Adding & Managing People
      Back to home
      1. Help Center
      2. Get Started
      3. Adding & Managing People

      Get Started: Add a Person/Trip Coordinator To a Public, Private or Authenticated Trip

      YouLi Trip Pages can present different versions of the same Itinerary. You can use YouLi for static Itineraries, but it can do far more once you take advantage of things like: Optional Items, Personalized Price, Invitation Groups, and Tasks.

      TIP: We recommend you start out by learning more about the various Registration Status options in YouLi before beginning to add and invite people. When you add people, they are added with a Registration Status, so it's good to be familiar with them.


      There are three ways to add people

      1. A Planner can add people individually - a great option if you have a PRIVATE or PUBLIC TRIP 
        1. From the TRIP MENU, click MANAGE PEOPLE & REPORTS > ADD PERSON
        2. Fill out the FIRST NAME and EMAIL at minimum (so that you can send the invite)
          1. Email is technically optional, but highly recommended so they get the reminders. But if you don't know it, you can add their name and then come back to add their email later, or have them complete it when they register from the Magic Link. If you choose this option, you'll need to use an alternative channel to send them their Magic Link (like SMS or WhatsApp).
        3. Select the traveler and click the SEND INVITE button.
      2. A Planner can bulk upload people - helpful if you have a list of people you know you want to invite!
        1. When the trip is AUTHENTICATED, they are added as 'Approved'
          1. They will be forced to login once you sent them their invitations
          2. This feature is currently in LIMITED RELEASE, contact Sales or your account manager to enquire.
        2. Otherwise they are added as 'Invited'
          1. They will be prompted to accept or decline the trip invitation
          2. OR: you can change them to 'Registered' from the TripCRM
      3. The Traveler registers themselves directly on a PUBLIC TRIP
        1. When this happens, that person will show up in your TRIP CRM under MANAGE PEOPLE & REPORTS
        2. There are three registration modes - learn more about these options
          1. Brochure Mode (just the registration form, no payment)
          2. Register to Pay (registration + option to pay)
          3. Checkout Flow (registration + payment required)

      CAUTION: If you leave them in the 'Invited' state, then you'll need to explicitly invite people once you've added them, so they get their Magic Link.

      If you change them to 'Registered' then they qualify for payment and task reminders. So they will get those automatically, however we do recommend sending a friendly invitation email - not just relying on automated reminders.

      How to add a "Group Leader" as a Trip Coordinator

      When organizing group trips, there is often a "Group Leader" who is also going on the trip.  You will need to add them under the Trip CRM (or have them register as described above) if they are attending.  If you also need this person  to access trip information but not edit or make changes, add them as Trip Coordinators - this is a free view-only role. 

      TIP: Often, a Trip Coordinator is also attending a Trip. So you might also want to add them to the trip as a Traveler using the instructions above.

      • Under MANAGE TRIP PLANNERS, click ADD USER
      • Enter their email
      • Fill out the information and select ADD
        • Choose to make them "Listed as Contact" if you want them to receive trip notifications and have their information appear to other travelers so they can be contacted about the trip.

      Need more control over what the Group Leader can see or edit?

      You should consider a Custom Role.

      Need more help?

      For more tips on pre-trip customer support join the YouLi community of travel professionals with monthly LIVE webinars and Q&A sessions.