The Travellers section is your central library for all passengers who are going or have gone on trips. Manage traveller information, link to contacts, and access complete travel history for efficient trip planning and personalized service.
Travellers in Odia are the actual passengers going on trips. Each traveller has a profile that stores their information, preferences, and complete travel history with your company.Key concepts:
Traveller vs. Contact: A traveller is a passenger. A contact (in CRM) might be a travel agent, corporate booker, or the traveller themselves.
Travel history: See all past and upcoming trips for each traveller
Reusable profiles: Use existing traveller profiles for repeat clients to maintain history
Auto-creation: Travellers are automatically created when you add them to proposals
Common uses:
Track repeat clients and their preferences
Access past trip history for personalized planning
Store important information (dietary restrictions, preferences, notes)
Manage family groups and their relationships
Reference previous bookings when planning new trips
Name shown on proposals/itineraries (if different from First Last)
Yes
Date of Birth
No
Used for age-restricted bookings, age calculations
No (unless shared)
Email
No
Traveller’s contact email
Yes
Phone
No
Traveller’s contact phone number
Yes
Address
No
Traveller’s residential address
No (unless shared)
Notes
No
Additional information and preferences (internal only)
No
What travellers see: On published proposals and itineraries, travellers typically see names, email, and phone (if you choose to display them). Notes, date of birth, and address are for internal use only.
Notes Field
The notes field is for any additional information:Common uses:
Travel preferences (“Loves wildlife, not interested in museums”)
Document information (“Passport expires June 2026”)
Medical considerations (“Allergic to shellfish”)
Past feedback (“Mentioned they loved the sunset cruise last time”)
VIP status (“Repeat client - 5th trip with us”)
Notes are internal only - travellers never see this information on proposals or itineraries.
Want dedicated fields for specific information? If you find yourself repeatedly adding the same types of information to notes (like passport numbers, dietary requirements, or loyalty program numbers), 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.
Display Names
Display names appear on proposals and itineraries instead of the formal first/last name.Examples:
Stored Name
Display Name
Use Case
Robert Smith
Bob Smith
Traveller prefers nickname
Dr. Sarah Johnson
Sarah Johnson
Remove title for casual vacation proposals
William Anderson III
Will Anderson
Simplified name for easier reading
Ms. Elizabeth Brown
Elizabeth Brown
Remove formality for friendly tone
When to use display names:
Traveller prefers a nickname or shortened name
Removing formal titles (Dr., Ms., III) for vacation proposals
Simplifying complex names
Cultural name variations (e.g., using Western name vs. Chinese name)
Maintaining professionalism while being personable
If display name is empty: The system uses “First Name Last Name” automatically.
Leverage past data to personalize new trips:Review previous itineraries:
See which services they’ve used before
Avoid repeating the same experiences
Identify what they enjoyed (from notes)
Reference successful itineraries as templates
Check notes for preferences:
Dietary restrictions already documented
Special requirements from past trips
Feedback about what worked well
Things to avoid or improve
Reference spending patterns:
Understand their budget range
See what types of services they book
Identify upsell opportunities
Price new proposals appropriately
Examples:
“Last time they loved the wine tour, let’s include another culinary experience”
“They’ve been to Cape Town and Johannesburg, suggest Kruger this time”
“Previous trips averaged $5K per person, price accordingly”
For repeat clients: Always reference their travel history before creating a new proposal. This helps you personalize the experience, avoid repeating activities they’ve done, and show that you remember their preferences.
Travellers can be linked to contacts in your CRM for unified record-keeping:
Traveller vs. Contact: A traveller is the passenger going on the trip. A contact might be a travel agent, corporate booker, or the traveller themselves. Link them when they’re the same person or when tracking the relationship is useful.
Contact Association
How to link travellers to contacts:
1
Open Traveller Profile
Navigate to Travellers and select the traveller you want to link
2
Link to Contact
Look for “Link to Contact” option in the traveller profile
3
Search or Create
Search for existing contact by name or email
Or create a new contact if one doesn’t exist
4
Confirm Link
Save the link - contact information now syncs between traveller and contact records
When contact info is updated: Changes sync between the traveller profile and contact record automatically.
When to Link Travellers to Contacts
Link travellers to contacts when:The traveller books for themselves:
Individual travellers who contact you directly
Solo travellers
Couples who book their own trips
Link each traveller to their own contact record
Corporate or group bookings:
Link all travellers to the corporate contact (booker)
Track which company/agent sends which travellers
Manage B2B relationships
Family bookings:
Link all family members to the primary contact (booking parent)
Track family groups
Unified communication
Don’t need to link when:
Traveller is just a passenger (someone else booked for them)
You don’t need to communicate with them directly
They’re part of a group managed by an agent
Benefits of Linking
Why link travellers to contacts:
Unified communication history - All emails and messages in one place
Centralized contact information - Update once, syncs everywhere
Better relationship management - See complete interaction history
Track corporate or family groups - Understand booking patterns
Simplified data management - One source of truth for contact details
CRM integration - Contact records connect to proposals, communications, and traveller data
Example scenarios:
Travel agent books for multiple travellers → Link all travellers to the agent contact
Solo traveller books for themselves → Link traveller to their own contact
Corporate booker sends employees → Link employees (travellers) to corporate contact
Use search when: Creating proposals for repeat clients, looking up specific traveller information
Filter Options
Narrow down results:
By travel status (upcoming trips, past trips, pending proposals)
By linked contact (all travellers from a specific agent)
By travel frequency (number of trips)
Custom date ranges (travelled within specific period)
Use filters when: Identifying VIP clients, finding all travellers from an agent, reviewing recent clients
Always search before creating: Use the search function to quickly locate returning travellers when creating new proposals. This ensures you use existing traveller records and maintain their complete history instead of accidentally creating duplicates.
Workflow: Add travellers → They appear on proposal → Create automatically in library if new
Itinerary Management
Travellers in itineraries:
View all assigned travellers for trip
Update traveller information from itinerary
Manage guest lists per service (who’s attending which service)
Track traveller-specific requirements per service
Display traveller names on itinerary
Workflow: Proposal confirmed → Travellers transfer to itinerary → Manage throughout trip
Personalization for repeat clients: When planning repeat trips for the same travellers, reference their previous itineraries in the traveller library. This helps you personalize the experience, avoid duplicating services they’ve already experienced, and show you remember their preferences.
What's the difference between a traveller and a contact?
Traveller: The actual passenger going on the trip. Their profile tracks their travel history and personal information.Contact: A person or organization you communicate with. Could be a travel agent, corporate booker, or the traveller themselves.Examples:
When to link: Link a traveller to a contact when they’re the same person or when tracking the relationship is useful.
Can I merge duplicate traveller profiles?
Currently: Manual merging of duplicate traveller profiles is not directly available in the interface.If you have duplicates:
Contact support for help merging profiles
They can combine travel history and data
Choose which profile to keep as primary
Prevention:
Always search before creating new travellers
Train team to use existing profiles for repeat clients
Review traveller library periodically for duplicates
What happens to travellers when I delete a proposal?
Traveller profiles remain in your library even if you delete a proposal. They’re permanent records unless explicitly deleted.Why: The same traveller might be on multiple proposals/itineraries, so deleting one proposal shouldn’t affect their profile.To remove travellers: You must delete them from the Travellers section (only works if they have no associated trips).
Can travellers have multiple addresses or phone numbers?
Currently: Each traveller has one address field and one phone field.For multiple contact methods:
Use the primary contact method in the phone field
Add alternate contacts in the notes field
Consider using custom fields for structured multiple contacts
Link to contact record which may have multiple emails/phones
Do travellers see their own profiles?
No. Travellers don’t log into Odia or see their profiles directly.What travellers see:
Their names on published proposals and itineraries
Contact information you choose to display
Services and trip details on the web itinerary
What travellers DON’T see:
Internal notes about them
Their full profile in your system
Travel history and metrics
Other travellers’ information
How do I handle travellers with the same name?
Use display names or notes to differentiate:Option 1 - Display names:
John Smith Sr. (display name: John Smith Sr.)
John Smith Jr. (display name: John Smith Jr.)
Option 2 - Notes:
Add “Father - traveled 2023, 2024” in one profile
Add “Son - traveled 2025” in other profile
Option 3 - Middle initials:
John A. Smith
John B. Smith
Search carefully when selecting to ensure you pick the right person.
