Users
Invite team members, assign roles, and manage user access to your organization.
The Users & Roles page allows you to manage everyone in your organization, from travelers to administrators.
User Roles
Each user has a role that determines their permissions:
| Role | Permissions |
|---|---|
| Owner | Full access to all settings, policies, users, and data |
| Travel Admin | Manage policies, view all trips, handle approvals |
| Finance Admin | Manage cost codes, view reports, export data |
| Approver | Approve trip requests assigned to them |
| Traveller | Book travel and view their own trips |
Every organization must have at least one active Owner. You cannot disable or change the role of the last remaining Owner.
Inviting Users
Send an Invitation
- Navigate to Users & Roles
- Click Invite User
- Enter the user's email address
- Select their role
- (Optional) Add them to one or more groups
- Click Send Invitation
What Happens Next
- The user receives an email invitation with a secure link
- The invitation is valid for 7 days
- Their status shows as Pending until they accept
- Once accepted, they gain access based on their assigned role
Group Pre-Assignment
When inviting a user, you can pre-assign them to groups. This is useful for:
- Automatically applying the correct travel policy
- Setting up their default approver
- Organizing users before they even join
The user will be added to the selected groups when they accept the invitation.
Managing Existing Users
Viewing Users
The Users table shows:
- Name and Email — Contact information
- Role — Current permission level
- Status — Active, Pending, or Disabled
- Joined Date — When they accepted the invitation
Use the search bar to find users by name, email, or role.
Changing Roles
To change a user's role:
- Find the user in the table
- Click the role dropdown in their row
- Select the new role
Changing a user from Owner to another role is only allowed if there's at least one other active Owner.
Disabling Users
Disabled users cannot access the portal. To disable a user:
- Find the user in the table
- Click the disable icon (red user icon)
To re-enable a disabled user, click the enable icon (green checkmark).
Resending Invitations
If an invitation expires or the user didn't receive it:
- Find the pending user in the table
- Click the refresh icon to resend
This generates a new invitation link and sends a fresh email.
Withdrawing Invitations
To cancel a pending invitation:
- Find the pending user
- Click the trash icon
- Confirm the withdrawal
The invitation link becomes invalid immediately.
Managing User Access
You have several options for managing user access to your organization:
Edit Roles
Change a user's role to adjust their permissions:
- Find the user in the table
- Click the role dropdown in their row
- Select the new role
- Changes take effect immediately
Changing a user from Owner to another role is only allowed if there's at least one other active Owner.
Disable Users
Temporarily remove access without deleting the user:
- Find the user in the table
- Click the disable icon (red user icon)
- User's status changes to Disabled
- They can no longer access the portal
To re-enable a disabled user, click the enable icon (green checkmark).
Disabled users don't consume seats. This is useful for temporary access removal or when users are on leave.
Remove Users
Permanently remove a user from your organization:
- Find the user in the table
- Click the remove or delete icon
- Confirm the removal
Removing a user permanently deletes their account from your organization. This action cannot be undone. Consider disabling instead if you may need to restore access later.
Resend Invitations
If an invitation expires or the user didn't receive it:
- Find the pending user in the table
- Click the refresh icon to resend
- A new invitation email is sent
- The invitation link is regenerated
This is useful when:
- Invitation emails go to spam
- Invitations expire before acceptance
- Users request a new invitation link
User Statuses
Understanding user statuses helps you track who has access and who is waiting to join:
| Status | Meaning |
|---|---|
| Active | User has accepted their invitation and can access the portal. Active users can use the system based on their role permissions. |
| Pending | Invitation sent but not yet accepted. The user has been invited but hasn't accepted the invitation yet. Invitations expire after 7 days. |
| Disabled | User's access has been temporarily disabled. Disabled users cannot access the portal but can be re-enabled at any time. |
Only active users count toward your seat limit. Pending invitations don't consume seats until accepted.
Best Practices
Role Assignment
- Grant the minimum permissions needed for each user's job
- Use Approver role for managers who only need to approve their team's travel
- Reserve Owner role for IT/Admin staff who need full control
- Use Finance Admin for accounting team members who need cost data
Group Organization
- Add users to groups when inviting them to ensure policies apply immediately
- Consider creating groups based on:
- Department (Engineering, Sales, Marketing)
- Seniority (Executives, Staff, Interns)
- Travel patterns (Frequent Travelers, Occasional)
Security
- Regularly review the user list for inactive accounts
- Disable users promptly when they leave the organization
- Ensure at least two users have Owner access for business continuity