history

Category Mapping

Map your categories:
  • Odia categories → AXUS reservation types
  • Required for data sync
  • Configure once, use always
  • Update as needed

AXUS Setup

AXUS integration has three configuration areas:1. Credentials Tab
1

Navigate to AXUS Settings

Go to Settings > Integrations > AXUS
2

Enter Credentials

Input your AXUS API username and password provided by AXUS
3

Save Credentials

Credentials are encrypted and stored securely
2. Category Mapping Tab
  • Map each Odia service category to an AXUS reservation type
  • Required for proper data synchronization
  • Unmapped categories cannot be pushed to AXUS
  • Click on each category to select the corresponding AXUS type
3. History Tab
  • View all itineraries pushed to AXUS
  • See push timestamps and status
  • Track successful and failed pushes
  • Review push details
Once AXUS is configured:
1

Open Itinerary

Open a confirmed itinerary you want to push
2

Click Push to AXUS

Click the “Push to AXUS” button in the itinerary header
3

Review Pre-Push Summary

Review summary showing:
  • Total services in itinerary
  • Mapped services (can be pushed)
  • Unmapped services (need category mapping)
4

Confirm and Push

Confirm to send itinerary to AXUS
5

Track Status

Monitor push status in Settings > Integrations > AXUS > History
Why mapping matters:
  • AXUS requires specific reservation type codes
  • Each Odia category must map to an AXUS type
  • Services with unmapped categories are excluded from push
  • Proper mapping ensures data accuracy in AXUS
Common Mappings:
  • Accommodation → Hotel/Resort
  • Transportation → Transfer/Car Rental
  • Activities → Tour/Activity
  • Dining → Restaurant
  • Tours & Guides → Guided Tour
Best practice: Map all your categories before pushing any itineraries to avoid incomplete data transfer.
Ensure all service categories are mapped before pushing itineraries to AXUS. Unmapped services will be excluded from the push, resulting in incomplete itinerary data in AXUS.

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Communications

Configure communication templates and settings:
Configure communication templates and settings for purchase orders and emails sent from Odia. Customize which fields are mandatory for purchase orders by service category.

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Purchase Order Settings

Email Configuration

Set default email addresses:
  • From address for purchase orders
  • BCC address for all POs
  • Reply-to address for supplier responses
Navigate to: Settings > Communications > Purchase Orders > Settings Tab

Per-Category Fields

Customize mandatory fields:
  • Different fields per service category
  • Mark which fields are mandatory
  • Accommodation vs. Activities can require different data
Navigate to: Settings > Communications > Purchase Orders > Fields Tab

Email Settings

Configure default email settings for purchase orders:
FieldDescriptionDefault
FromSender email address[email protected]
BCCBlind copy email for all POsEmpty
Reply-ToEmail address for supplier repliesYour organization email
Navigate to: Settings > Communications > Purchase Orders > Settings TabWhy configure:
  • Consistent sender address across all POs
  • BCC yourself or accounting for record-keeping
  • Ensure supplier replies go to right person/department
Customize which fields are mandatory in purchase orders per service category:
1

Select Category

Choose a service category from the dropdown (e.g., Accommodation, Activities, Transportation)
2

Mark Mandatory Fields

Use checkboxes to select which fields should be marked as “Mandatory” in purchase orders for this category
3

Review Field Sections

Fields are organized into sections:
  • Itinerary Service Fields - Standard service data (dates, times, location)
  • Custom Fields - Your organization’s custom fields (if configured)
  • Primary Traveller Fields - Traveller information
4

Save Configuration

Click “Save Configuration” before switching to another category to preserve changes
How it Works:
  • Checked fields appear with an orange “Mandatory” badge in purchase orders
  • Different categories can have different mandatory field requirements
  • Each field shows its type icon (text, date, number, etc.)
Benefits:
  • Accommodation POs can require different fields than Transportation POs
  • Ensure suppliers receive all necessary information
  • Customize mandatory requirements per service type
  • Reduce back-and-forth communication with suppliers
Example: Accommodation services might require “Check-in time”, “Room type”, and “Meal plan” as mandatory, while Activity services require “Pickup time”, “Difficulty level”, and “Minimum age”.
The system warns you if you try to switch categories with unsaved changes.Always save your field configuration before changing categories to avoid losing work. Each category has its own mandatory field configuration.
Customize PO fields per category to ensure suppliers receive exactly the information they need, reducing back-and-forth communication and improving booking efficiency.

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Email Configuration

Email Settings Overview

Configure email sending parameters and templates:Navigate to Settings > Communications > Email Configuration to set up:
  • Email templates
  • Signature settings
  • Default sending parameters
  • SMTP configuration (if needed)
Use for: Standardizing communications with travellers, agents, and suppliers.

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Team Access & User Management

Manage team members and their access levels:
Odia supports four user roles with different permission levels: Owner, Admin, Supervisor, and User. Manage team members and their access levels in Settings > Team Access.

User Roles

Four hierarchical roles:
  • Owner - Full control including billing
  • Admin - Administrative access, all settings
  • Supervisor - Operational access, limited settings
  • User - Basic access, no settings

Permissions Matrix

Granular permissions by category:
  • Service Management
  • Settings Access
  • CRM & Contacts
  • Financial features
  • Proposals & Itineraries

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User Roles

Role Definitions

Owner
  • Full system control - Only one Owner per organization
  • Transfer ownership to another user
  • All permissions of Admin role
  • Complete access to all features and settings
Admin
  • Settings & Configuration:
    • Configure all settings (categories, areas, branding, custom fields, purchase orders)
    • Manage users and assign roles
    • Access all financial settings
  • Operations:
    • Create and edit services
    • Create proposals and itineraries
    • Create and manage suppliers, travel agencies, and all contacts
    • Send purchase orders
    • View all organization data
Supervisor
  • Content Management:
    • Create and edit services
    • Create proposals and itineraries
    • Create and manage suppliers, travel agencies, and all contacts
    • Send purchase orders
  • Limitations:
    • Cannot manage users or assign roles
    • Cannot configure organization settings
User
  • What Users can do:
    • View services (cannot create or edit)
    • Create proposals and itineraries
    • Create and manage suppliers, travel agencies, and all contacts
    • Send purchase orders
  • Limitations:
    • Cannot create or edit services
    • Cannot manage users or assign roles
    • Cannot configure organization settings
How to change user roles:
1

Navigate to User Management

Go to Settings > Team Access > User Management (Admin access required)
2

View Users

See all team members in the Roles & Permissions tab
3

Change Role

Click on user and select new role from dropdown
4

Confirm

Changes take effect immediately - user sees new permissions on next login
Who can change roles: Only Owners and Admins can modify user roles.
The User Management page shows a permissions matrix organized by category:Service Management
  • Create/Edit Services
  • Delete Services
  • Manage Tags
  • View Services
Settings Access
  • Categories & Areas
  • Currencies
  • Branding
  • Custom Fields
  • Integrations
  • Team Management
CRM & Contacts
  • Create Organizations (Suppliers, Agencies)
  • Edit Organizations
  • Create Contacts
  • Edit Contacts
  • View All vs Own Only
Financial
  • View Invoices
  • Create Invoices
  • Manage Pricing
Proposals & Itineraries
  • Create Proposals
  • Edit Proposals
  • Confirm Itineraries
  • View All vs Own Only
Each permission shows ✓ (has access) or - (no access) for each role level.
Only Owners and Admins can manage user roles. Be careful when assigning Admin role as it grants extensive system access including settings configuration and user management.

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Adding Team Members

How to Add Team Members

To add new team members to your Odia organization:
1

User Signs Up

New team member must sign up at dmc.odia.app using their work email
2

Email Domain Matching

If their email domain matches your organization’s domain, they’ll automatically be added to your organization
3

Admin Assigns Role

Admins can then assign appropriate role (Admin, Supervisor, or User)
4

User Receives Access

User can now log in with their assigned permissions
Email domain matching: Users with emails like [email protected] automatically join the organization registered under yourcompany.com.
Best practices for adding team members:Before they join:
  • Decide their role based on responsibilities
  • Ensure email domain matches organization
  • Plan their training and access needs
After they join:
  • Assign appropriate role immediately
  • Provide onboarding documentation
  • Set up their preferences (timezone, date format)
  • Assign initial tasks or proposals as needed
Role selection guidelines:
  • User - Operations team, junior staff
  • Supervisor - Senior operations, team leads
  • Admin - Management, IT, senior leadership
  • Owner - Typically company owner or managing director

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Best Practices

Optimize your settings configuration:

Setup Guidelines

Initial setup priorities:
  • Start with essential categories (Accommodation, Activities, Transportation)
  • Use consistent naming conventions
  • Add destinations where you actually operate
  • Configure branding early
  • Map all categories if using AXUS
Ongoing:
  • Regular maintenance and review
  • Update as services expand
  • Clean up unused items

Security

Access control best practices:
  • Regular permission reviews (quarterly)
  • Role-appropriate access only
  • Audit user activities
  • Limit Admin access to necessary personnel
  • Remove access for departed team members
Data protection:
  • Secure integration credentials
  • Monitor system access logs

Configuration Strategy

Effective settings management:Start simple:
  • Don’t create every possible category upfront
  • Add categories when you have 10+ services for them
  • Begin with destinations you actively serve
  • Expand as business grows
Consistency matters:
  • Use standard naming conventions
  • Be consistent with terminology (remember: areas appear on itineraries)
  • Document decisions in team guidelines
  • Train team on standard practices
Regular maintenance:
  • Review categories and areas quarterly
  • Remove unused items
  • Update branding as company evolves
  • Review custom fields for relevance
  • Check integration status monthly
Before creating custom fields:Identify needs:
  • What data do you repeatedly add to notes?
  • What information is critical for operations?
  • Which fields would improve reporting?
Plan structure:
  • Choose appropriate field types
  • Decide on required vs. optional
  • Consider subtypes for targeting
  • Test with sample data first
Avoid over-customization:
  • Too many fields overwhelm users
  • Start with 3-5 essential fields per entity
  • Add more only when proven necessary
  • Review usage after 3 months
WhatsApp integration:
  • Connect early for immediate messaging capability
  • Test with team messages first
  • Train team on WhatsApp features
  • Use appropriate number for customer-facing communications
Inbox integration:
  • Connect all team email accounts
  • Ensure team understands email tracking
  • Review communication history regularly
  • Use for proposal and itinerary communications
AXUS integration:
  • Complete category mapping before first push
  • Test with one itinerary first
  • Document mapping decisions
  • Review push history regularly
  • Update mappings as you add categories
General:
  • Only connect integrations you’ll actively use
  • Secure credentials carefully
  • Document integration workflows
  • Train team on integration features
Role assignment strategy:Principle of least privilege:
  • Assign minimum necessary access
  • Users don’t need Admin access for daily work
  • Reserve Admin for leadership and IT
  • Most team members should be Users or Supervisors
Regular reviews:
  • Quarterly access reviews
  • Remove departed team members immediately
  • Adjust roles as responsibilities change
  • Document role assignment decisions
Training by role:
  • Train users on features they can access
  • Provide role-specific documentation
  • Clear escalation paths for access needs
  • Regular refresher training

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Common Questions

Settings access varies by section:Admin-only sections:
  • Categories and Areas
  • Custom Fields
  • Currencies
  • Branding
  • Integrations (WhatsApp, Inbox, AXUS)
  • Team Management
  • Purchase Order configuration
All users can access:
  • Personal date/time preferences
  • Image gallery (view and search)
Supervisors can access:
  • Date/time settings
  • Image gallery
Why restricted: Critical settings affect entire organization and data structure. Limiting access prevents accidental changes that could impact all users.
No, you cannot directly delete a category with associated services.To delete a category with services:
  1. Go to Services section
  2. Filter by the category you want to delete
  3. Edit each service one by one
  4. Change to a different category
  5. Once no services use the category, delete it from Settings
Alternative: Edit the category and rename it if you want all services to adopt the new category name (keeps associations intact).Why this restriction: Prevents orphaned services and maintains data integrity.
No, you cannot directly delete an area with associated services.To delete an area with services:
  1. Go to Services section
  2. Filter by the area you want to delete
  3. Edit each service one by one
  4. Change to a different area
  5. Once no services use the area, delete it from Settings
Alternative: Edit the area and rename it if you want all services to adopt the new area name (keeps associations intact).Why this restriction: Prevents orphaned services and maintains data integrity. Areas are also used for supplier filtering and appear on itineraries that travellers see.
Deleting a custom field permanently removes all data in that field.What gets deleted:
  • All values stored in that field across all records
  • Field configuration
  • Field visibility
Cannot be undone: Deletion is permanent. There’s no way to recover the data.Before deleting:
  • Export data if you need to keep it
  • Confirm the field is truly unused
  • Check with team that no one needs the data
  • Consider hiding the field instead (mark as optional, don’t require)
Best practice: Be very cautious when deleting custom fields. Consult team first.
No, you cannot change a custom field’s entity type after creation.What you CAN change:
  • Field name/label
  • Required vs. optional status
  • Dropdown options (for Multi-Option fields)
  • Field visibility settings
What you CANNOT change:
  • Entity type (Contact, Organization, or Purchase Orders)
  • Subtype targeting
  • Field type (Text, Numeric, Boolean, etc.)
If you need to change these:
  1. Create a new custom field with correct settings
  2. Manually migrate data if needed
  3. Delete old field
Why: Changing these would break data relationships and potentially corrupt existing data.
To disconnect WhatsApp, Inbox, or AXUS:WhatsApp:
  1. Go to Settings > General Settings > Backoffice
  2. Navigate to WhatsApp Connection
  3. Click “Disconnect” for specific phone number
  4. Confirm disconnection
  5. Connection is immediately revoked
Inbox:
  1. Go to Settings > Integrations > Inbox
  2. Click “Disconnect” button
  3. Confirm disconnection
  4. Email integration disabled
AXUS:
  1. Go to Settings > Integrations > AXUS
  2. Delete stored credentials
  3. Integration is disabled
What happens:
  • Existing synced data remains unchanged
  • No new data will sync
  • You can reconnect later without data loss
  • Historical records are preserved
Only Admins can disconnect integrations.
No, only one user can be the Owner.Owner is unique:
  • One Owner per organization
  • Has access to billing and subscriptions
  • Can transfer ownership to another user
  • All Admin permissions plus organization-level controls
Transfer ownership:
  • Current Owner can transfer to another team member
  • Process is found in Settings > Team > Ownership Transfer
  • Previous Owner becomes Admin after transfer
For multiple admins: Use the Admin role, which has nearly all permissions except billing access.
You CAN change currency per service!How it works:
  • Proposal has a default currency
  • Each service inherits that currency by default
  • You can change currency on individual services if needed
Example: Proposal in EUR, but you can set a specific service to USD if that supplier quotes in USD.Where to change:
  • Open the service in the proposal
  • Edit the service details
  • Change the currency dropdown for that service
Yes! Areas appear on proposals and itineraries that travellers see.Where areas appear:
  • Proposal summaries showing destinations
  • Itinerary day headers
  • Service location details
  • Trip overview sections
What this means:
  • Use recognizable, traveller-friendly names
  • “Paris” not “Paris Admin Region”
  • “Bangkok” not “BKK”
  • Spell correctly - travellers will see these
Best practice: Think of areas as destination names that will be shown to your clients. Use names they’ll recognize and understand.
  • Services - Using categories and areas for service organization
  • Suppliers - How categories and areas help organize suppliers
  • Custom Fields - Detailed guide on using custom fields throughout Odia
  • Team Management - Complete guide to user roles and permissions
  • Integrations - Deep dive on WhatsApp, Inbox, and AXUS integrations

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Summary

Settings is your control center for configuring Odia to match your operations. Focus on these initial priorities:
  1. Create service categories for organizing your offerings
  2. Add destinations (areas) where you provide services - remember these appear on itineraries!
  3. Upload your logo and configure branding
  4. Set up custom fields for organization-specific data tracking (especially useful for purchase orders)
  5. Configure integrations (WhatsApp for messaging, Inbox for email, AXUS if needed)
  6. Manage team access with appropriate roles
Most settings require Admin access. Regular maintenance keeps your workspace organized and efficient.