Tourwriter has four user roles: Admin, Manager, Agent, and Traveller. Each role controls what a user can see and do within your organisation. This article covers the staff roles — Admin, Manager, and Agent — and how to manage your team.
The four roles
Admin Full access to your organisation's data and settings. Admins can manage users, configure integrations, change plans, and view all itineraries.
Manager Access to all itineraries, suppliers, contacts, tasks, and enquiries within the organisation, without the ability to change organisation settings or manage users. This role suits consultants or senior agents who work across multiple clients but should not have administrative access.
Agent Access limited to itineraries they have created or been added to as a contributor. Agents can work with suppliers, contacts, tasks, and enquiries across the organisation.
Traveller A client who has had a specific itinerary privately shared with them. Travellers can view that itinerary only and have no access to the rest of the platform.
Role comparison
| Feature | Admin | Manager | Agent | Traveller |
|---|
| View all itineraries | Yes | Yes | Own and contributed only | Shared only |
| Edit all itineraries | Yes | Yes | Own and contributed only | No |
| Archive/restore itineraries | Yes | Yes | Own only | No |
| Duplicate itineraries | Yes | Yes | Own only | No |
| Suppliers, contacts, tasks, enquiries | Yes | Yes | Yes | No |
| Archive/restore suppliers and products | Yes | Yes | No | No |
| Organisation settings | Yes | No | No | No |
| Manage users and invitations | Yes | No | No | No |
| Manage integrations | Yes | No | No | No |
| Manage organisation subscription | Yes | No | No | No |
Inviting a new user
Only Admins can invite new team members.
- Go to Organisation > Team in the navigation bar.
- Select Invite team member.
- Enter the new member's name and email address.
- Select a Role from the dropdown. A short description appears below each option to help you choose.
- Select a Company role from the dropdown to reflect their job title.
- Click Send invite.
The invitee receives an email with an activation link. When they click Activate my account, they are prompted to set a password and can then log in.
Invitation links expire after 72 hours. If a link expires before the user activates their account, you can resend it — see below.
Managing pending invitations
Resend an invitation
- Go to Organisation > Team.
- Find the user with a Pending or Expired status.
- Open the Options menu by clicking the three vertical dots at the end of their row.
- Select Resend invitation.
Cancel an invitation
You can only cancel an invitation while its status is Pending.
- Go to Organisation > Team.
- Find the user with a Pending status.
- Open the Options menu.
- Select Cancel invitation.
If the user clicks the link in the cancelled invitation email, they will see an error message rather than an account setup screen.
Editing a user's details
- Go to Organisation > Team.
- Open the Options menu for the user you want to edit.
- Select Edit user.
- Update the relevant fields and save.
You can change a user's name, email address, role, and company role. Note that email addresses can only be edited while a user's status is Pending — once they have activated their account, the email field is locked.
Deactivating and reactivating users
Deactivate a user
Deactivating a user removes their access without deleting their account. Their record remains in the Team list so they can be reactivated later.
- Open the Options menu for the user.
- Select Deactivate user.
Deactivated users will see the following message if they try to log in: "The account you are trying to access is no longer active. Contact your organisation administrator for assistance."
Reactivate a user
- Open the Options menu for the deactivated user. Inactive users appear greyed out in the list.
- Select Activate user.
Managing licences
Each active user — Admin, Manager, or Agent — consumes one licence from your plan allocation. Travellers do not consume licences.
On the Team tab you can see how many licences you have purchased and how many are currently in use.
- The Invite team member button is disabled when all licences are in use.
- Deactivating a user frees up their licence immediately.
To increase licences, click the + icon. The additional cost is applied at your next billing anniversary.
To decrease licences, click the – icon. The reduced charge applies at your next billing anniversary. Decreasing licences does not generate a refund for the current billing period.
Viewing itinerary ownership
An itinerary displays the owner's profile picture in the itinerary list. If no profile picture has been set, the owner's first initial is shown instead. Hover over the symbol to see the owner's full name.