> ## 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.
# Admin Setup Guide
> Before your team can start using Odia, admins need to configure essential settings.
This guide is for Owners and Admins only. If you're a Supervisor or User, you can skip to the next section.
## Organization
### 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 public Journeys. If you leave a field empty, it will not show up on the public Journey.
Navigate to Settings > Organization > General Settings
Upload your organization logo. This will appear on Journeys (unless you enable white-label mode)
Fill out your company's contact information:
* Company name
* Phone number(s)
* Email
* Website
Only fields you fill out will appear on your public Journeys. Leave fields empty if you don't want them displayed.
General Settings also has an **Invoicing tab** where you can configure your company details for invoices — including the company name, logo, and bank information that appears on invoice PDFs and the public invoice view.
### Branding
Customise the visual style of your public Journeys at **Settings > Organization > Branding**. Everything here applies across **all** your organisation's Journeys — it can't be set per Journey, and only Owners and Admins can edit it. A **live preview** at the top of the page updates as you make changes.
**Colours**
| Setting | What it controls |
| -------------- | --------------------------------------------------------------- |
| **Primary** | Your main brand colour — headings, highlights, and key elements |
| **Accent** | Buttons and calls-to-action (e.g. "Get directions") |
| **Card** | Background colour of service cards |
| **Background** | Overall page background |
**Fonts**
| Setting | What it controls |
| ----------- | -------------------------------------------------------------------------- |
| **Heading** | Day titles, section headers, and service names (default: Playfair Display) |
| **Body** | Descriptions, details, and supporting text (default: DM Sans) |
Both are picked from a curated list of display and body fonts.
**Display toggles (optional)**
* **Use Button color as accent** — extends your Accent colour to tabs, price chips, and CTAs. Useful when your Primary is a neutral dark tone and you want interactive elements to stand out. When off, these use Primary.
* **Filled header** — fills the top navigation bar with your accent colour and switches the text to white, for a bold, branded look. When off, the header stays clean and white.
You can also pick a **Page Layout** to set how your Journeys are presented.
### Team
Set up your team members and their roles.
#### User Roles
Odia has four user roles with different levels of access:
**Full system control - Only one Owner per organization**
**Unique permissions:**
* Transfer ownership to another user
* All permissions of Admin role
The Owner has complete access to all features and settings.
**Administrative access**
**Settings & 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 Journeys
* Create and manage suppliers, travel agencies, and all contacts
* Send purchase orders
* View all organization data
**Operational management access**
**Content Management:**
* Create and edit services
* Create Journeys
* 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 access**
**What Users can do:**
* View services (cannot create or edit)
* Create Journeys
* 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 build Journeys and manage day-to-day operations
#### Assigning Roles
Have team members sign up at [odia.app](https://odia.app) using their work email. If their email domain matches your organization, they'll automatically join.
Go to Settings > Organization > Team
Select the appropriate role for each team member based on their responsibilities
Only Owners and Admins can assign user roles.
### Terms & Policies
Add your terms and conditions and policies. These will show up on your public Journeys.
Navigate to Settings > Organization > Terms & Policies
Paste your terms and conditions
Add privacy policy, cancellation policy, or any other policies you need
## Content Management
### Categories
Service categories help organize your services and make them easier to find when building Journeys.
Categories are displayed in a table showing each category's name and icon, how many services use it, and when it was created. Categories are grouped under **template headers** (e.g., Accommodation, Activities, Transportation) and sorted alphabetically within each group.
Navigate to Settings > Content Management > Categories
Click "Add Category". Fill in the category name, choose an icon, and assign it to a template group (required — this controls how it is grouped in the table)
Start with the service types you offer, for example:
* 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. Use the search bar at the top of the categories table to quickly find a specific category. To make subcategories, use tags — for example, under "Accommodation" create tags like "Hotel", "Lodge", or "Villa".
You can only delete a category if it has no services assigned to it. The delete button is disabled when a category is in use — the number of assigned services is shown in the Services column of the category row. To remove a category, first reassign all its services to a different category. Alternatively, rename the category — all services will automatically use the new name.
### Tags
Tags let you create subcategories and filters within your service library. They're created inline when adding them to services — type the tag name in the Tags field on any service and click "Add as new tag".
You can manage all existing tags in **Settings > Content Management > Tags**. From there you can see how many services use each tag, search across all tags, and delete any that are no longer needed.
Use tags to add detail within a category. For example, under "Accommodation" you might create tags like "Hotel", "Lodge", "Camp", or "Villa" to help designers filter services quickly when building Journeys.
### Countries & Areas
Areas are the specific locations where you offer services. These will appear on Journeys that travellers see.
Go to Settings > Content Management > Countries & Areas and click "Add Country"
Click "Add Area", select the country, and add the specific location name (city, region, or destination)
Use names travellers will recognize like "Paris", "Bangkok", or "Cape Town" - not abbreviations or internal codes
After creating an area, click the edit icon and map it to the corresponding Google Maps location. This enables interactive maps on public Journeys showing trip destinations.
Areas appear on public Journeys that travellers see, so use clear, recognizable destination names. Add areas where you actually operate - don't create areas with no services yet. **Map all your areas to Google Maps locations** when you first create them to enable interactive maps.
**About Maps on Journeys:** When areas are mapped to Google Maps locations, public Journeys can display an interactive map in the overview section showing all destinations. This helps travellers visualize the geographical scope of their trip. The map can be hidden at any time from the **Journey Designer** display settings.
You can only delete a country if it has no areas assigned to it. Areas can be archived at any time — if the area is in use, you'll see a warning showing how many services, Journeys and other records reference it. Archiving hides the area from future selection but does not affect existing records, which keep their area assignment.
### 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.
Only Admins and Owners can create, edit, or delete custom fields. This ensures consistency across your organization.
Navigate to Settings > Content Management > Custom Fields
Click "Add Custom Field" button
Choose where the field will be used:
* **Contact** (travellers, agents, supplier contacts)
* **Organization** (travel agencies and suppliers)
* **Service Category** (extra fields on the services in a category)
Select the appropriate field type: **Text**, **Number**, **Yes/No**, **Date**, **Multi Option**, or **Reference**
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.
### Purchase Order Fields
Configure which fields appear on purchase orders sent to suppliers, per service category. This is separate from the email settings — it controls the content of the PO itself.
Navigate to **Settings > Content Management > Purchase Order Fields** to:
* Select which fields to include on POs for each service category (e.g., check-in time and room type for Accommodation, pickup time for Activities)
* Add custom fields to purchase orders
* Set the display order of fields
* Mark fields as required or optional
Set up purchase order fields per category so that when you send a PO, all the information a supplier needs is already structured and consistent. Required fields must be filled out before a PO can be sent.
## Financial
### Pricing Rules
Configure how your services are priced and how commissions are structured for travel agents.
Navigate to **Settings > Financial > Pricing Rules**, which has two tabs:
**Markups tab**
Markups are what tell Odia how to calculate a selling price from a supplier cost. Once you have at least one markup configured, the pricing dialog on every Journey switches into **formula mode** — your team enters a cost and the system automatically calculates the selling price for them, with a live breakdown showing every step.
Click **Add Markup**, give it a name (e.g. "Standard 20%"), and enter the percentage.
Open a markup's menu and choose **Set as Default**. The pricing dialog pre-selects this whenever your team opens pricing for a service.
Assign different markups to specific service categories (e.g. lower for accommodation, higher for experiences). A category default overrides the global default for services in that category.
**Markup priority (highest wins):** the markup chosen in the pricing dialog → a Journey-level markup → category default → global default.
**Commissions tab**
Set up how travel agent commissions work across your organisation. Choose between two pricing methods:
| Method | How it works | Best for |
| ------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------- |
| **Commission-Exclusive (Variable Pricing)** | Commission is added on top of your net price. Each agent sees a different final price depending on their commission tier. Your margin is always protected. | DMCs who want to protect their margin regardless of agent |
| **Fixed Selling Price (Hotel-Style)** | All agents pay the same price. The price is calculated using the highest commission tier. Margin varies per agent. | DMCs who prefer a hotel-style fixed rate for all agents |
Create commission tiers (e.g., "Silver 5%", "Gold 10%") and assign them to travel agents in their CRM profile. Commission can also be toggled on/off and overridden per individual service from the pricing dialog when building a Journey.
### Currencies
Add the currencies you use in your Journeys.
Navigate to Settings > Financial > Currencies
Click "Add a Currency" and select from the list
Choose which currency will be the default for new Journeys
You can change the currency on individual Journeys and even on individual services within a Journey if needed.
The Currencies settings has two tabs: **Active Currencies** (the ones above) and **Exchange Rate Settings** (available once you have two or more currencies). On the Exchange Rate Settings tab, set the rate between any two currencies (e.g., 1 USD = 0.92 EUR) so Odia can convert costs and prices automatically across your Journeys.
You can only delete currencies that are not being used in any Journeys. If you need to delete a currency that is in use, first update all related Journeys to use a different currency.
## Communications
### Email Configuration
Connect your inbox so your team can send purchase orders and supplier emails directly from Odia. Go to **Settings > Communications > Email Configuration** to connect a shared inbox or allow team members to use their personal inboxes.
### Purchase Order Email Settings
Configure the email behaviour for purchase orders at **Settings > Communications > Email Configuration**, on the **Suppliers** tab:
* Set a default email text that pre-fills when sending a PO (your team can still edit it per send)
* Add a CC address if you want to receive copies of all purchase orders sent
* Choose whether POs are sent from personal inboxes or a shared inbox
To configure which **fields** appear on the purchase order itself (e.g. room type, pickup time), go to **Settings > Content Management > Purchase Order Fields** — that's where you control PO content per service category.
### WhatsApp
If your organisation uses WhatsApp to communicate with suppliers or clients, go to **Settings > Communications > WhatsApp**. Connect your number on the **Connected Phones** tab, and customise your default message templates on the **Templates** tab.
## Setup Complete!
Once you've completed these settings, your team can start:
* Adding services to your inventory
* Creating suppliers and contacts
* Building Journeys for clients
For more detailed information about all settings, check the full Settings documentation.