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Overview

Tasks in Odia are to-do items that help you track work that needs to be done. Create general tasks from the tasks screen, or create trip-specific tasks directly within itineraries and services. All tasks appear in your dashboard and the tasks screen for easy tracking.

Task Creation

Create tasks from multiple locations:
  • Tasks screen (general tasks)
  • Itineraries (trip-specific tasks)
  • Service details (service-specific tasks)

Task Assignment

Flexible assignment options:
  • Self-assignment by default
  • Delegate to team members
  • Track ownership and accountability

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What Are Tasks?

Tasks in Odia are actionable to-do items that help you manage work. They ensure nothing falls through the cracks during trip planning and operations. Common uses:
  • Pre-trip preparations (“Confirm final guest count with hotel”)
  • Service coordination (“Reconfirm pickup time with driver”)
  • Follow-ups (“Send post-trip survey to traveller”)
  • Team reminders (“Update pricing for summer season”)
  • Operational checklists (“Upload tickets to itinerary”)
Key benefits:
  • Nothing gets forgotten
  • Clear accountability (who’s responsible)
  • Deadline tracking (when it’s due)
  • Progress visibility (what’s done, what’s pending)

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Task Types

General Tasks

To-do items not tied to a specific trip:
  • Personal reminders
  • Team assignments
  • Administrative tasks
  • Business tasks
Example: “Update supplier contact list”Created from: Tasks screen onlyWhere they appear: Tasks screen, Dashboard

Itinerary Tasks

Trip-specific tasks linked to an itinerary:
  • Travel preparations
  • Trip milestones
  • Itinerary-wide coordination
  • Pre/post-trip actions
Example: “Send welcome email to Smith family”Created from: Inside the itinerary only (not from tasks screen)Where they appear: Tasks screen, Dashboard, That itinerary

Service Tasks

Service-specific actions linked to a service:
  • Service coordination
  • Supplier follow-ups
  • Booking confirmations
  • Service-level details
Example: “Confirm dietary restrictions with restaurant”Created from: Inside the service details only (not from tasks screen or itinerary level)Where they appear: Tasks screen, Dashboard, Itinerary, That service’s details
Important: Tasks are only linked to itineraries or services when created from within them. If you create a task from the tasks screen, it will be a general task with no link to a specific trip or service.

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Creating Tasks

From Tasks Screen (General Tasks Only)

Create general tasks not linked to any specific trip:
1

Navigate to Tasks

Click on Tasks in the main navigation
2

Click Add Task

Click the ‘Add Task’ button in the top right
3

Enter Task Details

Fill in required and optional fields:
  • Title (required) - Clear, actionable task name
  • Notes (optional) - Additional details or context
  • Execution Date (required) - When the task should be completed
  • Owner (defaults to you) - Who’s responsible
4

Save Task

Click save - task appears in your tasks list and dashboard as a general task
Note: Tasks created from the tasks screen are general tasks. They will NOT be linked to any itinerary or service. To create a task linked to a trip or service, you must create it from within that itinerary or service.
Create tasks linked to a specific itinerary:
1

Open Itinerary

Navigate to the itinerary you want to add a task to
2

Find Tasks Section

Look for the ‘Itinerary Tasks’ section or click the ’+’ button near ‘itinerary tasks’
3

Add Task

Click ‘Add Task’ or the ’+’ icon
4

Enter Details

Fill in task details:
  • Title (required)
  • Notes (optional)
  • Execution date (required)
  • Owner (defaults to you)
5

Save

Task is saved and automatically linked to this itinerary. It appears on the itinerary, in tasks screen, and on your dashboard.
Important: The task is linked to the itinerary because you created it from within that itinerary. This link cannot be created any other way.
Create tasks linked to a specific service:
1

Select Service

In an itinerary or concierge screen, click on a service to open service details
2

Navigate to Tasks Tab

Click on the ‘Notes & Tasks’ tab in the service details panel
3

Click Add Task

Click the ‘Add Task’ button
4

Complete Task Details

Fill in:
  • Title (required) - What needs to be done for this service
  • Notes (optional) - Additional context
  • Execution date (required)
  • Owner (defaults to you)
5

Save

Task is saved and automatically linked to this service and its itinerary. It appears on the service details, in the itinerary, in tasks screen, and on your dashboard.
Important: The task is linked to the service because you created it from within that service. This link cannot be created any other way.
Quick task creation from your dashboard:
  • Look for the tasks widget on your dashboard
  • Click ‘Add Task’ or quick-add button
  • Enter task details
  • Save to add to your task list
Note: Tasks created from the dashboard are general tasks, not linked to any specific itinerary or service.Use for: Quick personal reminders or general tasks

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Task Details

Every task contains the following information:

Task Fields

FieldRequiredDescriptionNotes
TitleYesDescriptive task nameBe clear and actionable (e.g., “Confirm hotel booking” not “Hotel”)
NotesNoAdditional information and contextAdd details, instructions, or background info
Execution DateYesDeadline for task completionWhen the task should be done by
OwnerYesTask assigneeDefaults to task creator, can be changed to delegate
StatusAutoCurrent progress stateTo Do (default), In Progress, or Completed
Linked ToAutoAssociation with itinerary/serviceOnly set if created from within itinerary/service
Who owns the task:
  • Default owner: The person who creates the task
  • Can be changed: Assign to any team member
  • Accountability: Owner is responsible for completing the task
Assignment options:
  • Assign to yourself (default)
  • Delegate to specific team member
  • Reassign if ownership changes
Visibility: All team members can see all tasks, but dashboard shows you your assigned tasks.
Execution date (deadline):
  • When the task should be completed
  • Helps prioritize work
  • Visible in task lists and dashboard
  • Overdue tasks may be highlighted
Best practice: Set realistic deadlines based on when the task truly needs completion, not just arbitrary dates.

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Task Assignment

Assigning Tasks to Team Members

How to assign tasks:When creating:
  1. Create task as normal
  2. In the “Owner” field, select team member
  3. Save task
  4. Task appears on their dashboard and in their tasks view
After creating:
  1. Open the task
  2. Click edit
  3. Change owner to different team member
  4. Save changes
Delegation workflow:
  • Assign tasks to team members based on role or expertise
  • Task owner receives notification (if enabled)
  • Owner sees task on their dashboard
  • Clear accountability for who’s responsible
Default behavior:
  • When you create a task, you’re automatically the owner
  • Keeps you accountable for your own tasks
  • Easy to create quick personal reminders
When to self-assign:
  • Personal reminders
  • Your own responsibilities
  • Tasks you’ll complete yourself
Using tasks for team coordination:
  • Assign tasks to distribute workload
  • Track who’s responsible for what
  • Monitor team progress
  • Ensure accountability
Best practices:
  • Assign to the person best suited for the task
  • Add clear notes so assignee knows what to do
  • Set appropriate deadlines
  • Update status as work progresses

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Task Visibility & Access

Tasks appear in multiple locations depending on their type:

Tasks Screen

Central task hub:
  • View all tasks (general, itinerary, service)
  • Filter by status, owner, date
  • Search for specific tasks
  • Quick status updates
  • Sort by due date or creation date
Access: Navigate to Tasks in main menuShows: All tasks across the organization

Dashboard View

Personal task overview:
  • See only tasks assigned to you
  • Upcoming deadlines highlighted
  • Task status at a glance
  • Quick access to task details
  • Prioritize your workload
Access: Your dashboard home screenShows: Only your assigned tasks

Itinerary View

Trip-specific tasks:
  • View all tasks for that itinerary
  • Both itinerary-level and service-level tasks
  • Track trip preparation progress
  • See what’s pending for the trip
Access: Open any itinerary, view tasks sectionShows: Only tasks created from within that itinerary (itinerary tasks + service tasks for that trip)

Service View

Service-specific tasks:
  • View tasks for that particular service
  • Quick task creation from service
  • Monitor service-level actions
  • Status indicators on service card
Access: Open service details, go to Notes & Tasks tabShows: Only tasks created from within that specific service

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Task Status Tracking

Status Workflow

Tasks move through three statuses:
StatusDescriptionWhen to Use
To DoDefault status for new tasksTask created but not started yet
In ProgressTask being actively worked onYou’ve started working on it
CompletedTask finishedWork is done, task accomplished
Status progression:
  1. Task created → “To Do” (automatic)
  2. Start work → Change to “In Progress” (manual)
  3. Finish work → Change to “Completed” (manual)
Updating status:
  • Click on task to open
  • Change status dropdown
  • Save changes
  • Status updates across all views (dashboard, tasks screen, itinerary)
How tasks are displayed:
  • Color-coded status - Different colors for To Do, In Progress, Completed
  • Task count badges - Numbers showing how many tasks in each status
  • Progress indicators - Visual representation of completion
  • Due date highlighting - Overdue or upcoming deadlines emphasized
On dashboards and lists:
  • Completed tasks may be grayed out or hidden
  • Overdue tasks highlighted in red or with warning icon
  • Today’s tasks prominently displayed
In the tasks screen:
  • Filter to show only “To Do” tasks
  • View “In Progress” tasks
  • Show/hide “Completed” tasks
  • Combine with other filters (owner, date, itinerary)
Common filters:
  • “My incomplete tasks” (your To Do + In Progress)
  • “Overdue tasks” (past execution date, not completed)
  • “Today’s tasks” (execution date is today)
  • “Completed this week” (track accomplishments)

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Task Integration with Itineraries & Services

Itinerary Integration

How tasks work with itineraries:Creating itinerary tasks:
  • Open the itinerary
  • Click ’+’ near ‘Itinerary Tasks’ section
  • Set task details
  • Task is automatically linked to that itinerary (this is the only way to link a task to an itinerary)
Viewing itinerary tasks:
  • Open any itinerary
  • See all tasks for that trip in one place
  • Includes both itinerary-level and service-level tasks
Task tracking:
  • Monitor trip preparation progress
  • Quick access to itinerary from task
  • See who’s responsible for what on each trip
  • Track completion of trip-related work
Use cases:
  • “Send pre-trip email 3 days before departure”
  • “Confirm final guest count with hotel”
  • “Upload all tickets and vouchers”
  • “Send post-trip survey”
How tasks work with services:Creating service tasks:
1
Select service in itinerary or concierge
2
Navigate to ‘Notes & Tasks’ tab
3
Click ‘Add Task’
4
Complete task details
5
Task is automatically linked to that specific service (this is the only way to link a task to a service)
Viewing service tasks:
  • Open service details
  • Go to Notes & Tasks tab
  • See all tasks for that service
Task indicators:
  • Status indicators appear on service cards
  • Task count badges show how many tasks per service
  • Visual cues for pending vs. completed tasks
Use cases:
  • “Confirm dietary restrictions with restaurant”
  • “Send special requests to hotel”
  • “Reconfirm pickup time with driver”
  • “Verify guide speaks English”
Benefits:
  • Tasks stay with the service they relate to
  • Clear action items per service
  • Easy to see what’s pending for each service
  • Helps with supplier coordination

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Filtering & Searching Tasks

Filter Options

In the tasks screen, filter by:Status:
  • To Do only
  • In Progress only
  • Completed only
  • All statuses
Owner:
  • Your tasks only
  • Specific team member
  • All team tasks
Date:
  • Due today
  • Due this week
  • Overdue
  • Custom date range
Type:
  • General tasks only
  • Itinerary tasks (all trips)
  • Specific itinerary
  • Service tasks
Combine filters:
  • “My overdue To Do tasks”
  • “Team’s tasks due today”
  • “Completed tasks this week for Smith itinerary”
Sort tasks by:
  • Due date (earliest first or latest first)
  • Creation date (newest or oldest)
  • Status (group by To Do, In Progress, Completed)
  • Owner (alphabetically by assignee)
Default sort: Usually by due date (soonest first) to prioritize urgent tasks
Search functionality:
  • Search by task title
  • Search by notes content
  • Find tasks by itinerary name
  • Search by assignee name
Use search to:
  • Find specific task you created
  • Locate tasks about a particular topic
  • Find all tasks for a traveller
  • Search by service or supplier name

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Best Practices

Creating Effective Tasks

Task title best practices:
  • Use clear, actionable language
  • Start with a verb (“Confirm…”, “Send…”, “Update…”)
  • Be specific about what needs to be done
  • Keep it concise but descriptive
Good examples:
  • ✅ “Confirm final guest count with Serengeti Lodge”
  • ✅ “Send welcome email to Smith family 3 days before arrival”
  • ✅ “Upload flight tickets to itinerary”
Poor examples:
  • ❌ “Hotel” (not actionable)
  • ❌ “Check” (too vague)
  • ❌ “Smith” (what about Smith?)
Task notes best practices:
  • Include relevant details or context
  • Add instructions if delegating
  • Include contact information if needed
  • Note dependencies or requirements
Choose where to create based on what it’s about:Create from tasks screen when:
  • General business task not related to a trip
  • Personal reminder
  • Administrative work
  • Team coordination not tied to a specific itinerary
Create from itinerary when:
  • Task is about preparing for or following up on a trip
  • Related to the itinerary as a whole
  • Multiple services involved
  • Pre/post-trip actions
Create from service when:
  • Task is about one specific service
  • Supplier coordination for that service
  • Service-specific confirmation or detail
  • Only relates to that one service
Why location matters: Tasks are only linked to itineraries/services when created from within them. Creating in the right place ensures tasks appear where your team expects to find them.
Execution date guidelines:
  • Set date when task truly needs completion
  • Account for dependencies (other tasks that must finish first)
  • Consider team workload
  • Add buffer for unexpected delays
  • Don’t make everything “urgent”
Examples:
  • Pre-trip tasks: 3-7 days before travel
  • Confirmations: 24-48 hours before service
  • Follow-ups: 2-3 days after trip
  • Administrative: Based on actual business need
Who should own the task:
  • Person with relevant expertise
  • Team member handling that itinerary/service
  • Person with supplier relationship
  • Appropriate role (operations vs. sales)
When assigning:
  • Add clear notes explaining what’s needed
  • Ensure assignee has necessary access/information
  • Set realistic deadline
  • Check in on progress for important tasks
Daily task management:
  • Check dashboard each morning for tasks due today
  • Update status as you work (To Do → In Progress → Completed)
  • Mark tasks completed promptly
  • Review upcoming tasks to plan your day
Weekly task review:
  • Check for overdue tasks and address them
  • Review upcoming week’s tasks
  • Adjust deadlines if needed
  • Ensure no tasks are falling through cracks
Team coordination:
  • Regular status updates on shared tasks
  • Clear communication about delays
  • Reassign if circumstances change
  • Celebrate completed milestones
Create tasks for quality checkpoints:
  • “Review proposal before sending”
  • “Double-check all service confirmations”
  • “Verify traveller dietary requirements”
  • “Confirm all vouchers uploaded”
Benefits:
  • Catch errors before they become problems
  • Ensure consistent service quality
  • Don’t forget critical steps
  • Build reliable processes
Make tasks actionable and specific: Instead of vague tasks like “Hotel” or “Check supplier,” write clear action items like “Confirm dietary restrictions with Serengeti Lodge by June 15” or “Send final guest count to hotel 48 hours before arrival.” This helps team members understand exactly what needs to be done.

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Common Questions

Itinerary tasks:
  • Related to the trip as a whole
  • Not specific to one service
  • Created from the itinerary (not from a service)
  • Examples: “Send welcome email”, “Create traveller WhatsApp group”, “Upload insurance documents”
Service tasks:
  • Specific to one particular service
  • Created from within that service’s details
  • Linked to both the service and its itinerary
  • Examples: “Confirm dietary restrictions with restaurant”, “Reconfirm pickup time with driver”
When to use which:
  • Use service tasks when the action is about a specific service
  • Use itinerary tasks for general trip preparation or coordination
  • Both appear together in the itinerary’s task list
Yes! In the tasks screen:
  1. Use the owner filter
  2. Select the team member
  3. View all their assigned tasks
Use for:
  • Checking team member workload
  • Following up on delegated tasks
  • Team coordination and planning
  • Performance tracking
Tasks remain in the system:
  • Completed tasks stay linked to the itinerary
  • Historical record of what was done
  • Access from tasks screen or completed itinerary
  • Can filter to hide completed tasks if desired
Best practice: Mark all trip tasks as completed when the trip finishes for accurate records.
Yes, tasks can be deleted:
  • Open the task
  • Look for delete option
  • Confirm deletion
When to delete vs. complete:
  • Complete: Task was done (keeps history)
  • Delete: Task is no longer relevant or was created by mistake
Best practice: Mark tasks completed rather than deleting to maintain work history and accountability.
Notification behavior depends on your settings:
  • Check Settings > Notifications for task notification preferences
  • May include: task assignments, due date reminders, status changes
  • Notifications may be email, in-app, or both
Best practice: Even if notifications are enabled, communicate important task assignments directly with team members to ensure they see them.
Currently: Recurring tasks are not available. Each task must be created individually.Workaround:
  • Create template tasks and duplicate them
  • Set up tasks in advance for regular activities
  • Use task notes as templates for consistent task creation
Future enhancement: Recurring tasks may be added in future updates.
  • Itineraries - Managing itineraries where tasks are created and linked
  • Services - Creating service-specific tasks from service details
  • Concierge - Viewing and managing tasks in daily operations
  • Dashboard - Your personal task overview