> ## Documentation Index
> Fetch the complete documentation index at: https://help.odia.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Travellers

> Manage traveller profiles, track travel history, and maintain passenger information for all your trips.

## Overview

<Note>
  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.
</Note>

<CardGroup cols={2}>
  <Card title="Traveller Library" icon="users" href="#traveller-management">
    Centralized database of all travellers with comprehensive profiles and travel history
  </Card>

  <Card title="Contact Integration" icon="link" href="#linking-to-contacts">
    Link travellers to CRM contacts for unified relationship management and communication
  </Card>
</CardGroup>

## What Are Travellers?

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 Journeys

**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

## Managing Travelers

### Adding Travelers

There are three ways to add travelers to a Journey:

#### Quick Add Form

For fast data entry of new travelers:

<Steps>
  <Step title="Open Quick Add">
    In the **Travelers** tab, click **Quick Add Traveler**
  </Step>

  <Step title="Enter Basic Info">
    Fill in:

    * **First Name** (required)
    * **Last Name** (required)
    * **Email**
    * **Phone**
  </Step>

  <Step title="Save">
    Click **Add Traveler** - they're immediately added to the Journey
  </Step>
</Steps>

<Tip>
  Use Quick Add when you need to add travelers quickly during a phone call or meeting.
</Tip>

#### Search & Add Existing

Link travelers already in your system:

<Steps>
  <Step title="Open Search">
    Click **Add Existing Traveler**
  </Step>

  <Step title="Search">
    Type name, email, or phone number
  </Step>

  <Step title="Select Traveler">
    Click on the traveler from search results
  </Step>

  <Step title="Confirm">
    Traveler is added to the Journey
  </Step>
</Steps>

#### Full Traveler Form

For complete traveler profiles with all details:

<Steps>
  <Step title="Open Full Form">
    Click **New Traveler** button
  </Step>

  <Step title="Complete Profile">
    Fill in all sections:

    * Personal information
    * Contact details
    * Passport information
    * Preferences
    * Custom fields
  </Step>

  <Step title="Save">
    Click **Create Traveler**
  </Step>
</Steps>

### Traveler List View

The travelers list shows:

* **Primary traveler** (marked with star icon)
* Full name
* **Age** (calculated from date of birth, displayed next to traveler details)
* Email and phone
* Quick actions (edit, remove, set as primary)

<Note>
  **Age Display:** When a traveler has a date of birth entered, their age is automatically calculated and displayed on their traveler card. This makes it easy to identify age-appropriate services and requirements at a glance - useful for child pricing, age-restricted activities, or senior considerations.
</Note>

**Set Primary Traveler:**

1. Click the star icon next to any traveler
2. They become the primary contact for the Journey
3. Primary traveler receives all client communications

**Edit Traveler:**

1. Click the edit icon (pencil)
2. Update any information
3. Changes save automatically

**Remove Traveler:**

1. Click the remove icon (X)
2. Confirm removal
3. Traveler is unlinked from Journey (not deleted from system)

<Note>
  Removing a traveler from a Journey does not delete them from your database. They remain available for other Journeys.
</Note>

### Empty State

When no travelers are added:

* See helpful prompt to add first traveler
* Quick access to all three add methods
* Tips for traveler management

## Traveller Fields

<AccordionGroup>
  <Accordion title="Default Fields" defaultOpen={true}>
    **Standard information for each traveller:**

    | Field         | Required | Description                                                              | Visible to Traveller |
    | ------------- | -------- | ------------------------------------------------------------------------ | -------------------- |
    | First Name    | Yes      | Given name                                                               | Yes                  |
    | Last Name     | Yes      | Traveller's surname                                                      | Yes                  |
    | Display Name  | No       | Name shown on Journeys/confirmed Journeys (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 Journeys, travellers typically see names, email, and phone (if you choose to display them). Notes, date of birth, and address are for internal use only.
  </Accordion>

  <Accordion title="Notes Field" defaultOpen={false}>
    **The notes field is for any additional information:**

    **Common uses:**

    * Dietary restrictions ("Vegetarian, no dairy")
    * Special requirements ("Prefers window seats")
    * Accessibility needs ("Uses wheelchair, needs accessible accommodations")
    * 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 Journeys.

    <Tip>
      **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. <a href="/features/settings#custom-fields">Learn how to set up Custom Fields</a>.
    </Tip>
  </Accordion>

  <Accordion title="Display Names" defaultOpen={false}>
    **Display names appear on Journeys 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 Journeys |
    | 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 Journeys
    * 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.
  </Accordion>
</AccordionGroup>

## Travel History

Every traveller profile shows their complete history with your company:

<CardGroup cols={2}>
  <Card title="Trip Records" icon="clock-rotate-left">
    **View complete travel history:**

    * All past trips (confirmed Journeys)
    * Upcoming confirmed Journeys (future travel)
    * Pending Journeys (not yet confirmed)
    * Full chronological timeline

    **Use for:** Understanding traveller's experience with your company, referencing past trips when planning new ones
  </Card>

  <Card title="Travel Metrics" icon="chart-network">
    **Key metrics displayed on traveller profile:**

    * **Total Trips** - Number of confirmed Journeys
    * **Total Spent** - Lifetime value with your company
    * **Destinations Visited** - Countries or regions they've been to
    * **Member Since** - Date of first trip

    **Use for:** Identifying VIP clients, loyalty tracking, understanding traveller value
  </Card>
</CardGroup>

<AccordionGroup>
  <Accordion title="Viewing Travel History" defaultOpen={true}>
    **Access traveller's complete journey:**

    **To view history:**

    1. Click on Travellers in main navigation
    2. Click on a traveller's name to open their profile
    3. See complete list of Journeys
    4. Click on any trip to view full details

    **What you'll see:**

    * All Journeys (pending, sent, confirmed, lost)
    * All confirmed Journeys
    * Trip dates and destinations
    * Services they've used
    * Spending per trip
    * Notes and feedback from past trips
  </Accordion>

  <Accordion title="Using History for Planning" defaultOpen={false}>
    **Leverage past data to personalize new trips:**

    **Review previous confirmed Journeys:**

    * See which services they've used before
    * Avoid repeating the same experiences
    * Identify what they enjoyed (from notes)
    * Reference successful confirmed Journeys 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 Journeys 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"
  </Accordion>
</AccordionGroup>

<Tip>
  **For repeat clients:** Always reference their travel history before creating a new Journey. This helps you personalize the experience, avoid repeating activities they've done, and show that you remember their preferences.
</Tip>

## Linking to Contacts

Travellers can be linked to contacts in your CRM for unified record-keeping:

<Warning>
  **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.
</Warning>

<AccordionGroup>
  <Accordion title="Contact Association" defaultOpen={true}>
    **How to link travellers to contacts:**

    <Steps>
      <Step title="Open Traveller Profile">
        Navigate to Travellers and select the traveller you want to link
      </Step>

      <Step title="Link to Contact">
        Look for "Link to Contact" option in the traveller profile
      </Step>

      <Step title="Search or Create">
        * Search for existing contact by name or email
        * Or create a new contact if one doesn't exist
      </Step>

      <Step title="Confirm Link">
        Save the link - contact information now syncs between traveller and contact records
      </Step>
    </Steps>

    **When contact info is updated:** Changes sync between the traveller profile and contact record automatically.
  </Accordion>

  <Accordion title="When to Link Travellers to Contacts" defaultOpen={false}>
    **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
  </Accordion>

  <Accordion title="Benefits of Linking" defaultOpen={false}>
    **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 Journeys, 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
  </Accordion>
</AccordionGroup>

## Search & Filter

Find travellers quickly in your library:

<CardGroup cols={2}>
  <Card title="Search Travellers" icon="magnifying-glass">
    **Find travellers quickly:**

    * Search by name (first or last)
    * Search by email address
    * Search by phone number
    * Partial name matching (type "Smi" finds "Smith")

    **Use search when:** Creating Journeys for repeat clients, looking up specific traveller information
  </Card>

  <Card title="Filter Options" icon="filter">
    **Narrow down results:**

    * By travel status (upcoming trips, past trips, pending Journeys)
    * 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
  </Card>
</CardGroup>

<Tip>
  **Always search before creating:** Use the search function to quickly locate returning travellers when creating new Journeys. This ensures you use existing traveller records and maintain their complete history instead of accidentally creating duplicates.
</Tip>

## Managing Travellers in Journeys

<AccordionGroup>
  <Accordion title="Adding Travellers to Journeys" defaultOpen={true}>
    **When creating Journeys, you have three options:**

    | Method              | When to Use                              | How It Works                                                          |
    | ------------------- | ---------------------------------------- | --------------------------------------------------------------------- |
    | **Select Existing** | Returning clients with existing profiles | Search and select from traveller library - maintains complete history |
    | **Create New**      | First-time travellers or new contacts    | Enter full traveller details - creates new profile in library         |
    | **Quick Add**       | Time-limited situations                  | Add with just a name - expand details later in traveller library      |

    **Best practice:** Always search for existing travellers first. Creating duplicates breaks travel history continuity.
  </Accordion>

  <Accordion title="Primary Traveller" defaultOpen={false}>
    **Designating the primary traveller:**

    **What is a primary traveller?**

    * One traveller must be set as the primary contact for each Journey
    * Primary traveller receives main communications
    * Listed first on confirmed Journeys
    * Main point of contact for booking

    **Setting the primary traveller:**

    * Select "Primary" checkbox when adding travellers to Journey
    * Only one traveller can be primary per Journey
    * Can be changed if needed (e.g., if booking contact changes)

    **Who should be primary:**

    * The person making booking decisions
    * The contact person for the group
    * For couples: either one (whoever prefers to communicate)
    * For families: usually a parent
  </Accordion>

  <Accordion title="Group Travellers" defaultOpen={false}>
    **Managing multiple travellers on one Journey:**

    **Add family members together:**

    * Create or select each family member
    * All appear on the same Journey
    * Share the same services and timeline
    * Individual notes for each person

    **Track group relationships:**

    * Use notes to document relationships ("Husband of Jane Smith")
    * Link all to same contact if booked together
    * Useful for families, couples, friend groups

    **Manage group bookings:**

    * All travellers see the same Journey
    * Services show total guest count
    * Individual special requirements per traveller
    * Group pricing calculations
  </Accordion>

  <Accordion title="Traveller Count and Description" defaultOpen={false}>
    **In Journeys, you also set:**

    **Total traveller count:**

    * Number of people traveling
    * Used for pricing and capacity planning
    * Should match number of travellers added

    **Traveller description:**

    * Brief context about the group
    * Examples: "Family of 4 with two teenagers", "Honeymoon couple", "Solo adventure traveller"
    * Helps set context for the trip
    * Visible on Journeys for internal reference
  </Accordion>
</AccordionGroup>

## Traveller Actions

<CardGroup cols={3}>
  <Card title="Create" icon="plus">
    **Add new traveller profiles:**

    * From Journeys (automatic)
    * Directly in travellers section
    * Quick add with minimal info
  </Card>

  <Card title="Edit" icon="pen-to-square">
    **Update traveller information:**

    * Personal details
    * Contact information
    * Preferences and notes
    * Link to contacts
  </Card>

  <Card title="Delete" icon="trash">
    **Remove traveller records:**

    * Only if not associated with any trips
    * Cannot delete travellers with booking history
    * Use to clean up test/duplicate entries
  </Card>

  <Card title="View History" icon="list">
    **Access complete travel history:**

    * All past trips
    * Upcoming confirmed Journeys
    * Pending Journeys
    * Spending and metrics
  </Card>

  <Card title="Link Contact" icon="link">
    **Associate with CRM contact:**

    * Unified communication
    * Centralized information
    * Relationship tracking
  </Card>

  <Card title="Export" icon="download">
    **Export traveller data:**

    * For external use
    * Data portability
    * Backup purposes
  </Card>
</CardGroup>

## Integration with Journeys

<CardGroup cols={2}>
  <Card title="Journey Integration" icon="bullhorn">
    **Travellers in Journeys:**

    * Quick selection from traveller library
    * Total traveller count tracking
    * Primary traveller designation
    * Traveller description field for context
    * Add multiple travellers per Journey

    **Workflow:** Add travellers → They appear on Journey → Create automatically in library if new
  </Card>

  <Card title="Confirmed Journey Management" icon="route">
    **Travellers in confirmed Journeys:**

    * View all assigned travellers for trip
    * Update traveller information from Journey
    * **Assign travelers to individual services** - Select which travelers participate in each activity
    * Track traveller-specific requirements per service
    * Display traveller names on Journey

    **Assigning travelers to services:**

    1. Click on any service in the Journey
    2. Go to the **Travelers** tab
    3. Select travelers using the checkboxes—each shown by first and last name
    4. Guest count automatically updates based on your selection

    **Workflow:** Journey confirmed → Travellers transfer to Journey → Assign to specific services → Manage throughout trip
  </Card>
</CardGroup>

<Tip>
  **Personalization for repeat clients:** When planning repeat trips for the same travellers, reference their previous confirmed Journeys in the traveller library. This helps you personalize the experience, avoid duplicating services they've already experienced, and show you remember their preferences.
</Tip>

## Best Practices

<AccordionGroup>
  <Accordion title="Data Quality" defaultOpen={true}>
    **Maintain accurate traveller records:**

    **Always use existing profiles:**

    * Search before creating new travellers
    * Avoid duplicate profiles for repeat clients
    * Maintains complete travel history

    **Keep information current:**

    * Update contact information when it changes
    * Add notes after each trip with preferences learned
    * Update dietary/accessibility requirements
    * Verify passport expiration dates for international travel

    **Document thoroughly:**

    * Add detailed notes about special requirements
    * Record feedback from past trips
    * Note preferences discovered during travel
    * Track important dates (birthdays, anniversaries)

    **Benefits:**

    * Better personalized service
    * Fewer booking errors
    * Improved client satisfaction
    * Complete history for relationship building
  </Accordion>

  <Accordion title="Privacy & Security" defaultOpen={false}>
    **Protect traveller information:**

    **Data collection:**

    * Only collect information you actually need
    * Don't ask for passport details unless necessary
    * Minimize sensitive data storage

    **Compliance:**

    * Follow GDPR, CCPA, or local data protection regulations
    * Obtain consent for data storage and marketing
    * Provide data access/deletion upon request

    **Access control:**

    * Limit access to sensitive details to necessary team members
    * Use role-based permissions appropriately
    * Don't share traveller data externally without consent

    **Data hygiene:**

    * Regularly review and clean data
    * Delete test entries
    * Archive old traveller records per retention policies
    * Secure storage of sensitive information
  </Accordion>

  <Accordion title="Organization Tips" defaultOpen={false}>
    **Keep your traveller library organized:**

    **Naming conventions:**

    * Use consistent name formatting (First Last)
    * Don't use ALL CAPS unless that's how traveller writes their name
    * Store full legal names in First/Last fields, use Display Name for preferences

    **Linking and relationships:**

    * Link travellers to contacts when applicable
    * Document family relationships in notes
    * Track corporate/agent relationships via contact links

    **VIP and special handling:**

    * Add detailed notes for VIP travellers
    * Flag repeat clients in notes
    * Document special preferences clearly
    * Track lifetime value metrics

    **Duplicate management:**

    * Review for duplicate profiles regularly
    * Merge duplicates when found (contact support if needed)
    * Train team to search before creating

    **Tag and categorize:**

    * Use notes consistently for categorization
    * Consider custom fields for structured tags
    * Mark travel preferences clearly
  </Accordion>
</AccordionGroup>

## Permissions

<AccordionGroup>
  <Accordion title="Role-Based Access" defaultOpen={true}>
    **Traveller management permissions by role:**

    | Action              | Owner | Admin | Supervisor | User                |
    | ------------------- | ----- | ----- | ---------- | ------------------- |
    | View Travellers     | ✓ All | ✓ All | ✓ All      | ✓ All               |
    | Create Travellers   | ✓     | ✓     | ✓          | ✓                   |
    | Edit Travellers     | ✓ All | ✓ All | ✓ All      | ✓ Own Journeys only |
    | Delete Travellers   | ✓     | ✓     | ✓          | ✗                   |
    | View Travel History | ✓     | ✓     | ✓          | ✓                   |
    | Link to Contacts    | ✓     | ✓     | ✓          | ✓                   |
    | Export Data         | ✓     | ✓     | ✓          | ✗                   |

    **Notes:**

    * All users can view all travellers (company-wide visibility)
    * Users can only edit travellers in Journeys they own
    * Supervisors and above can edit any traveller
    * Only Supervisors and above can delete travellers
  </Accordion>
</AccordionGroup>

## Common Questions

<AccordionGroup>
  <Accordion title="What's the difference between a traveller and a contact?" defaultOpen={false}>
    **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:**

    * Travel agent books for 4 travellers → 1 contact (agent), 4 travellers (passengers)
    * Solo traveller books for themselves → 1 contact (them), 1 traveller (them) - can link them together
    * Corporate booker sends 10 employees → 1 contact (booker), 10 travellers (employees)

    **When to link:** Link a traveller to a contact when they're the same person or when tracking the relationship is useful.
  </Accordion>

  <Accordion title="Can I merge duplicate traveller profiles?" defaultOpen={false}>
    **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
  </Accordion>

  <Accordion title="What happens to travellers when I delete a Journey?" defaultOpen={false}>
    **Traveller profiles remain in your library** even if you delete a Journey. They're permanent records unless explicitly deleted.

    **Why:** The same traveller might be on multiple Journeys/confirmed Journeys, so deleting one Journey shouldn't affect their profile.

    **To remove travellers:** You must delete them from the Travellers section (only works if they have no associated trips).
  </Accordion>

  <Accordion title="Can travellers have multiple addresses or phone numbers?" defaultOpen={false}>
    **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
  </Accordion>

  <Accordion title="Do travellers see their own profiles?" defaultOpen={false}>
    **No.** Travellers don't log into Odia or see their profiles directly.

    **What travellers see:**

    * Their names on published Journeys
    * Contact information you choose to display
    * Services and trip details on the public Journey

    **What travellers DON'T see:**

    * Internal notes about them
    * Their full profile in your system
    * Travel history and metrics
    * Other travellers' information
  </Accordion>

  <Accordion title="How do I handle travellers with the same name?" defaultOpen={false}>
    **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.
  </Accordion>
</AccordionGroup>

## Related Documentation

* [Journeys](/features/proposals) - Adding travellers to Journeys
* [Confirmed Journeys](/features/itineraries) - Managing travellers in confirmed trips
* [Contacts](/features/contacts) - Understanding the contact system and linking
* [Settings - Custom Fields](/features/settings#custom-fields) - Creating custom fields for traveller data