Skip to main content

​
Overview

Odia’s Travel Agents & Agencies section helps you manage relationships with travel agent partners. Organize agencies, maintain agent contacts, track commissions, and view booking history all in one place.

Agency Management

Create and manage travel agency organizations with branding, commission rates, and hierarchy

Agent Contacts

Maintain profiles for individual travel agents within each agency

​
What Are Travel Agents & Agencies?

Travel Agencies are the companies that send you business - tour operators, travel agencies, and booking partners. Travel Agents are the individual people who work at these agencies - the agents who create bookings and communicate with you. How they work together:
  • One agency (e.g., “Luxury Travels Inc.”) can have multiple agents (Sarah, John, Maria)
  • Each agent belongs to one agency
  • Track relationships, commissions, and bookings at both levels
Common uses:
  • Store agency commission rates
  • Track which agents send you the most business
  • Access booking history per agency or agent
  • Use agency branding in proposals and itineraries
  • Manage B2B relationships

​
Travel Agencies

Agency Structure

Travel agencies in Odia are organized hierarchically:Three levels:
  1. Parent Agency - Main organization (e.g., “Global Travel Group”)
  2. Child Agencies - Branch offices or sub-agencies (e.g., “Global Travel - Boston Office”)
  3. Agent Contacts - Individual agents within agencies (e.g., “Sarah Johnson at Global Travel - Boston”)
In the agency list:
  • Click the arrow next to an agency to expand and see all agents
  • Click on an agency name to view detailed information and analytics
  • See parent/child relationships in the hierarchy
Use hierarchy for:
  • Multi-location agencies with branch offices
  • Agency networks (parent company with multiple brands)
  • Consolidated reporting across locations
  • Shared commission structures
Add new travel agencies:
1

Navigate to Travel Agencies

Click on Travel Agencies in the CRM section of main navigation
2

Click Add Agency

Click “Add Agency” button in the top right of the screen
3

Fill Agency Details

Complete the agency information:
  • Organization name (required) - Agency name
  • Parent agency (optional) - Select if this is a child agency
  • Email - Agency email address
  • Phone - Agency phone number
  • Address - Agency physical address
  • Website - Agency website URL
  • Tax information - Tax ID, registration details
4

Set Commission Rate

Enter default commission percentage for this agency (can be overridden per proposal)
5

Upload Logo

Add the agency’s logo for use in branded proposals and itineraries
6

Add Custom Fields

Fill in any custom fields your organization has configured for agencies
7

Add Agent Contacts

Create profiles for travel agents who work at this agency (can be done now or later)

​
Agency Details

Every agency profile includes:

Basic Information

Agency profile includes:
  • Organization name
  • Tax ID and registration details
  • Parent agency (if applicable)
Use for: Official records, invoicing, contracts

Contact Details

Communication information:
  • Email address
  • Phone number
  • Physical address
  • Website URL
Use for: Communication, shipping documents, invoicing

Branding

Visual identity:
  • Agency logo (for proposals and itineraries)
Use for: Branded proposals, professional presentation

Custom Fields

Organization-specific fields (if configured by admin):
  • Additional information your business tracks
  • Examples: Preferred payment terms, agency tier, partnership level
  • Configured in Settings > Custom Fields
Use for: Tracking agency-specific details important to your operations

Notes

Internal notes field:
  • Special agreements or terms
  • Partnership history
  • Preferences and requirements
  • Important context about relationship
Use for: Free-form information not covered by other fields
Want dedicated fields for specific agency information? If you find yourself repeatedly adding the same types of information to agency notes (like preferred payment terms, agency tier levels, or partnership agreements), you can create dedicated Custom Fields in Settings. Custom Fields give you specific fields to fill in rather than free-form notes, making information easier to find and more consistent. Learn how to set up Custom Fields.

​
Commission Rates

Manage commission structures for each agency:

Setting Commissions

Configure commission structures:Agency-level default:
  • Set default commission percentage (e.g., 10%, 15%)
  • Applied to all bookings from this agency
  • Can be overridden on individual proposals
Proposal-level override:
  • Change commission rate for a specific proposal
  • Different rate for special circumstances
  • Set in proposal settings
Special agreements:
  • Document custom rates in notes
  • Volume-based tiers (e.g., higher commission after 10 bookings)
  • Seasonal or promotional rates
Where commissions are set:
  1. Default rate in agency profile
  2. Can be overridden per proposal
  3. Services marked as “Commissionable” in proposals indicate they’re commissionable to the DMC (doesn’t affect travel agent commission calculation)
Monitor commission payments:Per booking:
  • Commission calculated automatically in proposals based on agency rate
  • See commission amount on each itinerary
  • Track against total revenue
Agency totals:
  • View total commissions owed to agency
  • Track commission history over time
  • Filter by date range or status
Reporting:
  • Generate commission reports by agency
  • Export for accounting
  • Track paid vs. outstanding
Use for: Financial tracking, partner compensation, accounting reconciliation

​
Parent/Child Relationships

Organize agency networks with hierarchical structures:

Parent Agencies

Main organizations can have:
  • Multiple child agencies (branch offices)
  • Consolidated reporting across all children
  • Shared branding options
  • Centralized management
  • Combined booking history
Example: “Luxury Travels Inc.” as parent with children “Luxury Travels - NYC”, “Luxury Travels - LA”, “Luxury Travels - Miami”

Child Agencies

Sub-agencies can:
  • Inherit parent branding (optional)
  • Use parent commission structures
  • Maintain separate contact lists
  • Have own booking history
  • Roll up to parent reporting
Example: Branch office has own agents but uses parent company’s commission rate and logo
Use parent/child relationships to organize agency networks. For example, a main agency in New York with branch offices in Boston and Philadelphia. This allows consolidated reporting while maintaining separate agent lists per location.

​
Travel Agent Contacts

Individual agents who work at agencies:

Adding Agents

Create travel agent profiles in multiple ways:
MethodWhen to UseHow It Works
During Proposal CreationQuick add while creating proposalSelect existing agent or create new, automatically linked to their agency
From Agency Detail PageAdding multiple agents to an agencyClick “Add Contact” in agency view, agent automatically associated
Travel Agents ListStandalone agent creationCreate agent first, then assign to agency
Best practice: Most common is to add agents during proposal creation - quick and automatically links them to the correct agency.
Comprehensive agent profiles include:Personal details:
  • First name and last name (required)
  • Salutation (Mr., Mrs., Ms., etc.)
  • Date of birth (optional)
  • Email address
  • Phone number
  • Address
Agency association:
  • Agency (where they work) - each agent belongs to one agency
Additional information:
  • Notes field for preferences or special requirements
  • Communication history (all emails, messages)
  • Custom fields (if configured by your admin)
  • Booking history
All fields except first and last name are optional.
Want dedicated fields for specific agent information? If you track the same types of details for all agents (like agent ID numbers, specializations, or language skills), you can create dedicated Custom Fields in Settings rather than using free-form notes. Learn how to set up Custom Fields.

​
Agency Analytics

Track performance and understand partnership value:

Agency Performance

Track agency-level metrics:
  • Total bookings from this agency
  • Total revenue generated
  • Average booking value
  • Conversion rates (proposals to bookings)
  • Growth over time
Use for: Identifying top partners, planning account management strategies

Individual Agent Stats

View agent-specific data:
  • Bookings per agent within agency
  • Revenue per agent
  • Most active agents
  • Performance comparisons
  • Individual conversion rates
Use for: Understanding who your key contacts are, recognizing top performers

Booking History

Access complete booking records:What you’ll see:
  • All proposals created for the agency (both pending and not booked)
  • All itineraries for this agency
  • Chronological history of all interactions
How to access:
  1. Click on agency name to open detail view
  2. View “Proposals” and “Itineraries” tabs
  3. See complete timeline of business relationship
Use for:
  • Understanding booking patterns
  • Preparing for sales calls
  • Referencing past successful trips
  • Identifying repeat destinations
Financial insights per agency:Metrics tracked:
  • Total revenue by agency (lifetime)
  • Revenue by time period (monthly, quarterly, yearly)
  • Commission calculations and totals
  • Payment tracking (paid vs. outstanding)
  • Revenue trends over time
Reports available:
  • Revenue by agency ranking
  • Growth trends
  • Commission summaries
  • Period comparisons
Use for: Business planning, partnership reviews, identifying VIP partners, commission reconciliation
Regularly review agency analytics to identify your top-performing partners and opportunities for deeper collaboration. Focus account management efforts on agencies driving the most value.

​
Agency Branding in Proposals & Itineraries

Use agency branding to present professionally co-branded proposals and itineraries:
Upload agency logos to feature their branding on proposals and itineraries. This creates a professional co-branded presentation that acknowledges your partnership with the travel agency.

When to Use Agency Branding

Use agency branding in:Branded proposals:
  • Agency’s logo appears alongside or instead of yours
  • Professional co-branded presentation
  • Acknowledges the partnership
Branded itineraries:
  • Trips show agency branding
  • Travellers see both brands (or agency only if white-label enabled)
  • Maintains agency relationship with end client
Two branding options:1. Co-branded (default):
  • Both your logo and agency logo appear
  • Shows partnership
  • Both brands visible to traveller
2. White-label (optional):
  • Enable “Hide branding” in proposal settings
  • Only agency logo appears
  • Your branding is hidden
  • Agency presents as if trip is entirely theirs
When to co-brand:
  • Standard B2B relationships
  • Showcase partnership
  • Both brands have value to traveller
When to white-label:
  • Agent wants to present under their own brand only
  • Agency owns complete client relationship
  • Agent specifically requests white-label
Agency logo requirements and usage:Upload requirements:
  • High-resolution logo (300 DPI minimum recommended)
  • Transparent background preferred (PNG format ideal)
  • Multiple formats supported: PNG, JPG, SVG
  • Reasonable file size (under 5MB)
How logos are used:
  • Appears on proposals when agent is selected
  • Shows on itineraries for that agency’s bookings
  • Can be co-branded (both logos) or white-label (agency only)
Enabling agency branding:
  • Upload logo in agency profile
  • Logo appears automatically when agent is selected for proposal
  • Enable “Hide branding” option in proposal for white-label mode
Best practices:
  • Use high-quality logos for professional appearance
  • Get permission to use agency branding
  • Test proposals before sending to travellers
  • Maintain updated logos as agencies rebrand

​
Search & Filter

Find agencies and agents quickly:

Search

Find agencies by:
  • Agency name (partial matching)
  • Location or city
  • Agent name (searches within agencies)
  • Contact information (email, phone)
Search tips:
  • Type partial names (“Luxury” finds “Luxury Travels Inc.”)
  • Search by location to find regional partners
  • Search agent names to find their agency

Filter Options

Narrow results by:
  • Active vs inactive agencies
  • Parent/child status (parents only, children only, or all)
  • Region or country
  • Commission tier or range
  • Has bookings vs. no bookings
  • Custom date ranges (agencies created or active within period)
Combine filters for precise results like “Active parent agencies in Europe with 10%+ commission”

​
Managing Agency Contacts

Work with agents within each agency:

Contact Management Workflow

Within each agency page:
1

View All Contacts

Click the arrow next to an agency name to expand and view all associated agents
2

Add New Contact

Click “Add Contact” button to create new agent profile for this agency
3

Edit Contact Details

Click on agent name to update information as relationships evolve
4

Assign Contact Roles

Use notes to designate primary contact, billing contact, operations contact roles
5

View Contact History

See all proposals, bookings, and communications with each agent
Track different roles for clarity:
RolePurposeWhen to Use
Primary ContactMain point of contact for bookingsThe agent who handles most communications and bookings
Billing ContactHandles invoices and paymentsFinancial/accounting person at the agency
Operations ContactManages logistics and service detailsPerson who handles trip details, confirmations, changes
Sales ContactNew business and proposalsBusiness development or sales representative
Benefits:
  • Know who to contact for what
  • Direct inquiries to right person
  • Improve response times
  • Professional communication
How to track: Add role designation in agent notes or use custom fields if configured

​
Agency Actions

Common actions you can perform:

Create

Add new agency organizations:
  • Full agency details and branding
  • Commission rates
  • Parent/child relationships

Edit

Update agency information:
  • Contact details
  • Commission rates
  • Logo and branding
  • Custom fields

Delete

Remove agencies:
  • Only if no associated bookings
  • Cannot delete agencies with history
  • Use to clean up test entries

View Details

Access complete profile:
  • All agency information
  • Analytics and metrics
  • Booking history
  • Revenue reports

View Contacts

See all agents:
  • Expand agency to view agents
  • Click agent names for details
  • See contact information

Add Agents

Create agent profiles:
  • From agency detail page
  • Automatically linked to agency
  • Add multiple agents

​
Integration with Proposals

How agencies and agents work with proposals:

Proposal Creation

When creating proposals:
  • Select travel agent from dropdown (search by name)
  • Agency information auto-populates
  • Commission rates automatically applied from agency default
  • Agency branding used automatically (co-branded or white-label)
  • Agent marked as proposal contact
Workflow: Select agent → Agency auto-fills → Commission applies → Create proposal

Communication

Streamlined messaging:
  • Contact agents directly about proposals
  • Share proposal links via email
  • Track proposal engagement (opens, views)
  • Manage follow-ups
  • Communication history logged
All communication with agents is tracked and visible in their profile and agency history
New travel agents created during proposal creation are automatically added to your contacts. Make sure to assign them to the correct agency afterward if you used quick-add. Open their profile and link them to the appropriate agency.

​
Commission Workflows

End-to-end commission management:

Setting Up Commissions

Configure commission structures step-by-step:
1

Set Agency Default

In agency profile, enter default commission percentage (e.g., 10%). This applies to all bookings from this agency unless overridden.
2

Override Per Proposal

In individual proposals, you can override the commission rate if needed for special circumstances.
3

Automatic Calculation

Commission automatically calculated in proposals based on:
  • Agency’s default rate or proposal override
  • Total proposal value
4

Review in Proposals

See commission total in proposal financials. Adjust rate if needed before confirming.
5

Track After Confirmation

Commission amount carries to itinerary. Track in analytics and reports.
Note about “Commissionable” services: When services are marked as “Commissionable” in proposals, this indicates they’re commissionable to you (the DMC), not that they add to or subtract from the travel agent’s commission. The travel agent’s commission is calculated on the total proposal value based on their commission rate.
Monitor and pay commissions:Per-booking tracking:
  • View commission amount on each itinerary
  • Based on agency commission rate
  • Track paid vs. unpaid status
Agency totals:
  • View total commissions owed to each agency
  • Filter by date range (monthly, quarterly, yearly)
  • Sort by amount owed
Reports and reconciliation:
  • Generate commission reports by agency
  • Export for accounting software
  • Mark commissions as paid
  • Track payment history
Best practice: Review and pay commissions monthly or quarterly. Keep clear records of payment dates and amounts in agency notes or your accounting system.

​
Best Practices

Relationship Management

Maintain strong partnerships:Keep data current:
  • Update contact information when it changes
  • Document agent moves between agencies
  • Maintain accurate commission agreements
  • Update logos when agencies rebrand
Communication history:
  • Track all interactions with agents
  • Document important conversations in notes
  • Review communication patterns
  • Respond promptly to agent inquiries
Regular reviews:
  • Quarterly partnership reviews with top agencies
  • Share performance analytics with partners
  • Discuss growth opportunities
  • Address any service issues
Recognition:
  • Acknowledge top-performing agents
  • Celebrate booking milestones
  • Provide excellent service to maintain relationships
Stay organized:Hierarchy structure:
  • Use parent/child for agency networks with multiple locations
  • Document contact roles in notes (primary, billing, operations)
  • Keep parent and child commissions aligned (or document differences)
Branding:
  • Upload high-quality logos for professional appearance
  • Test branded proposals before sending
  • Maintain updated branding materials
  • Get permission for logo usage
Documentation:
  • Document special agreements in notes
  • Track preferred payment terms
  • Note any service preferences or requirements
  • Record partnership history and context
Regular maintenance:
  • Review inactive agencies periodically
  • Delete test entries
  • Update commission rates annually
  • Keep agent lists current
Professional branded presentation:Logo quality:
  • Request high-resolution logos from agencies
  • Prefer transparent backgrounds (PNG)
  • Test logo appearance on proposals before sending
  • Maintain backup copies of logos
When to co-brand vs. white-label:
  • Co-brand for standard B2B relationships
  • White-label when agent requests it
  • Co-brand shows partnership value
  • White-label when agency owns client relationship completely
Coordination:
  • Communicate with agency about branding preferences
  • Get approval for logo usage
  • Maintain brand consistency
Testing:
  • Preview proposals with agency branding before sending
  • Check logo sizing and placement
  • Ensure professional appearance
  • Get feedback from agency partners

​
Permissions

Role-Based Access

Agency and agent management permissions:
ActionOwnerAdminSupervisorUser
View Agencies✓ All✓ All✓ All✓ All
Create Agencies✓✓✓✓ Limited
Edit Agencies✓ All✓ All✓ All✗
Delete Agencies✓✓✗✗
Manage Commission Rates✓✓✗✗
Upload Logos✓✓✓✗
View Analytics✓ All✓ All✓ All✓ Limited
Add Agent Contacts✓✓✓✓
Edit Agent Contacts✓ All✓ All✓ All✓ Own only
Notes:
  • All users can view all agencies and agents (company-wide visibility)
  • Users can create agents during proposal creation but cannot edit agencies
  • Only Admins can manage financial settings like commission rates
  • Supervisors and above can upload agency logos

​
Common Questions

Agency: The company or organization (e.g., “Luxury Travels Inc.”)
  • Has branding, logo, commission rates
  • Can have multiple agents working for it
  • Tracks bookings at organization level
Agent: Individual person who works at the agency (e.g., “Sarah Johnson”)
  • Has personal contact details
  • Creates individual bookings
  • Tracks performance at person level
Relationship: One agency has many agents. Each agent belongs to one agency. When you create a proposal, you select an agent (which automatically links to their agency).
Update commission rates in agency profile:
  1. Edit the agency
  2. Change the default commission percentage
  3. New rate applies to future proposals
Existing proposals:
  • Keep their original commission rate
  • Not affected by agency rate changes
  • Override manually in individual proposal if needed
Best practice: Document rate changes in agency notes with effective date. Review and update commission agreements annually.
You can only delete agencies with no booking history.If agency has bookings:
  • Cannot be deleted
  • Proposals and itineraries reference the agency
  • Historical data must be preserved
Alternative to deletion:
  • Mark as inactive in notes
  • Filter to hide inactive agencies
  • Maintain for historical reference
Can delete: Test agencies, duplicates with no bookings, incorrectly created entries
Parent agency:
  • Main organization
  • Can have multiple child agencies
  • Children roll up to parent for reporting
Child agency:
  • Branch office or sub-brand
  • Links to parent agency
  • Can inherit parent settings (commission, branding)
  • Maintains own agent list
Setting up:
  1. Create parent agency first
  2. Create child agency
  3. Select parent from dropdown
  4. Child now linked to parent
Use cases:
  • Agency with multiple locations (NYC, LA, Miami offices)
  • Holding company with multiple brands
  • Franchise operations
  • Regional offices of national agency
Yes! Use agency analytics:Per agency:
  • View total bookings and revenue
  • See all agents within that agency
  • Compare performance across agencies
Per agent:
  • Click on individual agent profile
  • View their booking history
  • See total proposals and itineraries they’ve generated
  • Compare agents within same agency
Use this data to:
  • Focus account management on top performers
  • Recognize and reward productive relationships
  • Identify struggling partnerships that need attention
  • Plan marketing and sales efforts
Co-branded (default):
  • Both your logo and agency logo appear on proposal/itinerary
  • Shows partnership between you and the agency
  • Both brands visible to traveller
  • Standard for most B2B relationships
White-label:
  • Enable “Hide branding” option in proposal settings
  • Only agency logo appears
  • Your branding is hidden
  • Agency presents trip as entirely theirs
  • Use when agent specifically requests it
How to enable white-label:
  1. Create proposal with agent selected
  2. Agency logo appears automatically
  3. Check “Hide branding” option in proposal settings
  4. Your logo is hidden, only agency logo shows
“Commissionable” in proposals refers to YOUR commission as the DMC, not the travel agent’s commission.When a service is marked “Commissionable”:
  • It means that service is commissionable to you (the DMC) from your supplier
  • It does NOT add to or subtract from the travel agent’s commission
  • The travel agent’s commission is calculated on the total proposal value based on their commission rate
Travel agent commission calculation:
  • Based on agency’s commission rate (e.g., 10%)
  • Applied to total proposal value
  • NOT affected by which individual services are marked as commissionable