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Why User Permissions Matter

Different user roles can add different types of data. These permissions exist to keep control of your databases - your service inventory and CRM. This ensures data quality and prevents accidental changes to critical information. User role permissions:
  • Owners & Admins - Can add and edit everything
  • Supervisors - Can add & edit services, add service tags, suppliers, agencies, and contacts
  • Users - Can add suppliers, agencies, and contacts
Start with suppliers, then add services. Add your supplier organizations first, then when you create services, you can link suppliers to services right away. This makes it easier later when you’re working on itineraries and sending purchase orders.

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Adding a Supplier

Suppliers are the companies that provide services - hotels, tour operators, transport companies, restaurants, and other vendors.
Important: Supplier organizations must be created in the Suppliers section BEFORE they can be used in proposals or itineraries. You cannot create supplier organizations while working on a proposal.

Who can add suppliers?

Every user permission level
Suppliers can only be added from the Suppliers section:
  • Navigate to CRM > Suppliers
  • Click ”+ New Supplier” or “Add Supplier”
  • Fill out supplier organization details
Required:
  • Organization name
Recommended:
  • Service categories they provide
  • Areas where they operate
  • Email and phone
Optional:
  • Address
  • Website
  • Notes (rates, agreements, special terms)
  • Custom fields
  • Logo (Not used in Odia yet)

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Adding a Supplier Contact

Supplier contacts are the individual people you communicate with at supplier organizations.

Who can add supplier contacts?

Permission required: All users can add supplier contactsOnce a supplier organization exists, anyone can add contacts at that supplier.
Supplier contacts can be added in two places:1. From the supplier’s page:
  • Navigate to CRM > Suppliers
  • Click on a supplier organization
  • Click ”+ Add Contact”
2. While working on an itinerary:
  • When adding supplier details to a service
  • Select existing contact or create new contact
Required:
  • First name or last name
Optional:
  • Email
  • Phone
  • Role/position
  • Notes
  • Custom fields

Learn More About Suppliers

View the complete Suppliers documentation

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Adding a Travel Agency

Travel agencies are the companies that send you business - tour operators, travel agencies, and booking partners.

Who can add agencies?

All user permission levels
Option 1 — From CRM (recommended for pre-setup):
  • Navigate to CRM > Travel Agencies
  • Click + Add Agency
  • Fill out the agency details and save
Option 2 — During proposal creation:
  1. Open or create a proposal and click on the Travel Agent field
  2. Start typing the agent’s name and select Create new from the dropdown
  3. In the agent form, find the Organization field and select Create new to create the agency at the same time
  4. Fill in the agency name and details
  5. Both the agency and the agent are saved to your CRM automatically
Required:
  • Organization name
Recommended:
  • Email and phone
  • Commission tier (sets the default commission rate for all agents under this agency)
  • Logo (for branded proposals)
Optional:
  • Parent agency (if child agency)
  • Address
  • Website
  • Custom fields
Did you know? You can assign a commission tier to an entire agency from the agency’s page in CRM. When you save the tier, Odia will ask if you want to apply it to all agents under that agency — either to unassigned agents only, or to everyone. This is the fastest way to set commission rates when onboarding a new agency.

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Adding a Travel Agent

Travel agents are the individual people who work at travel agencies.

Who can add travel agents?

Permission required: All users can add travel agentsOnce an agency organization exists, anyone can add agents at that agency.
Travel agents can be added in two places:1. From the agency’s page:
  • Navigate to CRM > Travel Agencies
  • Click on an agency
  • Click ”+ Add Agent”
2. While creating a proposal (most common):
  1. In the travel agent field, type the name of the travel agent you’d like to add
  2. Click ‘Create new’ that appears in the dropdown
  3. At the top of the form, you’ll see the Organization field
  4. Click the ‘Create new’ box under Organization to create a new travel agency
  5. Fill in the agent details and the new agency will be created automatically
  6. Both the agent and organization are automatically added to your CRM
Required:
  • First name or last name
  • Travel agency (which agency they work for)
Optional:
  • Email
  • Phone
  • Notes
  • Custom fields

Learn More About Travel Agents

View the complete Travel Agents documentation

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Adding a Traveller

Travellers are the actual passengers going on trips.

Who can add travellers?

Permission required: All users can add travellersTravellers are the passengers, so everyone needs to be able to add them when creating proposals.
Travellers can be added in two places:1. While creating a proposal (most common):
  • When creating or editing a proposal
  • In the travellers section, click “Add Traveller”
  • Select existing or create new
  • Automatically saved to your traveller library
2. From the Travellers section:
  • Navigate to CRM > Travellers
  • Click ”+ Add Traveller”
  • Fill out traveller information
Required:
  • First name and last name
Optional:
  • Display name (what shows on proposal/itinerary)
  • Date of birth
  • Email
  • Phone
  • Address
  • Notes
  • Custom fields
For repeat clients, always search and select existing traveller profiles to maintain complete travel history.

Learn More About Travellers

View the complete Travellers documentation

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Adding a Service

Services are the building blocks of your proposals — accommodations, activities, transportation, dining, and any other bookable item you offer. All services live in the Library, which is your central service inventory. You build proposals by pulling services from the Library into a trip.
Permission required: Only Owners, Admins, and Supervisors can create or edit services. Regular users can view and add services to proposals but cannot create or modify the inventory.

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Where to create services

Option 1 — From the Library (recommended):
  1. Click Library in the main navigation
  2. Click + New Service in the top right
  3. Fill in the service details and save
Option 2 — While building a proposal:
  1. Inside a proposal, click + to add a service
  2. In the service panel, click Create New Service
  3. Fill in the details — the service is saved to your Library automatically and added to the proposal at the same time
Build your Library before you start creating proposals. The more services you have set up with good descriptions and images, the faster proposal building becomes.

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What to fill in

Required fields

  • Title — The service name. Make it clear and searchable (e.g., “Serengeti Luxury Lodge” not “Lodge 1”)
  • Category — The service type (e.g., Accommodation, Activity, Transport). Categories are set up by your Admin in Settings. Each service has one category.

Recommended fields

  • Tags — Internal labels for filtering (e.g., “luxury”, “family-friendly”, “adventure”). Services can have multiple tags. Tags are not visible to clients.
  • Internal Notes — Team-only notes (rates, agreements, special instructions). Never visible to clients.
  • Reference Codes — Custom codes for internal tracking or linking to external systems (e.g., accounting software, supplier codes).
FieldVisible to clients?
TitleYes
HeadlineYes
DescriptionYes
ImagesYes
Category & AreaYes (depending on layout)
TagsNo — internal only
Internal NotesNo — internal only
SuppliersNo — internal only
Reference CodesNo — internal only

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Adding supplier pricing

Once you’ve created a service, you can link it to a supplier and add cost pricing. This is what powers Odia’s automatic pricing calculation.
  1. Open the service in the Library
  2. Go to the Supplier & Pricing tab
  3. Click Add Supplier and select the supplier organization
  4. Click Add Price and fill in the cost you pay the supplier
  5. Odia automatically calculates a Default Selling Price by applying the markup percentage configured for that service’s category in Settings
When you add this service to a proposal, the system selects the correct price based on dates, passenger count, and other parameters — and the selling price is pre-filled.
Set up your category markups in Settings > Financial > Pricing Rules before adding supplier pricing. Without a markup configured, no margin will be calculated automatically.

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Important: edits don’t affect existing proposals

When a service is added to a proposal, Odia creates a copy of it at that point in time. If you later edit the master service in your Library — updating the description, images, or pricing — existing proposals are not affected. Only future uses of the service will reflect the changes. If you need to update a service already on a proposal, edit it directly within that proposal.

Full Library Documentation

Detailed guide to managing your service inventory, filtering, content cards, and more

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Data Import Service

If you have existing data in another system — spreadsheets, a previous booking platform, or another tool — the Odia team can import it for you.
Data imports are a paid service. The cost depends on the complexity and volume of your data. Contact our support team at customer@odia.app to discuss your situation and get a quote. If your data is in a compatible format, the team will handle the import process for you.

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Summary

Services

Who: Owners, Admins & SupervisorsWhere: Library or during proposal creation

Suppliers

Who: All usersWhere: CRM > Suppliers section only

Supplier Contacts

Who: All usersWhere: Supplier page or during itinerary work

Travel Agencies

Who: All usersWhere: CRM > Travel Agencies or during proposal creation

Travel Agents

Who: All usersWhere: Agency page or during proposal creation

Travellers

Who: All usersWhere: CRM > Travellers or during proposal creation