Skip to main content

​
What Are Tasks?

Tasks in Odia are actionable to-do items that help you manage work and ensure nothing falls through the cracks during trip planning and operations.
Tasks can be general (not linked to anything) or linked to specific proposals, itineraries, or services. Where you create the task determines what it’s linked to.
Common uses:
  • Proposal follow-ups (“Follow up on pricing with supplier”)
  • Pre-trip preparations (“Confirm final guest count with hotel”)
  • Service coordination (“Reconfirm pickup time with driver”)
  • Follow-ups (“Send post-trip survey to traveller”)
  • Team reminders (“Update pricing for summer season”)

​
Task Types

General Tasks

To-do items not tied to anything specificCreated from: Tasks screenExamples:
  • Personal reminders
  • Administrative tasks
  • Business tasks

Proposal Tasks

Proposal-specific tasksCreated from: Inside the proposalExamples:
  • “Follow up on pricing with hotel”
  • “Send updated version to travel agent”
  • “Get approval from supplier”

Itinerary Tasks

Trip-specific tasksCreated from: Inside the itineraryExamples:
  • “Send welcome email to Smith family”
  • “Upload insurance documents”
  • “Create traveller WhatsApp group”

Service Tasks

Service-specific actionsCreated from: Inside the service details (Notes & Tasks tab)Examples:
  • “Confirm dietary restrictions with restaurant”
  • “Reconfirm pickup time with driver”
Important: Tasks are only linked to proposals, itineraries, or services when created from within them. If you create a task from the tasks screen, it will be a general task with no link to anything specific.

​
Creating Tasks

​
From Tasks Screen (General Tasks)

1

Navigate to Tasks

Click on Tasks in the main navigation
2

Click Add Task

Click the “Add Task” button in the top right
3

Fill in Details

  • Title (required) - Clear, actionable task name
  • Notes (optional) - Additional details or context
  • Execution Date (required) - When the task should be completed
  • Owner (defaults to you) - Who’s responsible
4

Save

Task appears in your tasks list and dashboard as a general task (not linked to anything)

​
From Proposal (Proposal-Specific Tasks)

1

Open Proposal

Navigate to the proposal you want to add a task to
2

Find Tasks Section

Look for the “Proposal Tasks” section or click the ”+” button near proposal tasks
3

Add Task

Click “Add Task” or the ”+” icon
4

Fill in Details

Complete the task information (title, notes, execution date, owner)
5

Save

Task is automatically linked to this proposal and appears in the proposal, tasks screen, and dashboard

​
From Itinerary (Trip-Specific Tasks)

1

Open Itinerary

Navigate to the itinerary you want to add a task to
2

Find Tasks Section

Look for the “Itinerary Tasks” section or click the ”+” button near itinerary tasks
3

Add Task

Click “Add Task” or the ”+” icon
4

Fill in Details

Complete the task information (title, notes, execution date, owner)
5

Save

Task is automatically linked to this itinerary and appears in the itinerary, tasks screen, and dashboard

​
From Service (Service-Specific Tasks)

1

Open Service Details

In an itinerary or concierge screen, click on a service
2

Go to Tasks Tab

Click on the “Notes & Tasks” tab in the service details panel
3

Add Task

Click the “Add Task” button
4

Fill in Details

Complete the task information
5

Save

Task is automatically linked to this service and its itinerary

​
Viewing Tasks

Tasks appear in multiple locations:

Tasks Screen

Central task hub:
  • View all tasks (general, proposal, itinerary, service)
  • Filter by status, owner, date
  • Search for specific tasks
  • Quick status updates
Shows all tasks across the organization

Dashboard

Personal task overview:
  • See only tasks assigned to you
  • Upcoming deadlines highlighted
  • Task status at a glance
  • Prioritize your workload
Shows only your assigned tasks

Proposal View

Proposal-specific tasks:
  • View all tasks for that proposal
  • Track proposal preparation progress
Shows only tasks created from within that proposal

Itinerary View

Trip-specific tasks:
  • View all tasks for that itinerary
  • Both itinerary-level and service-level tasks
  • Track trip preparation progress
Shows only tasks created from within that itinerary

Service View

Service-specific tasks:
  • View tasks for that particular service
  • Monitor service-level actions
  • Status indicators on service card
Shows only tasks created from within that specific service

​
Task Status

Tasks move through three statuses:
StatusDescriptionWhen to Use
To DoDefault for new tasksTask created but not started yet
In ProgressActively working on itYou’ve started working on it
CompletedTask finishedWork is done, task accomplished
Updating status:
  • Click on task to open
  • Change status dropdown
  • Save changes
  • Status updates across all views (dashboard, tasks screen, proposal, itinerary)

​
Task Assignment

Default owner: The person who creates the task Can be changed: Assign to any team member when creating or after How to assign:
  1. Create task as normal
  2. In the “Owner” field, select team member
  3. Save task
  4. Task appears on their dashboard and in their tasks view
Add clear notes when assigning tasks to others so they know exactly what needs to be done.

​
Filtering Tasks

In the tasks screen, you can filter by:
  • Status - To Do, In Progress, Completed
  • Owner - Your tasks, specific team member, all tasks
  • Date - Due today, this week, overdue, custom range
  • Type - General tasks, proposal tasks, itinerary tasks, service tasks
Combine filters: “My overdue To Do tasks” or “Team’s tasks due today”

​
Best Practices

Write Clear Task Titles

Good examples:
  • ✅ “Follow up on pricing with Serengeti Lodge”
  • ✅ “Send updated proposal version to travel agent”
  • ✅ “Confirm final guest count with hotel”
  • ✅ “Upload flight tickets to itinerary”
Poor examples:
  • ❌ “Hotel” (not actionable)
  • ❌ “Check” (too vague)
  • ❌ “Smith” (what about Smith?)
Tips:
  • Use clear, actionable language
  • Start with a verb (“Confirm…”, “Send…”, “Update…”)
  • Be specific about what needs to be done
  • Keep it concise but descriptive
Create from tasks screen when:
  • General business task not related to a proposal or trip
  • Personal reminder
  • Administrative work
Create from proposal when:
  • Task is about preparing or following up on a proposal
  • Related to getting the proposal approved or sent
  • Proposal-stage actions
Create from itinerary when:
  • Task is about preparing for or following up on a trip
  • Related to the itinerary as a whole
  • Pre/post-trip actions
Create from service when:
  • Task is about one specific service
  • Supplier coordination for that service
  • Service-specific confirmation or detail
Why it matters: Tasks are only linked to proposals/itineraries/services when created from within them. Creating in the right place ensures tasks appear where your team expects to find them.
Guidelines:
  • Set date when task truly needs completion
  • Account for dependencies
  • Consider team workload
  • Add buffer for unexpected delays
Examples:
  • Proposal tasks: When you need to follow up
  • Pre-trip tasks: 3-7 days before travel
  • Confirmations: 24-48 hours before service
  • Follow-ups: 2-3 days after trip

​
What’s Next?

Now that you understand tasks, you’re ready to start using Odia for your daily operations! Quick summary of what you’ve learned:
  • Admin setup - Configure your organization settings
  • Data entry - Add services, suppliers, and contacts
  • CRM - Manage travellers, agencies, and suppliers
  • Proposals - Create and publish quotes for travel agents
  • Itineraries - Manage confirmed trips and send purchase orders
  • Tasks - Track what needs to be done
  • Concierge - Monitor daily operations across all trips

Learn More About Tasks

View the complete Tasks documentation for detailed information about task management, filtering, and advanced features.