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This guide is for Owners and Admins only. If you’re a Supervisor or User, you can skip to the next section.

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Organization

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General Settings

In General Settings, you can upload your company logo and fill out your company’s contact information. This information will show up on your web proposals and web itineraries. If you leave a field empty, it will not show up on the web proposal/itinerary.
1

Go to General Settings

Navigate to Settings > Organization > General Settings
2

Upload Your Logo

Upload your organization logo. This will appear on proposals and itineraries (unless you enable white-label mode)
3

Add Contact Information

Fill out your company’s contact information:
  • Company name
  • Phone number(s)
  • Email
  • Website
Only fields you fill out will appear on your web proposals and itineraries. Leave fields empty if you don’t want them displayed.

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Branding

Customize the theme of your web proposals and itineraries to match your own branding.
1

Access Branding Settings

Go to Settings > Organization > Branding
2

Choose Your Colors

Select the colors you want to use for your proposals and itineraries
3

Preview Your Theme

See how your branding looks before saving

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Team

Set up your team members and their roles.

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User Roles

Odia has four user roles with different levels of access:
Full system control - Only one Owner per organizationUnique permissions:
  • Transfer ownership to another user
  • All permissions of Admin role
The Owner has complete access to all features and settings.
Administrative accessSettings & 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
Operational management accessContent 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
Basic operational accessWhat 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
Choosing the right role:
  • Admin - For managers who handle settings and oversee operations
  • Supervisor - For team members who create services and manage trips
  • User - For team members who only build proposals & manage itineraries

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Assigning Roles

1

Team Members Sign Up

Have team members sign up at odia.app using their work email. If their email domain matches your organization, they’ll automatically join.
2

Access User Management

Go to Settings > Organization > Team > Roles & Permissions
3

Assign Roles

Select the appropriate role for each team member based on their responsibilities
Only Owners and Admins can assign user roles.

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Terms & Policies

Add your terms and conditions and policies. These will show up on your web proposals and itineraries.
1

Go to Terms & Policies

Navigate to Settings > Organization > Terms & Policies
2

Add Your Terms

Paste your terms and conditions
3

Add Policies

Add privacy policy, cancellation policy, or any other policies you need

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Content Management

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Categories

Service categories help organize your services and make them easier to find when building proposals.
1

Go to Categories

Navigate to Settings > Content Management > Categories
2

Create Categories

Click “Add Category” and create categories based on service types you offer
3

Add Core Categories

Start with essential categories like:
  • Accommodation
  • Activities
  • Transportation
  • Dining
  • Tours & Guides
You can have as many categories as you need, but it’s recommended to have at least 10 services per category. To make subcategories, use tags. For example, for “Accommodation” create tags like “Hotel” and “Apartment”.
You can only delete a category if it has no services assigned to it. To delete a category with services, first reassign all services to a different category. Alternatively, you can edit and rename the category - all services will automatically use the new name.

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Countries & Areas

Areas are the specific locations where you offer services. These will appear on proposals and itineraries that travellers see.
1

Add Countries First

Go to Settings > Content Management > Countries & Areas and click “Add Country”
2

Add Areas Within Countries

Click “Add Area”, select the country, and add the specific location name (city, region, or destination)
3

Use Recognizable Names

Use names travellers will recognize like “Paris”, “Bangkok”, or “Cape Town” - not abbreviations or internal codes
Areas appear on itineraries that travellers see, so use clear, recognizable destination names. Add areas where you actually operate - don’t create areas with no services yet.
You can only delete a country if it has no areas assigned to it. You can only delete an area if it has no services assigned to it. To delete an area with services, first reassign all services to a different area.

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Custom Fields

Add organization-specific fields to contacts, organizations (suppliers/agencies), or purchase orders. Custom fields let you track information specific to your operations. You can add fields like passport numbers for travellers, commission rates for agencies, or room types for accommodation purchase orders.
1

Go to Custom Fields

Navigate to Settings > Content Management > Custom Fields
2

Click Add Custom Field

Click “Add Custom Field” button
3

Select Entity Type

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

Choose Field Type

Select the appropriate field type: Text, Numeric, Boolean, Date, Multi-Option, or Reference
5

Configure and Save

Enter field name, mark as required or optional, and save
Start simple with custom fields. Don’t create too many upfront - add them as you identify the need. Focus on data you’ll consistently use.

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Financial

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Pricing Rules

Set up pricing rules for your services (if applicable to your operations). Navigate to Settings > Financial > Pricing Rules to configure any automated pricing rules.

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Taxes & Commissions

Configure tax rates and commission structures. Navigate to Settings > Financial > Taxes & Commissions to set up:
  • Tax rates for different service types
  • Commission structures for travel agencies
  • Markup or margin rules

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Currencies

Add the currencies you use in your proposals.
1

Go to Currencies

Navigate to Settings > Financial > Currencies
2

Add Currencies

Click “Add a Currency” and select from the list
3

Set Default Currency

Choose which currency will be the default for new proposals
You can change the currency on individual proposals and even on individual services within a proposal if needed.
You can only delete currencies that are not being used in any proposals. If you need to delete a currency that is in use, first update all related proposals to use a different currency.

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Communications

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Email Configuration

Connect your inbox for communications sent from Odia.

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Purchase Orders

Configure purchase order settings for sending to suppliers.
1

Go to Purchase Orders

Navigate to Settings > Communications > Purchase Orders
2

Configure Mandatory Fields

In the Fields Tab, select which fields should be mandatory for each service category. Different categories can require different information.
3

Configure Email Settings

In the Settings Tab:
  • Set a default email text (you can change this when sending each purchase order)
  • Add a CC address if you want to receive copies of all purchase orders
  • Choose whether purchase orders should be sent from personal inboxes or a shared inbox
Customize mandatory fields per category to ensure suppliers receive exactly the information they need. For example, accommodation services might require “Check-in time” and “Room type”, while activities require “Pickup time” and “Difficulty level”.

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Setup Complete!

Once you’ve completed these settings, your team can start:
  • Adding services to your inventory
  • Creating suppliers and contacts
  • Building proposals for clients

View Detailed Settings Documentation

For more detailed information about all settings, check the full Settings documentation.