> ## 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.
# Data Entry
> One of the things that makes Odia efficient is that it allows you to have all your data in one place. Data entry can be done manually or, if your data is in the right format, Odia's team can do it for you.
## 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
## Recommended Order
**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 confirmed Journeys and sending purchase orders.
## 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 Journeys. You cannot create supplier organizations while working on a Journey.
Every user permission level
Suppliers can only be added from the Suppliers section:
* Go to the **Suppliers** screen from the main menu
* 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)
## Adding a Supplier Contact
Supplier contacts are the individual people you communicate with at supplier organizations.
**Permission required:** All users can add supplier contacts
Once 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:**
* Go to the **Suppliers** screen from the main menu
* Click on a supplier organization
* Click "+ Add Contact"
**2. While working on a Journey:**
* 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
View the complete Suppliers documentation
## Adding a Travel Agency
Travel agencies are the companies that send you business - tour operators, travel agencies, and booking partners.
All user permission levels
**Option 1 — From the Travel Agents screen (recommended for pre-setup):**
* Go to **Travel Agents** from the main menu and open the **Agencies** tab
* Click **+ Add Agency**
* Fill out the agency details and save
**Option 2 — During Journey creation:**
1. Open or create a Journey 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 Journeys)
**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.
## Adding a Travel Agent
Travel agents are the individual people who work at travel agencies.
**Permission required:** All users can add travel agents
Once 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:**
* Go to **Travel Agents** from the main menu and open the **Agencies** tab
* Click on an agency
* Click "+ Add Agent"
**2. While creating a Journey (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
View the complete Travel Agents documentation
## Adding a Traveller
Travellers are the actual passengers going on trips.
**Permission required:** All users can add travellers
Travellers are the passengers, so everyone needs to be able to add them when creating Journeys.
Travellers can be added in two places:
**1. While creating a Journey (most common):**
* When creating or editing a Journey
* In the travellers section, click "Add Traveller"
* Select existing or create new
* Automatically saved to your traveller library
**2. From the Travelers screen:**
* Go to **Travelers** from the main menu
* Click "+ Add Traveller"
* Fill out traveller information
**Required:**
* First name and last name
**Optional:**
* Display name (what shows on the public Journey)
* Date of birth
* Email
* Phone
* Address
* Notes
* Custom fields
For repeat clients, always search and select existing traveller profiles to maintain complete travel history.
View the complete Travellers documentation
## Adding a Service
Services are the building blocks of your Journeys — 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 Journeys 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 Journeys but cannot create or modify the inventory.
### 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 Journey:**
1. Inside a Journey, 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 Journey at the same time
Build your Library before you start creating Journeys. The more services you have set up with good descriptions and images, the faster Journey building becomes.
### What to fill in
* **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.
* **Area** — The destination where the service is offered (e.g., "Cape Town", "Serengeti"). Used for filtering in the Library and on Journeys.
* **Headline** — A short, attention-grabbing line that appears on public Journeys (e.g., "5-star safari lodge with a private pool")
* **Description** — Detailed information about the service, visible to clients. Use the **AI button (Odi•Assist)** in the description editor to generate or enhance copy automatically — it can write from scratch, make text more luxurious, shorten, expand, or translate.
* **Images** — Add photos from three sources:
* **Unsplash** — Search and add professional stock images directly
* **Odia Gallery** — Browse images already uploaded to your workspace
* **Upload** — Upload from your computer
The first image becomes the primary image shown in Journeys. Drag to reorder.
* **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).
| Field | Visible to clients? |
| --------------- | ------------------------- |
| Title | Yes |
| Headline | Yes |
| Description | Yes |
| Images | Yes |
| Category & Area | Yes (depending on layout) |
| Tags | No — internal only |
| Internal Notes | No — internal only |
| Suppliers | No — internal only |
| Reference Codes | No — internal only |
### 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 **Suppliers & 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 Journey, 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.
### Variants
A service can have **variants** — different versions of the same service with their own price and images (e.g. room types at a hotel, or different tour tiers). Variants are managed from the **Variants tab** inside any service in the Library.
When a parent service is added to a Journey, all its variants come along automatically. On the public Journey, they appear as a visual selector — the client picks the variant they want and the price updates to match.
See the [Service Variants guide](/features/variants) for full details on creating and managing variants.
### Important: edits do not affect existing Journeys
When a service is added to a Journey, 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 Journeys are not affected**. Only future uses of the service will reflect the changes.
If you need to update a service already on a Journey, edit it directly within that Journey.
Detailed guide to managing your service inventory, filtering, content cards, and more
## 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](mailto: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.
## Summary
**Who:** Owners, Admins & Supervisors
**Where:** Library or during Journey creation
**Who:** All users
**Where:** Suppliers screen only
**Who:** All users
**Where:** Supplier page or during Journey work
**Who:** All users
**Where:** Travel Agents screen or during Journey creation
**Who:** All users
**Where:** Agency page or during Journey creation
**Who:** All users
**Where:** Travelers screen or during Journey creation