NAMA OS — User Manual (v6.0 — June 2026)

Platform: getnama.app · Support: support@getnama.app

Platform Overview
Roles & Permissions

R2 — Org Admin
R3 — Sales Manager
R4 — Ops Executive
R5 — Finance Admin
R6 — Sub-Agent
R7 — Client Portal (Customer)
DMC Supplier

Appendix: URL Reference

1. Platform Overview

NAMA OS is a multi-tenant travel agency operating system. Each travel agency (called a tenant) gets its own isolated workspace, data, and optional whitelabel subdomain (e.g., yourdomain.getnama.app).

What NAMA OS covers

Area	What it does
CRM	Leads pipeline, contacts, companies, households, client memory
Operations	Itineraries (day-by-day), bookings, group departures, traveler manifests
Commerce	Quotations, PDF generation, Razorpay deposit links, public book-now funnel
Finance	Payments, ledger, revenue reports, invoices, vendor payables, GST/TCS
Comms	WhatsApp automation, email threads, broadcast campaigns, delivery tracking
AI	Lead triage, itinerary generation, AI concierge, morning brief, client memory recall
DMC	Supplier portal for hotels/ground operators to upload rates and respond to quote requests
Storefront	Whitelabel package catalog with public book-now funnel and Razorpay deposit
Compliance	GDPR data export, deletion requests, secure per-tenant data isolation

Architecture at a glance

Web app  →  secure API  →  managed database
Every record is isolated to your agency (per-tenant data separation).

Dashboard quick-create shortcuts

The dashboard home has a Quick Create bar above the KPI cards. Use it to instantly start common workflows:

Button	What it does
+ New Lead	Opens the New Lead form pre-focused
+ New Quote	Opens a new Quotation
+ New Booking	Opens the New Booking modal

📸 Dashboard → Home

2. Roles & Permissions

NAMA OS uses a strict role hierarchy. Every user has exactly one role. Roles are assigned at invite time and can be changed by an admin.

Roles at a glance

Role ID	Name	Scope
R2	Org Admin	Full tenant minus platform tools
R3	Sales Manager	Leads, quotations, own-team reports
R4	Ops Executive	Bookings, leads (view), clients
R5	Finance Admin	Finance, reports, view clients
R6	Sub-Agent	Own leads and bookings only
R7	Client Portal	Own booking portal only
DMC	DMC Supplier	DMC home, quote inbox, rate upload

R2 — Org Admin

Who: Department heads, operations managers, or senior staff who need full agency access but not platform-level tools.

Signs in at: /login

Access table

Module	Access	Notes
Leads	Full	All team members' leads
Contacts	Full	Create, edit, merge
Quotations	Full	All quotations
Itineraries	Full
Bookings	Full
Vendors	Full
Documents	Full
Finance	Full
Reports	Company-wide
Team	Invite/remove	Cannot change own role
Data export	Yes

Top 5 workflows for R2

1. Managing the team

See Team & Org module.

2. Company-wide lead view

Go to Dashboard → Leads.
By default all leads across all agents are shown.
Filter by Assigned Agent, Status, Source, Query Type, or Temperature using the top filter bar.
Export the current view as CSV by clicking Export → CSV.

3. Reviewing quotations

Go to Dashboard → Quotations.
Sort by Created Date descending to see the latest.
Click any quotation to open the detail drawer.
Download PDF or resend to client directly from this drawer.

4. Running reports

Go to Dashboard → Reports.
Four tabs: Team Performance, Revenue by Destination, Lead Funnel, Booking Calendar.
Use the date range picker to filter by period.
Click Export to download as CSV.

5. Setting up automations

See Automations & Routines module.

R3 — Sales Manager

Who: Agents responsible for converting leads to bookings. Can see their own team's data, not the whole company.

Signs in at: /login

Access table

Module	Access	Notes
Leads	Read/write	All leads (company-wide view)
Quotations	Read/write
Contacts	Create/edit
Itineraries	Create/edit
Reports	Own team only	Not company-wide
Finance	No access
Team management	No access
Data export	No

Top 5 workflows for R3

1. Capturing a new lead

See Leads module — Step-by-step: Creating a lead manually.

2. Moving leads through the pipeline

Go to Leads and switch to Kanban view (the icon with columns at the top right).
Drag lead cards between columns: New → Contacted → Qualified → Proposal → Won/Lost.
Or open a lead and change the Status dropdown directly.

3. Creating a quotation

See Quotations module.

4. Using AI lead triage

Open any lead.
Click Triage with AI (the magic-wand icon near the top).
NAMA OS auto-fills: destination, duration, traveler count, travel style, budget estimate, triage confidence score.
Review and correct any mis-fills before saving.

5. Sending a WhatsApp message

See Comms module.

R4 — Ops Executive

Who: Team members responsible for booking execution, vendor coordination, and traveler documents.

Signs in at: /login

Access table

Module	Access	Notes
Bookings	Create/edit
Leads	View	Cannot create
Contacts	View
Itineraries	Create/edit
Vendors	View	Cannot add new vendors
Documents	Create	Vouchers, confirmations
Finance	No access
Reports	No access
Data export	No

Top 5 workflows for R4

1. Creating a booking from a quotation

See Bookings module.

2. Uploading traveler documents

Open a booking.
Click the Travelers tab.
For each traveler: click Upload Documents → choose document type (Passport, Visa, etc.) → upload file.
The system auto-extracts MRZ data from passport scans (if the image is clear).

3. Generating a voucher

See Documents module.

4. Updating the itinerary

Open a booking → click Itinerary tab.
Click Edit Itinerary to enter the builder.
Make changes to day blocks.
Click Save — the updated itinerary is visible to the client on their portal immediately.

5. Sending a booking confirmation

Open a confirmed booking.
Click Send Confirmation in the top action bar.
A PDF confirmation is generated and emailed to all traveler email addresses on file.

R5 — Finance Admin

Who: Accountants, CFOs, or finance team members.

Signs in at: /login

Access table

Module	Access	Notes
Finance	Full	Payments, ledger, invoices
Reports	Company-wide
Clients	View + export	Cannot create/edit
Leads	No access
Bookings	No access
Quotations	No access
Team management	No access

Top 5 workflows for R5

1. Recording a payment

See Finance module.

2. Generating an invoice

Go to Finance → Invoices.
Click New Invoice and select the associated booking.
The system auto-fills line items from the booking's confirmed quotation.
Adjust any line items, apply taxes from the tenant's tax configuration.
Click Generate PDF to download or Send to Client to email it.

3. Viewing the revenue ledger

Go to Finance → Ledger.
Use the date range picker and filter by Credit/Debit/All.
Each entry shows: date, reference, booking ID, amount, type (CREDIT/DEBIT), balance.

4. Exporting GST report

Go to Finance → Reports → GST Report.
Set the date range (e.g., April to June for Q1 FY).
Click Download GST Report CSV.
The CSV has one row per issued invoice with: invoice number, client name, GSTIN, taxable value, CGST amount, SGST amount, IGST amount, total tax, grand total.
Import directly into Tally, Zoho Books, or share with your CA.

5. Reconciling payments with Razorpay

Go to Finance → Payments.
Filter by Status: Pending.
For each pending payment, check the corresponding Razorpay dashboard entry.
If confirmed paid in Razorpay, click Mark as Received and enter the Razorpay payment ID.

R6 — Sub-Agent

Who: Freelance agents or junior staff who manage their own portfolio of leads.

Signs in at: /login

Access table

Module	Access	Notes
Leads	View own only	Cannot see others' leads
Bookings	View own only
Contacts	View	Cannot export
Quotations	View own
Finance	No access
Reports	No access
Data export	No

⚠️ Important: Sub-agents can only see leads and bookings that are assigned to them. Reassigning a lead to a different agent removes it from the sub-agent's view immediately.

Top 5 workflows for R6

1. Viewing my leads

Go to Dashboard → Leads.
The view is pre-filtered to show only leads assigned to you.
Click any lead to open its detail panel.

2. Creating a WhatsApp lead manually

In Leads, click + New Lead.
Fill in: Name, WhatsApp number, Destination, Travel Dates, Budget (estimate).
Set status to HOT, WARM, or COLD based on your assessment.
Click Save.

3. Following up on a lead

Open a lead.
Click the WhatsApp quick-action button to open a pre-filled message.
Or click Log Activity to record a call note or email summary.
The activity timeline on the lead tracks all touchpoints.

4. Viewing my assigned bookings

Go to Dashboard → Bookings.
All bookings linked to your leads are shown here.
Click any booking to view its itinerary, traveler details, and portal link.

5. Sharing the portal link with a client

Open a booking.
Find the Client Portal section in the right panel.
Click Copy Link to copy the unique portal URL.
Send it to your client via WhatsApp, email, or SMS.

R7 — Client Portal (Customer)

Who: The traveler/customer. Does not have a dashboard account. Accesses only their own booking portal.

Accesses via: /portal/[bookingId] — a unique, token-protected URL sent by the agency.

What R7 can see

Section	Content
Itinerary	Day-by-day trip plan
Documents	Invoice, visa letters, vouchers
Travelers	Passenger list, passport status
Payments	Deposit and balance payment status
AI Concierge	Chat with NAMA's traveler AI assistant
Feedback	5-star rating + comment (post-trip)

There is no login page for R7. The portal URL is the authentication mechanism. If a client loses their link, the agent can resend it from the booking detail page.

Using the Client Portal

Open the portal link provided by your travel agency.
The itinerary loads directly — no password needed.
Navigate using the tab bar: Itinerary · Documents · Travelers · Payments.
To chat with the AI concierge: tap the Ask NAMA button at the bottom of the screen.
The AI can answer questions about your trip, visa requirements, packing lists, and weather.
After your trip, leave feedback using the Rate Your Trip card (1–5 stars + optional comment).

⚠️ Privacy note: The AI concierge only sees your booking data. It cannot access other travelers' information. Your consent for AI assistance is requested on first use and can be withdrawn at any time.

DMC Supplier

Who: Hotels, ground operators, transport companies, or destination management companies that supply rates to agencies.

Signs in at: /login — using credentials provided by NAMA OS or self-registered as a DMC.

Home page: /dashboard/dmc/home (the standard agency dashboard is replaced by the DMC home for pure DMC tenants)

Access table

Feature	DMC-only account	DMC + Agency mode
DMC Home	Yes	Yes
Quote Inbox	Yes	Yes
Rate Upload	Yes	Yes
DMC Tasks	Yes	Yes
Leads module	No	Yes
Quotations module	No	Yes
Bookings module	No	Yes
Finance module	No	Yes

Pro tip: If your company both supplies rates to other agencies AND operates your own agency (e.g., you are an inbound DMC that also packages tours for direct clients), contact support to enable Agency mode on your account. You will then see both the full agency sidebar AND the DMC sections.

Top 5 workflows for DMC users

See DMC Portal module for full step-by-step instructions.

What it is

The entry point for new agencies to create an account and for all users to sign in.

Who can use it

Anyone with an invite link (for team members) or a public registration form (for new agency sign-ups).

Step-by-step: Register a new agency

Go to https://getnama.app and click Register (top-right nav).
Fill in: Your Name, Agency Name, Email, WhatsApp Number, Password.
Click Create Account.
You are signed in as your agency's administrator (the first user on a new account gets full administrative access).
The Onboarding Wizard launches immediately — 4 steps:

Step 1 — Your Agency: select your business type (multi-select: Agency / DMC / Tour Operator / Corporate), enter your company name, timezone, and currency.
Step 2 — See EKLA Work: a live demo of the AI triage engine — paste a raw WhatsApp enquiry and watch EKLA extract destination, budget, traveler count, and intent score in under 2 seconds.
Step 3 — Configure Workspace: describe your agency in a sentence. EKLA generates your team structure, dashboard widgets, focus destinations, and a brand kit. Review and apply with one click.
Step 4 — You're Live: your workspace is seeded with sample leads and an itinerary. Head to the dashboard.

After the wizard, the Setup Checklist widget on the dashboard guides you through: connecting WhatsApp, configuring SMTP, and inviting your team.

⚠️ Common mistake: Expecting WhatsApp setup to be part of the wizard. It is intentionally in the post-onboarding checklist — channels require a verified Meta Business Account and are easier to complete after your workspace is set up.

💡 Pro tip: If you need to re-run the onboarding wizard, contact support at support@getnama.app — the wizard can be reset for your account.

Go to https://getnama.app/login.
Enter your email and password.
Click Sign In.
You land on /dashboard — your agency workspace.

Step-by-step: Reset a forgotten password

Go to https://getnama.app/login.
Click Forgot password?.
Enter your email and click Send Reset Link.
Check your inbox for the reset email (valid for 30 minutes).
Click the link → enter and confirm your new password.
Click Set New Password → you are signed in automatically.

⚠️ Note: The reset link is single-use. If you click it twice or wait more than 30 minutes, request a new one.

Go to /login or /register.
Click Continue with Google.
Select your Google account.
If it is your first time, your account is created as R2 by default (an admin can adjust your role).
If your email is already registered, you are signed in without creating a duplicate account.

4. Module: Leads

What it is

The lead management module. Captures inbound inquiries, scores them, and tracks them through the sales pipeline from first contact to a won booking.

Who can use it

Role	Access
R2	All leads, all agents
R3	All leads (company-wide view)
R4	View only
R5	No access
R6	Own leads only

Step-by-step: Create a lead manually

Go to Dashboard → Leads.
Click + New Lead (top right) or use the Quick Create shortcut on the dashboard.
Fill in the required fields:

Name (traveler's name)
WhatsApp (with country code, e.g., +919876543210)
Destination (freetext or pick from suggestions)
Travel Dates (departure and return)
Travelers (adults, children)
Budget (approximate, per person)

Set Lead Status: HOT (ready to buy), WARM (interested), or COLD (browsing).
Set Query Type: Holiday / Flight / Visa / Hotel / Rail / Other (used for routing and AI triage).
Click Save Lead.

📸 Dashboard → Leads → New Lead form

Step-by-step: Use AI triage on a lead

Open any lead (click its name in the list).
Click Triage with AI (wand icon in the detail panel).
NAMA OS calls the AI triage engine and auto-fills:

Destination, Duration (days), Traveler count
Estimated budget per person
Travel style (Budget / Standard / Luxury)
Triage confidence score (0–100%)

Review each auto-filled field.
Correct any errors (the AI never overwrites a field you have already filled manually).
Click Save.

💡 Pro tip: For WhatsApp leads, AI triage fires automatically within seconds of a lead being created. By the time you open the lead, the fields are already populated.

Step-by-step: Use the Quick Brief (AI triage from a sentence)

Open a lead → click Generate Itinerary → the AI Generate modal opens.
At the top of the modal you will see the Quick Brief panel.
Type a single sentence describing the trip (e.g., "Honeymoon couple, Maldives, 6 nights, luxury, ₹2.5L budget").
Press Enter.
All triage fields auto-fill in under 3 seconds.
The AI itinerary generation starts immediately.

Step-by-step: Import leads from CSV

Go to Leads → Import CSV (the upload icon in the top toolbar).
Click Download Template to get the correct column headers.
Fill in your CSV file — required columns: name, email or whatsapp.
Optional columns: destination, budget, travel_dates, travelers_count, status, query_type.
Upload the filled CSV.
Review the Preview table — duplicate emails are highlighted and will be skipped.
Click Import — maximum 500 rows per import.
A summary shows how many were created, skipped (duplicates), and failed (validation errors).

⚠️ Common mistake: Importing a CSV without the WhatsApp country code. Always include + and the country code in the whatsapp column (e.g., +919876543210).

Step-by-step: Manage the lead pipeline (Kanban)

Go to Leads.
Click the Kanban icon (top right, next to List view).
Columns: New · Contacted · Qualified · Proposal Sent · Won · Lost.
Drag and drop cards between columns.
Each card shows: name, destination, travel dates, assigned agent, lead temperature.
Click a card to open the full lead detail.

Step-by-step: Bulk delete leads

Go to Leads (list view).
Click the checkbox on one or more lead rows to select them.
The action bar appears at the top — click Delete Selected.
Confirm in the dialog. Deleted leads are removed permanently.

⚠️ Warning: Bulk delete is irreversible. Only delete leads that are confirmed junk or duplicates.

Step-by-step: Merge duplicate leads

Identify two leads that are duplicates (same client, different entries).
Open either lead.
Click More Actions → Merge Lead.
Search for and select the other duplicate lead.
In the merge modal: choose which record is Primary (its data wins where both have values).
Review the merged preview — non-conflicting fields from both records are combined.
Click Confirm Merge. The secondary lead is removed; all history is transferred to the primary.

Step-by-step: Export leads to CRM (CSV)

Go to Leads.
Apply any filters (e.g., status, date range, assigned agent).
Click Export → Export CSV.
The downloaded CSV contains all 50 lead fields, including: name, email, WhatsApp, destination, budget, travel_dates, status, temperature, query_type, query_details, assigned_agent, triage_confidence, source, created_at.
Import into Salesforce, HubSpot, or Pipedrive using their CSV import tools.

Step-by-step: View due follow-ups

Go to Leads.
Click the Due Follow-ups filter tab (appears above the lead list).
This shows all leads where the follow-up date is today or overdue.
Click Follow Up on any lead to log a call note or send a WhatsApp message.

Step-by-step: View the Client Memory card

Every lead that has been in communication with your agency for at least one conversation shows a Client Memory card in the lead detail panel.

Open a lead.
Scroll to the Client Memory section in the right panel.
The card shows: preferred destinations, travel style, budget range, family composition, past trips, and any notes extracted from past conversations.
This data is built automatically from conversation history — you do not need to enter it manually.
Use it to personalise your outreach and quotation without asking the client to repeat themselves.

Lead status: HOT / WARM / COLD

Status	Meaning	Recommended action
HOT	Client is ready to book, has budget, has dates	Follow up within 4 hours
WARM	Interested but undecided	Follow up within 24 hours
COLD	Browsing, no fixed dates/budget	Drip nurture sequence

Query types

Type	Use for
Holiday	Package holiday inquiry
Flight	Flight-only or flight + hotel
Visa	Visa assistance inquiry
Hotel	Hotel-only booking
Rail	Train booking (India/international)
Other	General / unclassified

Set the query type when creating a lead or let the AI triage engine detect it automatically from the conversation.

5. Module: Contacts

What it is

The unified contact database for all clients, companies, and households. Separate from leads — a contact exists independently of any single inquiry.

Who can use it

Role	Access
R2, R3	Full CRUD + merge
R4	View + create
R5	View + export
R6	View only

Step-by-step: Create a new contact

Go to Dashboard → Contacts.
Click + New Contact.
Choose contact type:

Person — individual traveler
Organisation — company (B2B client)
Household — family unit

Fill in: Name, Email, WhatsApp, City, Country.
For a Person: add Date of Birth, Passport details (optional, stored encrypted).
Click Save Contact.

Step-by-step: Add preferences to a contact

Open a contact.
Click the Preferences tab.
Fill in: meal preferences, seat preferences, airline preferences, hotel category, special needs.
Click Save Preferences.
These preferences are automatically referenced when generating AI itineraries for this contact.

Step-by-step: Log travel history

Open a contact.
Click the Travel History tab.
Click + Add Trip.
Fill in: Destination, Travel Dates, Trip Type, Agency Rating (1–5 stars), Notes.
Click Save. Past trips appear in reverse chronological order.

Step-by-step: Use the Vault (passports, visas, loyalty programs)

Open a contact.
Click the Vault tab (the 6th tab, with a lock icon).
To add a passport:

Click + Add Passport.
Fill in: Passport Number, Country, Expiry Date.
The number is stored encrypted (Fernet AES-256) and displayed masked as •••• 1234.

To add a visa:

Click + Add Visa.
Fill in: Country, Visa Type, Issue Date, Expiry Date.

To add a loyalty program:

Click + Add Loyalty Program.
Fill in: Program Name, Member Number, Tier.

Passports and visas expiring within 90 days show an amber warning badge.

⚠️ Important: Vault data is encrypted at rest. NAMA OS staff cannot read your clients' passport numbers in plain text. The masked display (•••• 1234) is intentional and correct.

Step-by-step: Merge duplicate contacts

Go to Contacts and find the two duplicate entries.
Select the checkbox on both rows.
Click Merge Selected in the action bar.
In the merge modal: choose which record is the Primary (data from the primary is kept where both have values).
Review the merged preview.
Click Confirm Merge. The secondary contact's leads and bookings are reassigned to the primary.

6. Module: Quotations

What it is

The quotation builder. Create itemized price proposals, generate professional PDFs, and collect deposit payments via Razorpay.

Who can use it

Role	Access
R2	Full CRUD
R3	Create/edit/send
R4	View only
R5	View only
R6	View own

Step-by-step: Create a quotation

Go to Dashboard → Quotations.
Click + New Quotation or use the Quick Create shortcut on the dashboard.
Link to a lead by typing the lead's name in the Lead search box.
Fill in:

Title (e.g., "Maldives 6N/7D — Overwater Villa")
Travel Dates
Number of Travelers
Base Currency (defaults to tenant's currency)

Add line items by clicking + Add Line Item:

Category: Flights / Hotels / Transfers / Activities / Meals / Miscellaneous
Description, Unit Cost, Quantity, Markup %
GST Rate (per line — e.g., 5% for land transport, 18% for hotels)
Land Component toggle (marks items subject to TCS threshold calculation)
The system calculates Sell Price and Margin automatically.

Apply tax if configured (Settings → Tax Config).
Click Save Quotation.

📸 Dashboard → Quotations → New Quotation

Step-by-step: Use a quote template

Save time by starting from a pre-built template for common products.

Go to Dashboard → Quotations.
Click + New Quotation → Load from Template.
Browse your saved templates (or the platform defaults).
Click Use Template on your chosen one.
The template's line items, inclusions, exclusions, and terms are pre-filled.
Edit the destination, dates, traveler count, and any amounts.
Click Save Quotation.

To save a quotation as a template:

Open any quotation.
Click More Actions → Save as Template.
Enter a template name (e.g., "Bali 7N Standard") and click Save Template.

Step-by-step: Use the Rate Grid Picker

The Rate Grid Picker lets you apply vendor-contracted rates directly to quotation line items without manually looking up your rate cards.

In a quotation, click + Add Line Item.
Click the Pick from Rate Grid icon (grid icon next to the Unit Cost field).
The Rate Grid Picker modal opens — select:

Vendor (e.g., Taj Coral Reef Maldives)
Season (High / Shoulder / Low)
Occupancy variant (Single / Double / Triple / Child)

The modal shows matching rates with markup, sell price, and validity dates.
Click Apply Rate on the row you want.
The line item's Net Cost, Markup %, and Sell Price are auto-filled from the selected rate cell.
The rate cell is recorded as the source on the line item for provenance tracking.

💡 Pro tip: Use the Rate Grid Picker on every line item where you have a contracted vendor rate. It ensures consistent pricing and makes margin analysis accurate.

Step-by-step: View live FX rates

Open any quotation.
In the top section, click the FX Rates chip (e.g., "1 USD = ₹83.42").
A panel shows the current exchange rates for all currencies your line items use.
Rates refresh from the live exchange rate API every hour.
Use these rates when manually converting costs quoted in foreign currencies.

Step-by-step: Auto-populate line items from an itinerary

When a quotation is linked to an itinerary, you can pull the itinerary's day blocks directly into the quotation as line items — no manual re-entry.

Create or open a quotation and link an itinerary.
Click Auto-fill Line Items from Itinerary in the line items section.
NAMA OS reads all hotel, transfer, activity, flight, and meal blocks from the itinerary and creates a corresponding line item for each one.
Each line item inherits the block's description and, where a rate card is locked, the net cost and markup.
Review and adjust any amounts.
Click Save Quotation.

Step-by-step: Add inclusions, exclusions, and terms

Open a quotation.
Scroll to the Inclusions / Exclusions / Terms section (below line items).
Inclusions — enter what is covered (e.g., "Daily breakfast, all airport transfers, guided city tour").
Exclusions — enter what is not covered (e.g., "International flights, visa fees, travel insurance").
Terms — enter your payment and booking conditions.
These three fields appear as a formatted section at the bottom of the PDF quotation.

Step-by-step: Create tiered package quotations

Offer your client multiple options (e.g., Standard / Deluxe / Premium) in a single quotation.

Open or create a quotation.
Click + Add Tier at the top of the line items section.
Name the tier (e.g., "Standard", "Deluxe", "Honeymoon Suite").
Each tier has its own independent set of line items, total, and margin.
Add as many tiers as you need (recommended: 2–3).
In the PDF, tiers are presented as a comparison table so the client can choose.
When the client selects a tier, mark it as Accepted Tier — the booking and invoice use that tier's total.

Step-by-step: Download quotation as PDF

Open a quotation.
Click Download PDF in the top action bar.
The server generates a PDF using WeasyPrint — your agency logo, colors, and contact details are included if configured in Settings → Organization.
The file downloads immediately as Quotation-[ID].pdf.

Step-by-step: Send quotation to client

Open a quotation.
Click Send to Client.
In the modal:

Verify the client's email address.
Add an optional personal message.
Toggle Include PDF Attachment (on by default).

Click Send. The client receives a branded email with the PDF attached and a link to view it online.

Step-by-step: E-sign stub (request signature)

Open a quotation in Proposal Sent status.
Click Request Signature (e-sign CTA in the bottom panel).
The client receives an email with a link to review and sign.
Once signed, the quotation status updates to Accepted and a signed PDF is attached to the record.

⚠️ Note: E-sign is currently a guided workflow (sends a Resend email with a review link). Full digital signature integration is on the roadmap.

Step-by-step: Create a Razorpay deposit link

Open a quotation in Proposal Sent or later status.
Click Deposit Link in the payment section.
In the modal:

The amount defaults to 25% of the quotation total.
Adjust the amount if needed.

Click Create Payment Link.
Copy the Razorpay link and share with the client via WhatsApp or email.

GST and TCS on quotations

Field	What it does
GST Rate (per line)	Tax rate for that item — applied in the tax breakdown
Land Component (toggle)	Marks an item as a land-only component for TCS threshold calculation
TCS	Tax Collected at Source: 20% on international land package components exceeding ₹7L per PAN per FY. NAMA calculates this automatically based on the client's FY booking total.

💡 Pro tip: Mark all hotel, activity, and transfer line items as Land Component if the booking is a packaged tour without flights. This ensures TCS is calculated correctly on the land-only portion.

7. Module: Itineraries

What it is

The day-by-day trip builder. Create detailed itineraries with hotel, transport, and activity blocks. Supports vendor rate lookup, AI generation, version history, and expense tracking.

Who can use it

Role	Access
R2, R3	Full CRUD
R4	Create/edit
R5	No access
R6	No access

Step-by-step: Create an itinerary manually

Go to Dashboard → Itineraries.
Click + New Itinerary.
Fill in: Title, Destination, Start Date, End Date, Number of Days (auto-calculated), Lead (optional).
Click Create. The day-by-day builder opens.
For each day: click + Add Block and choose type:

Hotel — enter hotel name, room type, check-in/out
Transfer — origin, destination, vehicle type
Activity — description, duration, notes
Meal — breakfast/lunch/dinner specification
Flight — airline, flight number, departure/arrival times
Note — freeform day note or reminder
Image — embed a photo in the itinerary
Map — embed a map location
Free Time — unstructured time block

Drag and drop blocks within a day or between days to reorder.
Click Save Itinerary.

Step-by-step: Look up vendor rates

In the itinerary builder, click on a Hotel or Transfer block.
In the block editor (right panel), click Look Up Rate.
The system searches your vendor rate cards for matching rates by destination and travel date.
If a match is found, it shows the net rate, markup, and sell price.
Click Apply Rate to lock the rate to the block.
A Rate Locked badge appears on the block card.

Step-by-step: Generate an itinerary with AI

Open a lead or go to Itineraries → + New Itinerary.
Click Generate with AI (the wand icon).
The AI Generate modal opens. If the lead already has triage data, the fields are pre-filled.
Adjust if needed: Destination, Duration, Style (Budget / Standard / Luxury), Special Requests.
Click Generate Itinerary.
In under 2 minutes, NAMA OS assembles a full day-by-day itinerary.
Review, edit, or regenerate individual days.
Click Save to Library.

💡 Quick Brief shortcut: Type a single sentence at the top of the modal (e.g., "Family of 4, Bali, 8 nights, standard, July") and press Enter. All fields fill automatically.

Step-by-step: Use version history

NAMA OS saves a snapshot every time you save an itinerary. You can browse and restore any prior version.

Open an itinerary.
Click Version History (clock icon, top right of the builder).
A panel opens showing all saved snapshots with: timestamp, author, and a summary of changes.
Click Preview on any snapshot to see its content.
To restore a version: click Restore this Version.
Confirm the restore — the current version is automatically saved as a snapshot before restoring, so you can always go back.

Step-by-step: View expense breakdown by category

Open an itinerary.
Click the Expenses tab in the Workbench panel (right rail).
The breakdown shows total cost per block category: Hotels, Transfers, Activities, Meals, Flights.
Each category shows: total net cost, total sell price, and margin %.
Use this to check that your margin targets are met before converting to a quotation.

Step-by-step: Use the itinerary in a quotation

Open a quotation.
In the Itinerary section of the quotation, click Link Itinerary.
Select from your saved itineraries or click Create New.
The itinerary is linked — it appears in the PDF quotation and on the client portal.

8. Module: Bookings

What it is

Bookings are confirmed trips. Created from a won quotation, they hold the traveler manifest, all documents, the portal link, and the financial record.

Who can use it

Role	Access
R2	Full CRUD
R3	View
R4	Create/edit
R5	View (financial data only)
R6	View own

Step-by-step: Create a booking from a quotation

Open a quotation in Accepted or Won status.
Click Convert to Booking in the top action bar.
Confirm the conversion in the dialog — this creates a new booking linked to the quotation.
You are taken to the new booking's detail page.

Step-by-step: Create a new booking directly

Go to Dashboard → Bookings.
Click + New Booking or use the Quick Create shortcut on the dashboard.
Fill in: Lead (search by name), Destination, Travel Dates, Number of Travelers.
Link or create an itinerary.
Click Create Booking.
Add travelers using the Travelers tab.

Step-by-step: Add travelers to a booking

Open a booking.
Click the Travelers tab.
Click + Add Traveler.
Choose: From Contacts (link an existing contact) or New Traveler (enter details fresh).
Required: Name, Date of Birth, Passport Number, Passport Expiry.
Optional: Seat preference, meal preference, emergency contact.
Repeat for all travelers.
Click Save Manifest.

⚠️ Passport expiry warning: NAMA automatically shows a banner on bookings where any traveler's passport expires within 6 months of the travel date. Address this before confirming the booking — most destinations require at least 6 months of passport validity.

Step-by-step: Generate an invoice

Open a confirmed booking.
Click Generate Invoice in the financial panel.
NAMA OS pulls line items from the linked quotation.
Review amounts and tax (GST/TCS if applicable).
Click Download Invoice (PDF) or Send Invoice to email it to all travelers.

Step-by-step: Send the client portal link

Open a booking.
In the right panel, find the Client Portal card.
The portal URL looks like: https://getnama.app/portal/[bookingId]?token=[token]
Click Copy Link or click Send via WhatsApp to forward it directly.
The client can open this link on any device without logging in.

Step-by-step: View fulfillment readiness

The Fulfillment Readiness card on a booking shows how prepared the trip is for departure:

Open a booking.
Find the Fulfillment Readiness card in the right panel.
The readiness ring shows a percentage (0–100%) based on:

Traveler manifest complete
All passports uploaded
All vouchers generated
Invoice sent
Deposit paid
Portal link shared

Click any incomplete item to jump directly to that step.

Booking statuses

Status	Meaning
Draft	Being assembled, not yet confirmed
Confirmed	Fully booked, portal visible to client
In Progress	Trip is currently underway
Completed	Trip finished
Cancelled	Booking cancelled; refund process may be open

9. Module: Vendors

What it is

Your supplier database. Hotels, airlines, ground transport companies, activity operators. Vendors have rate cards that feed into itinerary pricing.

Who can use it

Role	Access
R2	Full CRUD
R3	View + rate lookup
R4	View
R5	No access
DMC	Can publish own rates to marketplace

Step-by-step: Add a vendor

Go to Dashboard → Vendors.
Click + New Vendor.
Fill in: Name, Category (Hotel / Transport / Activity / Airline / Misc), Country, City, Contact Name, Email, Phone.
Optional: Website, Terms, Credit Limit.
Click Save Vendor.

Step-by-step: Add a rate card to a vendor

Open a vendor record.
Click the Rates tab.
Click + Add Rate.
Fill in:

Season (High / Shoulder / Low)
Valid From / To dates
Room/Service Type
Net Rate (your cost price)
Markup % (your margin)
Sell Rate (auto-calculated)
Child pricing (if applicable): child net rate, child age range

Click Save Rate.

Step-by-step: Import rates from CSV/Excel

Open a vendor → Rates tab.
Click Import Rates → Download Template.
Fill in your rate spreadsheet using the template columns.
Upload the file (CSV or .xlsx).
The system matches columns using flexible alias detection (e.g., "Net Price" maps to cost_net).
Review the preview table.
Click Import — existing rates with matching season+date range are updated; new ones are added.

Step-by-step: Browse the NAMA marketplace

Go to Vendors → Rate Marketplace tab.
Browse APPROVED supplier rates listed on the NAMA network.
Filter by: Destination, Category, Season.
Click Snap Rate on any card to copy it into your own vendor library.
The snapped rate appears in your rate cards and is available for itinerary lookups.

⚠️ Privacy note: When you view a marketplace rate, you see only the gross (sell) price. The supplier's net cost is always hidden from you.

10. Module: Documents

What it is

Server-side PDF generation for all travel documents: quotations, invoices, vouchers, booking confirmations, visa letters.

Who can use it

Role	Access
R2	Full
R3	Generate + download quotation PDFs
R4	Generate + download operational docs
R5	Generate + download invoices
R6	View only

Step-by-step: Generate a hotel voucher

Open a confirmed booking.
Click the Documents tab.
Click + Generate Document → select Hotel Voucher.
Choose the hotel from the itinerary blocks.
Verify: check-in date, room type, guest names, special requests.
Click Generate PDF — the voucher is created server-side using WeasyPrint.
Download and send to the hotel, or upload to the client portal directly.

Step-by-step: Generate a booking confirmation

Open a confirmed booking.
Click Send Confirmation in the top bar.
The system auto-generates a confirmation PDF covering: passenger list, travel dates, itinerary summary, payment status.
The PDF is emailed to all travelers on the manifest.

Document types available

Document	Generated from	Who receives it
Quotation PDF	Quotation record	Client (via email or portal)
Invoice	Booking + payment data	Client (via email or portal)
Hotel Voucher	Booking + itinerary	Hotel supplier + client
Transfer Voucher	Booking + itinerary	Transport supplier + client
Activity Voucher	Booking + itinerary	Activity operator + client
Booking Confirmation	Full booking	Travelers (all emails)
Visa Support Letter	Booking + traveler data	Client (for visa application)

11. Module: Finance

What it is

The financial backbone: payment records, double-entry ledger, invoice management, GST reporting, vendor payables, and revenue reporting.

Who can use it

Role	Access
R2, R5	Full access
R3, R4, R6	No access

Step-by-step: Record a payment received

Go to Dashboard → Finance → Payments.
Click + Record Payment.
Select the Booking it applies to.
Fill in: Amount, Currency, Payment Date, Method (Bank Transfer / Razorpay / Cash / Cheque).
Enter a Reference (bank transaction ID, Razorpay payment ID, etc.).
Click Save Payment.
The ledger is automatically updated with a CREDIT entry.

Step-by-step: View the ledger

Go to Finance → Ledger.
Use the date range picker and currency filter.
Each row shows: Date, Description, Booking Reference, Debit, Credit, Running Balance.
Click any row to see the full transaction detail.
Click Export to download as CSV for your accountant.

Step-by-step: Export the GST report (GSTR-1 ready)

Go to Finance → Reports.
Click the GST Report tab.
Set the From Date and To Date (e.g., April 1 – June 30 for Q1 FY).
Click Download GST Report CSV.
The report has one row per issued invoice:

Column	What it contains
Invoice Number	Your sequential invoice number
Invoice Date	Date issued
Client Name	Billing client name
Client GSTIN	Client's GST number (if entered)
Taxable Value	Invoice amount before tax
CGST Amount	Central GST (intra-state transactions)
SGST Amount	State GST (intra-state transactions)
IGST Amount	Integrated GST (inter-state/international)
Total Tax	Sum of all GST components
Grand Total	Taxable value + total tax

Import into Tally, Zoho Books, or share with your CA for filing.

Step-by-step: View vendor payables

Go to Finance → Vendor Payables.
The screen shows all amounts owed to suppliers — grouped by vendor.
Each row shows: Vendor Name, Booking Reference, Due Date, Amount, Status (Pending / Overdue / Paid).
Click any row to see the associated booking and line items.
To record a payment to a vendor: click Record Payment on the row.
Fill in: Amount Paid, Payment Date, Payment Method, Reference.
Click Save. The payable status updates to Paid.

Step-by-step: Generate a vendor payment from a booking

Open a confirmed booking.
Click the Supplier Payments tab.
Click + Generate Payable — NAMA creates payable records for each supplier in the itinerary.
Review amounts (pulled from rate card net costs).
Click Save Payables.
The payables now appear in Finance → Vendor Payables.

Invoice dunning (automatic payment reminders)

NAMA OS sends automatic payment reminder emails to clients with outstanding invoices:

24-hour skip window: No reminder is sent within 24 hours of a previous reminder (prevents spam).
Tracking: The last_reminder_at timestamp is stored on each invoice so the dunning logic knows when the last reminder went out.
To view reminder history: Open any invoice → click Reminder History tab.
To pause reminders: Open the invoice → toggle Pause Reminders OFF.

Step-by-step: Run a revenue report

Go to Finance → Reports.
Select report type:

Revenue Summary — total revenue, cost, margin by period
Agent Commission — earnings per agent
Payment Aging — outstanding balances by age
Revenue by Destination — top destinations by revenue

Set the date range.
Click Generate Report.
View on-screen or click Export CSV.

Step-by-step: Set up tax configuration

Go to Settings → Tax.
Enable the tax toggle.
Set: Tax Name (e.g., "GST"), Tax Rate (e.g., 18%), Applies To (all line items or specific categories).
Click Save.
All new quotations will include this tax line automatically.

12. Module: Comms

What it is

All client communications in one place: WhatsApp messages, email threads, inbound leads from social, and outbound broadcast campaigns with delivery tracking.

Who can use it

Role	Access
R2, R3	Full
R4	View + send
R5	No access
R6	View own conversations

Step-by-step: Send a WhatsApp message from a lead

Open a lead.
Click the WhatsApp quick-action button (the green icon near the client's name).
A pre-filled message appears (template: greeting + trip reference).
Edit the message as needed.
Click Send. The message is delivered via Meta's Cloud API.
The message is logged to the lead's activity timeline.

Step-by-step: View a WhatsApp conversation thread

Go to Dashboard → Comms.
The inbox shows all active conversations, sorted by most recent message.
Threads with unread messages show a blue dot badge on the avatar.
Click any conversation to open the thread.
Reply by typing in the text box at the bottom and pressing Enter or clicking Send.
The thread is linked to the associated lead automatically.

Step-by-step: Search conversations

Go to Dashboard → Comms.
Click the Search bar above the conversation list.
Type a name, phone number, or message keyword.
Matching conversations are filtered in real time.
Click any result to open the thread.

Step-by-step: Mark conversations as read

Open a conversation thread.
Click the Mark as Read button (checkmark icon, top right of the thread).
The blue dot badge disappears on that thread.
Alternatively: in the conversation list, hover any unread thread and click the ✓ quick-action.

Step-by-step: Send an email from a booking

Open a booking.
Click the Comms tab.
Click + Compose Email.
The To field is pre-filled with traveler emails from the manifest.
Subject and body are free-form.
Click Send. The email goes via your configured SMTP or NAMA's Resend relay.
Replies land in the Comms → Email inbox and are threaded to the booking.

Step-by-step: Send a broadcast WhatsApp campaign

Go to Dashboard → Marketing (Broadcast).
Click + New Broadcast.
Choose or create a template (NAMA has 4 preset templates: Welcome, Quotation Follow-up, Booking Confirmation, Re-engage).
Add variables: {name}, {destination}, {travel_date} — these are replaced per recipient.
Choose recipients by: status, source, temperature, or individual selection.
Set schedule: Send Now or pick a future date/time.
Click Confirm & Send.
After sending, the campaign card shows a Delivery Rate chip:

Emerald chip (≥90% delivered)
Amber chip (<90% delivered)

Go to Settings → Channels → WhatsApp.
Click Connect with Meta — this opens the Meta Embedded Signup flow in a popup.
Log in to Facebook Business Manager when prompted.
Select or create your WhatsApp Business Account and phone number.
Complete the on-screen steps; Meta sends a one-time code to verify ownership.
Once authorised, NAMA receives your credentials automatically — the channel status shows Connected.

⚠️ Note: You must have a verified Meta Business Account and a WhatsApp Business API number. Contact NAMA support if you need help with Meta Business Verification.

Go to Settings → Channels → WhatsApp.
Click "Enter credentials manually" (the link below the Connect with Meta button).
A form appears with two fields:

Phone Number ID — find this in Meta Developer Console → your WhatsApp Business App → API Setup
Access Token — a temporary (60-day) token, or a permanent System User token from Meta Business Manager → Settings → System Users

Enter both values and click Save Credentials.
NAMA verifies the token with Meta in real time. A green ✓ means it is valid and messages can flow.

💡 Pro tip: System User tokens (from Meta Business Manager → System Users) can be set to never expire — recommended for production use so you never get a surprise disconnection.

13. Module: Automations & Routines

What it is

Rule-based automation engine, scheduled routines, and AI-powered triage that run automatically in the background.

Who can use it

Role	Access
R2	Full configuration
R3	View automation logs + run results
R4, R5, R6	No access

Step-by-step: Enable automated follow-up reminders

Go to Dashboard → Automations.
Find the Follow-up Reminders section.
Toggle Enable Automated Reminders ON.
Configure the rules:

Cold leads (3 days): sends a digest email to the assigned agent for leads with no activity in 3 days.
New leads (1 day): reminds agents about leads not yet contacted after 24 hours.
Stale qualified (7 days): reminds agents about qualified leads with no proposal sent in 7 days.

Click Save Rules.
To run reminders immediately (without waiting for the scheduler): click Run Now.

Step-by-step: Read the last-run result badge

Each automation rule card shows a last-run result badge to help you know if the rule ran successfully.

SUCCESS (green) — the rule ran and processed N leads (e.g., "✓ 12 leads").
FAILED (red) — the rule encountered an error on the last run.
The badge shows the relative time (e.g., "2 hours ago").

If a rule shows FAILED, click the card to see the error message. Common causes: invalid template variable, SMTP connection issue.

Step-by-step: Set up a custom NAMA Routine

Go to Dashboard → Automations → Routines.
Click + New Routine.
Name your routine (e.g., "Weekly Lead Summary") and add an optional description.
Set the trigger: Scheduled (cron-style) or On Event (lead created, booking confirmed, etc.).
Click + Add Step to open the step catalog. Available action types:

Action	What it does
Send WhatsApp	Sends a WhatsApp message to a contact or lead
Send Email	Dispatches an email to a specified address or role
Update Lead Status	Changes a lead's pipeline stage automatically
Create Task	Creates a follow-up task assigned to a team member
Delay	Waits a specified number of hours before the next step runs
AI Summarise	Generates an AI summary of leads or activity and appends it to the email
Send Notification	Sends an in-app notification to a selected user or role

Reorder steps using the ↑↓ arrows. Delete a step with the × button.
Click Save and Activate (or Save as Draft to activate later).

WhatsApp AI auto-triage (automatic)

When a new lead arrives via WhatsApp, NAMA OS automatically runs AI triage in the background within seconds of the lead being created. You do not need to do anything — by the time you open the lead, the destination, duration, traveler count, budget estimate, and travel style are already filled in.

💡 Pro tip: The auto-triage only fills blank fields. If you manually enter a destination before the auto-triage finishes, your value is kept and the AI does not overwrite it.

14. Module: Holidays

What it is

A package catalog of pre-built holiday products that your agency offers. Packages can be published to your whitelabel storefront.

Who can use it

Role	Access
R2	Full CRUD + publish
R3	View + create drafts
R4, R5, R6	No access

Step-by-step: Create a holiday package

Go to Dashboard → Holidays.
Click + New Package.
Fill in:

Title (e.g., "Golden Triangle — 7N/8D")
Destination
Duration (nights)
Category (Honeymoon / Family / Adventure / Cultural / Solo)
Price Starts From (per person, double occupancy)
Inclusions (flights, hotels, meals, transfers — checkboxes)
Cancellation Policy
Itinerary — link an existing itinerary or create inline
Cover Image — upload or search from the content library

Click Save as Draft.

Step-by-step: Add seasonal pricing to a package

Open a holiday package.
Click the Pricing tab.
Click + Add Season.
Fill in: Season Name (e.g., "Peak — Dec/Jan"), Date Range, Price Per Person (double), Single Supplement, Child Price.
Add as many seasons as needed (Peak / Shoulder / Off-Peak).
Click Save Pricing.

Step-by-step: Publish a package to the storefront

Open a holiday package in Draft status.
Review all details.
Click Publish to Storefront.
The package appears on your whitelabel storefront immediately (e.g., yourdomain.getnama.app).
Visitors can inquire directly — inquiries create leads automatically.

💡 Book-Now Funnel: When a visitor clicks Book Now on your storefront, they go through a booking funnel: select dates → enter traveler count → pay 25% deposit via Razorpay. This creates a lead, auto-generates a quotation, and holds seats automatically.

15. Module: Group Departures

What it is

Manage group tours with scheduled departure dates, seat capacity, pricing, and atomic seat allocation. When a client books seats on a departure, their payment holds those seats and automatically decrements supplier allotments.

Who can use it

Role	Access
R2	Full CRUD
R3	View + seat allocation
R4	View
R5	No access
R6	No access

Step-by-step: Create a group departure

Go to Dashboard → Holidays.
Open the holiday package you want to run a group departure for.
Click the Departures tab.
Click + New Departure.
Fill in:

Departure Date — date the group travels
Return Date
Total Seats — total capacity for this departure
Minimum Seats — minimum bookings to guarantee the departure (e.g., 10)
Status — SCHEDULED (not yet guaranteed) / GUARANTEED (min seats met) / DEPARTED / CANCELLED
Pricing — cost per person (double, single supplement, child)

Click Save Departure.

Step-by-step: Allocate seats to a client

Open a departure.
Click + Allocate Seats.
Search for the lead or contact.
Enter: Number of Adults, Number of Children.
Click Hold Seats.
NAMA performs an atomic seat check:

If seats are available → seats are held and an allocation record is created.
If the departure allotment has a cutoff date (D-x rule) that has passed → a 409 error is shown ("Allotment cut off — contact supplier").

The departure's available seat count decrements immediately.
A WhatsApp/email confirmation is sent to the client automatically.

💡 Supplier allotment auto-decrement: When seats are held on a departure, NAMA simultaneously decrements the corresponding rooms from your supplier contract allotment. If the supplier allotment is exhausted before the departure is full, a warning is shown.

Step-by-step: Set up the book-now funnel for a departure

Open a departure.
Toggle Accept Online Bookings ON.
A public Book Now link is generated for this departure.
Copy and share the link (storefront, WhatsApp, email, social media).
When a client clicks the link:

They select the number of adults/children.
They enter their name and contact details.
They pay 25% deposit via Razorpay.
NAMA creates a lead + quotation automatically with status Proposal Sent.
Seats are held pending payment confirmation.

Once Razorpay confirms payment, the seat hold is converted to a confirmed allocation.

Step-by-step: Cancel a seat allocation

Open a departure → Allocations tab.
Find the allocation you want to cancel.
Click Cancel Allocation.
Confirm in the dialog.
The released seats are immediately available again.
If the supplier allotment was decremented, it is incremented back automatically.

Departure statuses

Status	Meaning
SCHEDULED	Created, bookings open, minimum seats not yet met
GUARANTEED	Minimum seat threshold met — departure is confirmed
DEPARTED	Group has traveled
CANCELLED	Departure cancelled; refunds may be in process

Step-by-step: Allocate service providers (drivers, guides)

Open a departure → Service Allocations tab.
Click + Add Service Allocation.
Choose a vendor (e.g., a transport company or guide).
Enter service details: type, date, notes.
Click Save.
NAMA generates a Driver/Guide Capability Link — a unique public URL you can share with the service provider. They can view their schedule and confirmation details without a login.
Copy the link from the allocation row and send it via WhatsApp.

16. Module: Storefront Packages

What it is

Your agency's public-facing whitelabel website. Powered by NAMA OS, accessible at {your-org-code}.getnama.app or your custom domain.

Who can use it

Role	Access
R2	Manage, publish, unpublish
Visitors (public)	View packages, submit inquiries, book online

Step-by-step: Manage published packages

Go to Dashboard → Storefront.
All published packages are listed with their live URL, inquiry count, and publish date.
To unpublish a package: click Unpublish on the package card — it is removed from the storefront immediately.
To reorder packages on the storefront: drag the rows up or down in the list.
To preview how the storefront looks: click Preview Site (opens {your-subdomain}.getnama.app in a new tab).

Step-by-step: Customize storefront branding

Go to Settings → Storefront → Branding.
Upload your Logo (PNG or SVG, max 1MB).
Choose your Brand Color (primary, used for buttons and highlights).
Enter your Agency Tagline (shown below the header).
Click Save Branding. Changes appear on the storefront immediately.

17. Module: Team & Org

What it is

User management, role assignment, and org chart visualization for your agency.

Who can use it

Role	Access
R2	Can invite R3–R6
R3–R6	View org chart only

Step-by-step: Invite a new user

Go to Dashboard → Org & Control → Team tab.
Click + Invite User.
Fill in: Email, Full Name, Role (R2–R6), Department, and Designation (optional but recommended — sets up the org chart automatically).
Click Send Invite.
The invited user receives an email with a setup link (valid for 14 days).
When they click the link and set a password, they appear as Active in the team list.

💡 Pro tip: You can resend the invite at any time by clicking the Resend Invite button next to any Pending team member.

💡 Bulk invite: For 5+ team members, use Bulk Import CSV (Org & Control → Team → Bulk Import CSV). Format: Full Name, Email, Role, Department, Designation. See Section 28 for a complete walkthrough with a sample CSV.

Step-by-step: Change a user's role

Go to Org & Control → Team.
Find the user in the team table.
Click the Role dropdown on their row.
Select the new role.
Click Confirm Role Change. The change takes effect immediately — the user's next page load will reflect the new permissions.

Step-by-step: Remove a user

Go to Org & Control → Team.
Click the trash icon on the user's row.
Confirm the removal in the dialog.
The user's account is deactivated. Their historical leads and bookings remain assigned to them in the system but are now read-only.

⚠️ Common mistake: Removing a user does not reassign their leads. Reassign open leads to another agent before removing the user.

Step-by-step: Use the role permission builder

Go to Org & Control → Role Builder tab.
Select a role from the left panel (R2–R6).
Toggle individual permissions on or off for this tenant (overrides default platform permissions).
Click Save Permissions.

⚠️ Note: Role overrides affect all users with that role in your tenant. Use per-user overrides in Settings → Team → [User] for exceptions.

18. Module: Settings

What it is

All configuration for your agency: profile, currency, tax, email/SMTP, integrations, outbound webhooks, and AI provider keys (BYOK).

Who can use it

Role	Access
R2	Most settings (cannot change billing)
R3–R6	Profile settings only

Step-by-step: Set your organization profile

Go to Settings → Organization.
Fill in: Agency Name, Registered Address, Phone, Website, GST/Tax Number.
Upload your logo (shown on all PDF documents).
Set your Base Currency.
Click Save.

Step-by-step: Configure SMTP (send from your own email domain)

Go to Settings → Channels → Email.
Click + Configure SMTP.
Choose a preset: Gmail / Outlook / Zoho (or enter custom SMTP details).
Fill in: SMTP Host, Port, Username, Password.
Click Test SMTP — a test email is sent to your address. Check your inbox.
If the test passes: click Save SMTP Config.
Optionally configure IMAP for reply ingestion (incoming replies appear in Comms → Email threads).

Step-by-step: Test an outbound webhook

Go to Settings → Integrations → Webhooks.
Find the webhook you want to test in the list.
Click the Test button (⚡ icon) on the webhook row.
NAMA sends a test payload to your webhook URL.
A result badge appears on the row:

"✓ Test sent" (emerald) — your endpoint received the payload.
"✗ Test failed" (red) — your endpoint returned an error or was unreachable.

The badge auto-clears after 4 seconds.

💡 Pro tip: Test your webhooks after any URL change or server deploy. A failed test usually means the URL has changed or the server is down.

Step-by-step: Connect API integrations

Go to Settings → Integrations.
Available integrations:

Razorpay — payment links and webhooks
WhatsApp Cloud API — inbound/outbound messaging
Facebook Lead Ads — inbound leads from Facebook
Instagram DM — inbound DMs as leads
Webhooks — custom outbound webhooks on NAMA events

Click Connect on the integration you want to set up.
Follow the auth flow (OAuth or API key entry).
Once connected, the integration status shows as Live with a green dot.

Step-by-step: Set up outbound webhooks (Zapier/CRM)

Go to Settings → Integrations → Webhooks.
Click + New Webhook.
Enter the destination URL (your Zapier webhook URL, CRM endpoint, etc.).
Select which events to send: lead.created, lead.status_changed, booking.confirmed, etc.
Click Save.
All selected events will now POST a signed JSON payload to your URL.

💡 Webhook payloads are HMAC-SHA256 signed. Verify the X-NAMA-Signature header in your receiving endpoint to confirm authenticity.

Step-by-step: Configure your AI provider (BYOK)

NAMA's AI features run on Groq by default — completely free. If you want higher rate limits, specific models, or your own API cost tracking, you can bring your own key.

Default behaviour (no action needed):

NAMA uses the platform's shared Groq key automatically. All AI features work out of the box at no cost to you.

To use your own AI provider key:

Go to Settings → API Keys.
Click + Add Key.
Choose your provider:

Provider	Popular models
Groq	Llama 3.3 70B, Mixtral 8x7B
OpenAI	GPT-4o, GPT-4o-mini
Anthropic	Claude Sonnet 4.6, Claude Haiku 4.5
OpenRouter	Any model via OpenRouter routing
Mistral	Mistral Large, Mistral 7B
Cohere	Command R+
Together AI	Llama, Qwen, Falcon
DeepSeek	DeepSeek-V3
Gemini	Gemini 1.5 Flash, Gemini 2.0

Paste your API key and click Validate & Save. NAMA makes a test call to confirm the key is valid.

Step-by-step: Track AI usage and set cost alerts

Go to Settings → API Keys.
Click the Usage tab.
You will see a usage summary: total calls, estimated cost (in USD), model breakdown, and daily trend.
To set a Cost Alert:

Click Set Cost Alert.
Enter a threshold (e.g., "$5 per month").
Click Save Alert.

When your monthly AI spend crosses the threshold, NAMA sends an email to the admin.

Step-by-step: Pin an AI model

Pin a specific model to ensure all AI operations in your workspace use that model, regardless of the platform default.

Go to Settings → API Keys.
Click Pin Model.
Select a provider and model from the dropdown.
Click Save Pin.
All AI calls (itinerary generation, triage, replies, morning brief) will use the pinned model until you remove the pin.

19. Module: DMC Portal

What it is

A dedicated workspace for Destination Management Companies and hotel/ground operators to upload their rate cards and respond to quote requests from agencies on the NAMA network.

Who can use it

DMC Supplier role users only. Accessed at /dashboard/dmc/home.

Step-by-step: Upload hotel/service rates (CSV)

Sign in and go to DMC Home → Rate Upload (/dashboard/dmc/home → Rates tab).
Click Download Rate Template to get the CSV format.
Fill in your rate sheet: property name, room type, season, valid dates, net rate, gross rate, child pricing.
Set is_public = true for rates you want visible on the NAMA marketplace. Leave false for invite-only rates.
Upload the CSV.
Review the preview — errors are highlighted row by row.
Click Upload Rates. Rates are live immediately.

Step-by-step: Submit a rate for marketplace exposure

If your tenant has marketplace seller access enabled:

Go to Vendors → Your Rate Cards.
Open any rate card.
Click Submit for Marketplace.
Fill in a Sell Price (the gross price agencies will see — your net cost remains hidden).
Click Submit.
The rate is submitted for review. Once approved, it appears on the marketplace.

Note: Self-publishing is disabled when marketplace seller mode is on. All rates go through the approval flow.

Step-by-step: Respond to a quote request

Go to DMC Portal → Quote Inbox (/dashboard/dmc/quote-inbox).
New quote requests from agencies appear here with: destination, travel dates, room type, number of rooms, pax count.
Click View Request on any open request.
Review the agency's requirements.
Enter your quoted rate, availability, and any conditions.
Click Submit Quote.
The requesting agency receives your quote in their Vendors → Marketplace panel.

Step-by-step: Manage DMC tasks

Go to DMC Portal → Tasks.
Tasks are created automatically when: a quote is accepted, a booking is confirmed with your services, or a payment is overdue.
Click a task to open it.
Update the status: Open → In Progress → Completed.
Add notes or attachments.
Click Save Task.

20. Module: Customer Portal

What it is

A mobile-first, client-facing booking portal. Your clients access it without logging in — the unique URL is their key.

Who can use it

R7 (Client Portal users) — your travelers, via the link you send them.

What the portal shows

The portal has four main tabs:

1. Itinerary

Day-by-day view of the complete trip
Hotel details, activity descriptions, transfer times
Downloadable PDF version

2. Documents

Invoice (PDF download)
Hotel vouchers
Visa support letters
Any documents uploaded by the agency

3. Travelers

Passenger list with travel dates
Passport validity status (warning shown if expiry is within 90 days of travel)
Emergency contact information

4. Payments

Deposit paid/outstanding
Balance due date
Payment status (Pending / Partially Paid / Paid)

Step-by-step: Use the AI concierge (as a traveler)

Open your portal link.
Tap the Ask NAMA button (floating button, bottom of screen).
The AI concierge opens in a chat window.
On first use: review the consent notice and tap I Agree to enable AI.
Ask any question about your trip:

"What's the weather in Santorini in September?"
"Do I need a visa for Greece with an Indian passport?"
"What should I pack for a Maldives trip?"
"What is the check-in time at the hotel on Day 3?"

The AI can answer general travel questions and specific questions about your booking.

⚠️ Privacy note: The AI concierge is rate-limited to 30 messages per 24 hours per booking.

Step-by-step: Leave feedback (as a traveler)

After your trip, the portal shows a Rate Your Trip card:

Open your portal link.
Scroll to the Rate Your Trip section (shown after the trip's return date).
Click the number of stars (1–5) that reflects your experience.
Optionally type a comment in the text box.
Enter your name.
Click Submit Feedback.
Your agency receives the feedback in the booking record.

Step-by-step: Download your itinerary (as a traveler)

Open the portal link.
Go to the Itinerary tab.
Tap Download PDF at the top of the tab.
The PDF is generated and downloaded to your device.
Save it for offline use — it is identical to the version your agency sent you.

21. Module: Morning Brief

What it is

A daily email digest sent to agency admins every morning at 9 AM. Covers: KPI snapshot, HOT leads requiring follow-up, upcoming departures, team performance highlights, and an AI-narrated summary.

Who can use it

Role	Access
R2	Configure + receive
R3, R4, R5, R6	No access

Step-by-step: Enable the Morning Brief

Go to Dashboard → Routines.
Find the Morning Brief panel at the top of the page.
Toggle Email Morning Brief ON.
NAMA sends the brief to your account's email address every day at 9 AM (your agency's timezone).
The panel also shows Last Sent timestamp so you know it's working.

Step-by-step: Send the Morning Brief now (manual trigger)

Go to Dashboard → Routines → Morning Brief panel.
Click Send Now.
NAMA collects today's signals (leads, departures, KPIs) and narrates them using Groq AI.
The brief is dispatched to your email immediately.
A 5-minute cooldown applies — you cannot trigger it again for 5 minutes.

What the Morning Brief contains

Section	Contents
KPI Snapshot	Today's leads created, quotes sent, bookings confirmed, revenue
Hot Leads	Leads marked HOT with no activity in the last 24 hours
Upcoming Departures	Group departures in the next 7 days with seat counts
Team Highlights	Top-performing agent of the day
AI Narration	A 2–3 sentence Groq-generated summary of key priorities for the day

22. Module: Client Memory

What it is

A semantic memory layer that stores and recalls client preferences, travel history, and conversation insights. Built on pgvector embeddings — every conversation message is indexed so NAMA can recall relevant context without you having to search for it.

Who can use it

Role	Access
R2, R3	Full (automatic — no setup needed)
R4, R5, R6	Read-only view in lead detail

How it works

Client Memory is automatic. Every time a client sends a message (WhatsApp, email, portal chat):

NAMA extracts travel preferences, budget signals, family composition, and intent from the message.
These insights are stored as semantic vectors (multilingual-e5-small embeddings).
When you open a lead, the Client Memory card surfaces the most relevant recall: top destinations, travel style, preferred accommodation, past trip notes.
When you generate an AI itinerary for this client, the memory is automatically injected so the AI knows their preferences without you having to re-enter them.

Step-by-step: View the Client Memory card

Open any lead that has had at least one conversation.
Scroll to the Client Memory section in the right panel.
The card shows:

Top Destinations — countries/cities mentioned in conversations
Travel Style — Budget / Standard / Luxury (inferred from message content)
Budget Range — approximate range mentioned across conversations
Travel Companions — solo / couple / family / group (inferred)
Special Notes — dietary restrictions, mobility needs, or preferences mentioned

Memory is updated in real time as new messages arrive.

Step-by-step: View memory analytics

Go to Settings → Client Memory (or the Memory tab on the lead detail).
The analytics panel shows:

Total memories stored for this client
Top recalled preferences (how often each preference type is recalled)
Last updated timestamp

Memory is deduplicated automatically — if the same preference is mentioned multiple times, it is stored once with increasing confidence.

Step-by-step: Recall a memory during AI generation

Open a lead.
Click Generate Itinerary.
In the AI Generate modal, the Client Memory section shows the preferences that will be injected.
Uncheck any preference you want to exclude for this itinerary.
Click Generate — the AI uses the selected memory to personalise the day-by-day plan.

💡 Example: If NAMA remembers "Client prefers 5-star hotels and dislikes long drives," the generated itinerary will prioritise premium properties and minimize transfer times automatically.

23. Module: Compliance

What it is

Tools to handle data privacy obligations: GDPR Article 17 deletion requests, DPDP (India's Digital Personal Data Protection Act) reporting, and audit log exports. Your data is isolated per tenant with database-level security controls.

Who can use it

Role	Access
R2	Own tenant compliance only
All users	Can submit their own data export/deletion request from profile

Step-by-step: Process a data deletion request (admins)

Go to Dashboard → Compliance → Data Deletion Requests.
Pending requests appear in the table with: requester name, email, request date, status.
Click Review on a request.
Read the requester's reason (if provided).
Click Approve Deletion to proceed, or Reject with a reason.
On approval: the requester's email is immediately scrubbed to deleted-{uid}@redacted and their name to [deleted]. All associated PII is queued for full deletion.
The requester is notified by email of the outcome.

⚠️ Important: Deletion is irreversible. Approve only after confirming there are no outstanding financial obligations (unpaid invoices) attached to the account.

Step-by-step: Export your own data (any user)

Go to your Profile (top-right avatar → Profile).
Click Download My Data.
A JSON export is generated covering: your profile, all leads you created or are assigned to, bookings, contacts you created, communications you sent.
The file downloads immediately.

Step-by-step: Request your own data deletion (any user)

Go to your Profile → Privacy tab.
Click Request Account Deletion.
Enter a reason (optional).
Click Submit Request.
Your email and name are scrubbed from the active user record immediately.
Your agency admin receives a notification to action the full deletion.

24. Module: Whitelabel Storefront

What it is

Your Whitelabel Storefront is your agency's public-facing website, hosted automatically at yourdomain.getnama.app. Visitors see your logo, brand colours, packages, and an inquiry form — they never see NAMA OS. Leads submitted through the storefront arrive directly into your NAMA CRM.

Who can use it

Role	Access
R2	Full setup and customisation
R3	Preview only
R4, R5, R6	No access

Your storefront URL

Every NAMA tenant gets a subdomain automatically at registration:

https://yourorgcode.getnama.app

Where yourorgcode is the org code set during registration. Find yours at Settings → Organization → Org Code.

Step-by-step: Customise your storefront branding

Go to Settings → Branding.
Upload your Logo (PNG, SVG, ≤ 2 MB).
Upload a Favicon (32×32 PNG or ICO).
Set your Brand Colours: Primary, Accent, Background, Text.
Click Save Branding.
Preview: click Preview Site or open yourorgcode.getnama.app in an incognito window.

Step-by-step: Apply a design preset

Go to Settings → Branding → Design Presets.
Browse the gallery — hover a preset to see a live thumbnail.
Click Apply on your chosen preset. Brand colours update immediately.
Fine-tune any colour after applying.
Click Save.

Step-by-step: Publish packages to your storefront

Go to Dashboard → Holidays.
Open any package.
Toggle Published → ON.
The package appears on your storefront within seconds.
To promote a package to the Featured row: toggle Featured → ON.

Step-by-step: Set up a custom domain

Go to Settings → Workspace → Custom Domain.
Enter your domain (e.g., www.youragency.com).
At your registrar, add a CNAME record for www pointing to the target shown in Settings → Workspace → Custom Domain.
Email support (support@getnama.app) to complete domain verification.
Once verified (1–24 h for DNS propagation), your storefront goes live at your custom domain.

How storefront inquiries arrive in your CRM

When a visitor submits the Plan a Journey form or clicks Book Now on your storefront:

A new Lead is created in NAMA CRM automatically.
Source = WEBSITE.
Name, email, WhatsApp, destination, travel dates, and group size are pre-filled.
NAMA's AI auto-triage fires within seconds.
For Book Now leads: a quote is auto-generated at the listed price, and a 25% deposit Razorpay link is sent to the client via WhatsApp and email.

25. Keyboard Shortcuts & Tips

Shortcut	Action
`Cmd/Ctrl + K`	Open Global Search
`Cmd/Ctrl + N`	New Lead (from Leads page)
`Esc`	Close any modal or drawer
`/`	Focus the search bar (from any list page)

Global Search

Press Cmd + K from anywhere in the dashboard. Type to search across:

Leads (by name, destination, or phone)
Contacts
Bookings (by ID or client name)
Itineraries (by title or destination)
Vendors

Results appear grouped by type. Press Enter or click to navigate.

Pro tips

💡 Quick Create shortcuts. The dashboard home has + New Lead, + New Quote, and + New Booking shortcut buttons above the KPI cards. Use them to skip navigating to the respective modules.

💡 Quick Brief is the fastest way to start an itinerary. Instead of filling all triage fields, type one sentence in the AI Generate modal and press Enter. The entire form fills in under 3 seconds.

💡 Version history saves you from accidental edits. If you accidentally rearrange or delete itinerary blocks, open Version History and restore the last saved snapshot.

💡 Vault expiry warnings. The Contacts Vault tab shows amber warnings on passports and visas expiring within 90 days of today. Review before booking — a client with an expiring passport can cause a booking to be refused at check-in.

💡 WhatsApp lead auto-triage. Inbound WhatsApp leads are auto-triaged the moment they land. You do not need to click anything. Check the lead after a few seconds and the fields will already be populated.

💡 Razorpay deposit link + WhatsApp in one click. After creating a payment link from a quotation, click the WhatsApp icon next to the link to send it as a WhatsApp message directly to the lead's number. No copy-paste needed.

💡 Rate locked badge. An itinerary block showing a "Rate Locked" badge means that block's cost is pulled from your vendor rate card. If you update the rate card, re-lock the block to pick up the new rate.

💡 Webhook test button. After setting up a webhook, use the ⚡ Test button in Settings → Integrations → Webhooks to verify your endpoint is receiving payloads before you depend on it for live data.

💡 Morning Brief Send Now. The Morning Brief panel in Dashboard → Routines has a Send Now button for a manual trigger. Use it after completing a big day to get an instant summary before your team meeting.

26. Troubleshooting

Cause: Your browser loaded a cached version of the dashboard before your user session was ready.
Fix: Hard-refresh the page (Cmd + Shift + R on Mac / Ctrl + Shift + R on Windows). If the issue persists, sign out and back in.

The portal link I sent to my client says "Not Found"

Cause: The booking may have been cancelled, or the token in the URL was truncated.
Fix: Go to the booking → Client Portal section → copy the link fresh using the Copy Link button. Do not type the URL manually.

My WhatsApp messages are sending but not being received

Cause: WhatsApp Cloud API requires an active Meta Business Account and an approved message template for outbound messages to non-opted-in numbers.
Fix: Contact NAMA support. In the meantime, use WhatsApp's click-to-chat URL (https://wa.me/{phone}) for manual outreach.

The AI itinerary generation is taking more than 5 minutes

Cause: Groq (the free AI provider) may be experiencing high load, or your BYOK provider key may have hit its rate limit.
Fix: Close the modal and try again. If the issue persists, check Settings → API Keys to verify your AI provider key is valid (or clear it to fall back to the free Groq default).

I get a "Quotation Conflict (409)" error when saving

Cause: Someone else (or an automated agent) edited the same quotation since you opened it.
Fix: Refresh the quotation page, review the latest version, make your changes again, and save.

PDF generation fails or downloads an empty file

Cause: WeasyPrint (the PDF engine) occasionally fails on unsupported characters or very long itineraries.
Fix: Check for any unusual characters in descriptions. If the itinerary has more than 20 days, try generating the PDF in sections.

I cannot log in after resetting my password

Cause: The reset link may have been used twice or expired.
Fix: Request a new reset link at /login → Forgot password?. Each link is valid for 30 minutes and is single-use.

My Razorpay payment link shows "Demo URL" instead of a real link

Cause: The Razorpay API keys are not configured for your account.
Fix (admins): Go to Settings → Integrations → Razorpay and enter your Razorpay Key ID and Key Secret. For live mode, use rzp_live_... keys.

Seat allocation on a departure shows "Allotment Cut Off (409)"

Cause: The supplier contract allotment for this departure has a D-x release cutoff date that has passed. The supplier's rooms are no longer available under the contracted rate.
Fix: Contact the supplier directly to confirm availability at spot rates, or cancel and create a new departure with a new supplier contract.

The Webhook Test shows "✗ Test failed"

Cause: Your receiving endpoint returned a non-2xx response, or the URL is unreachable.
Fix: Check that your server is running and the URL is correct. In Zapier, ensure the Zap is turned on. In custom endpoints, check that your server returns a 200 response. Re-test after fixing.

The Morning Brief is not arriving

Cause: The brief is enabled but AI narration or email delivery may not be fully configured yet.
Fix (admins): Contact support to confirm your AI and email settings are connected. In the meantime, use the Send Now button to manually trigger a test delivery.

Appendix: URL Reference

Page	URL
Main login	`https://getnama.app/login`
Registration	`https://getnama.app/register`
Founding member signup	`https://getnama.app/#founding-members`
Resend invite link	`https://getnama.app/founding-members/resend-link`
Dashboard home	`https://getnama.app/dashboard`
Leads	`https://getnama.app/dashboard/leads`
Contacts	`https://getnama.app/dashboard/contacts`
Quotations	`https://getnama.app/dashboard/quotations`
Itineraries	`https://getnama.app/dashboard/itineraries`
Bookings	`https://getnama.app/dashboard/bookings`
Vendors	`https://getnama.app/dashboard/vendors`
Finance	`https://getnama.app/dashboard/finance`
Comms	`https://getnama.app/dashboard/comms`
Broadcast / Marketing	`https://getnama.app/dashboard/marketing`
Automations	`https://getnama.app/dashboard/automations`
Routines + Morning Brief	`https://getnama.app/dashboard/routines`
Holidays	`https://getnama.app/dashboard/holidays`
Storefront (Admin)	`https://getnama.app/dashboard/storefront`
Reports	`https://getnama.app/dashboard/reports`
Team & Org	`https://getnama.app/dashboard/org`
Settings	`https://getnama.app/dashboard/settings`
Settings → API Keys (BYOK)	`https://getnama.app/dashboard/settings?tab=api-keys`
Compliance	`https://getnama.app/dashboard/compliance`
User Manual (web)	`https://getnama.app/manual`
DMC Home	`https://getnama.app/dashboard/dmc/home`
DMC Quote Inbox	`https://getnama.app/dashboard/dmc/quote-inbox`
Public Status	`https://getnama.app/status`
Client Portal	`https://getnama.app/portal/[bookingId]`

27. Setting Up Your Agency Team (Step-by-Step)

Who this is for: Agency owners and admins setting up a new NAMA OS workspace for a team of 5–50 people. Uses Holiday Merchants as a worked example throughout.

Time required: Under 20 minutes for a team of 14.

Step 1 — Register & Create Your Workspace

Go to getnama.app/register
Select your plan — Voyager is recommended for agencies with 10+ staff
Fill in: Full Name, Company Name, Business Email, Password
Click Start Free Pilot — you land as the workspace owner (R2_ORG_ADMIN)
Complete the 4-step onboarding wizard: AI Setup → WhatsApp → Team → Go Live

Holiday Merchants example: VK registers at /register, selects Voyager, enters "Holiday Merchants" as the company name. He is now the workspace owner.

Step 2 — Create Your Departments

Navigate to: Dashboard → Org & Control → Structure tab

Create these departments in order (most senior first). Leave the "Head" blank for now — assign after that person joins.

Department	Head (assign later)	Purpose
Leadership	VK	Directors and AGM
Pre Sales	Alina	Pre-sales enquiry handling
Sales	Simran	Quotations and bookings
Operations	Naresh	Booking operations
Team Celebration	Geeta Bhatt	Events and celebrations
Accounts	Pushkar	Finance and reconciliation

How to create a department:

Click + New Department
Enter the department name
Leave "Head" blank for now
Click Save
Repeat for each department

Step 3 — Create Designations (Job Titles)

Navigate to: Dashboard → Org & Control → Structure tab → Designations tab

Designation	Rank Level	Meaning
Director	10	Most senior (lowest number = highest rank)
AGM	20	Assistant General Manager
Department Head	30	Head of a department
Senior Executive	50	Senior staff
Executive	70	Junior staff

Rank level determines the approval chain — a rank 10 person can approve what a rank 70 person cannot.

Step 4 — Map Your Team to NAMA Roles

Before inviting anyone, decide which NAMA role each person gets.

NAMA Role	Code	Who gets it	Key access
Org Admin	`R2_ORG_ADMIN`	Founders, co-admins	Full access — invite team, change settings, view all data
Sales Manager	`R3_SALES_MANAGER`	Sales heads, pre-sales heads, event managers	Leads, quotes, itineraries, team view
Ops Executive	`R4_OPS_EXECUTIVE`	Operations staff	Bookings, vendors, documents
Finance Admin	`R5_FINANCE_ADMIN`	Accounts team	Finance dashboards, payment approvals
Agent	`R6_SUB_AGENT`	Executives, junior staff	Assigned leads only

Holiday Merchants mapping:

Person	Position	NAMA Role
VK	Owner/Director	R2_ORG_ADMIN
Puneet	AGM	R2_ORG_ADMIN
Pushkar	Accounts	R5_FINANCE_ADMIN
Yudhi	Accounts	R5_FINANCE_ADMIN
Alina	Pre-Sales Head	R3_SALES_MANAGER
Jaya	Pre-Sales	R3_SALES_MANAGER
Monica	Pre-Sales Exec	R6_SUB_AGENT
Simran	Sales	R3_SALES_MANAGER
Nandini	Sales Exec	R6_SUB_AGENT
Naresh	Operations Head	R4_OPS_EXECUTIVE
Manoj	Operations	R4_OPS_EXECUTIVE
Ravi	Operations	R4_OPS_EXECUTIVE
Anubhav	Operations	R4_OPS_EXECUTIVE
Geeta Bhatt	Team Celebration Head	R3_SALES_MANAGER
Suhani	Celebration Exec	R6_SUB_AGENT

Step 5 — Invite Your Team

Navigate to: Dashboard → Org & Control → Team tab

Method A — Single Invite (any team size)

Click Invite Member
Fill in: Full Name, Email, Role, Department, Designation
Click Send Invite
Each person receives an email with a setup link valid for 14 days

Method B — Bulk CSV Import (recommended for 5+ people)

Click Bulk Import CSV
Paste your CSV in this format:

```

Full Name, Email, Role, Department, Designation

```

Role accepts the display label (Sales Manager) or ID (R3_SALES_MANAGER)
Department and Designation must match names you created in Steps 2 and 3
All columns after Email are optional

Preview the table to confirm all rows look correct
Click Send [N] Invites — all emails go out in one click

Full CSV for Holiday Merchants (paste this directly):

Puneet Sharma, puneet@holidaymerchants.com, Org Admin, Leadership, AGM
Pushkar Kumar, pushkar@holidaymerchants.com, Finance Admin, Accounts, Department Head
Yudhi Singh, yudhi@holidaymerchants.com, Finance Admin, Accounts, Executive
Alina Mehta, alina@holidaymerchants.com, Sales Manager, Pre Sales, Department Head
Jaya Kapoor, jaya@holidaymerchants.com, Sales Manager, Pre Sales, Senior Executive
Monica Patel, monica@holidaymerchants.com, Agent, Pre Sales, Executive
Simran Kaur, simran@holidaymerchants.com, Sales Manager, Sales, Department Head
Nandini Roy, nandini@holidaymerchants.com, Agent, Sales, Executive
Naresh Sharma, naresh@holidaymerchants.com, Ops Executive, Operations, Department Head
Manoj Tiwari, manoj@holidaymerchants.com, Ops Executive, Operations, Senior Executive
Ravi Kumar, ravi@holidaymerchants.com, Ops Executive, Operations, Executive
Anubhav Gupta, anubhav@holidaymerchants.com, Ops Executive, Operations, Executive
Geeta Bhatt, geeta@holidaymerchants.com, Sales Manager, Team Celebration, Department Head
Suhani Verma, suhani@holidaymerchants.com, Agent, Team Celebration, Executive

⏱ From 20 minutes of clicking to under 2 minutes with CSV import.

Step 6 — Assign Department Heads

Once team members have accepted their invites:

Go to Dashboard → Org & Control → Structure → Departments
Open each department
Set the Head field to the person who leads that department
Click Save

The Org Chart now shows the correct reporting hierarchy.

Step 7 — Set Up Partner Offices (e.g. Team Viva Voyages)

Partner offices are separate entities — set them up as a vendor, not a team member.

Go to Dashboard → Vendors → + Add Vendor
Category: Agency Partner (or Misc if not listed)
Fill in the partner office's details
Use the Notes field to document the commission arrangement
When quoting jobs that involve this partner, add a line item with their vendor record

Step 8 — Verify Everything Is Working

Before your team goes live, do a quick end-to-end check:

Create a test lead from the Leads page (use a team member's phone number).
Run AI triage on the lead — destination and budget should auto-populate.
Create a test quotation with 2–3 line items.
Download the quotation PDF — verify your logo and contact details appear.
Create a test booking and generate the Client Portal link.
Open the portal link on your phone — verify the itinerary and documents load.
Send a WhatsApp message to the test lead — verify delivery.

If all 7 steps pass, your workspace is ready. Delete the test data before inviting real clients.

Last updated: 2026-06-12 (v6.0) · NAMA OS · getnama.app