1. Help Center
  2. YouLi User Roles

Understanding All User Roles & Access Levels

How to effectively collaborate when managing your group trips with Team Owner, Team Admin, Team Member, Co-Planner, Trip Coordinator, Custom Role RBAC roles!

undraw_Data_re_80ws-1

ENTERPRISE ONLY

YouLi offers various roles that help you effectively collaborate when planning group trips. These roles determine who can access and edit different aspects of your account and trips. Below is a breakdown of all seven (7) YouLi roles and their respective permissions.

🎩 Types of User Roles

📥 Internal Roles – Users added to your ACCOUNT, who have broader access to business-level settings and multiple trips, which are:

  1. Team Owner
  2. Team Admin
  3. Team Member
  4. Custom Role (paid at the same level as Team Member)

📤 External Roles – Users added to individual TRIPS, who may have different levels of access depending on their role, which are:

  1. Co-Planner (Free)
  2. Trip Coordinator (Free)
  3. Custom Role (Paid in bulk)

🔧 Custom Roles (RBAC)

A Custom Role that can be customized differently from the Co-Planner and Trip Coordinator roles. These Custom RBAC users are not additional Team Owner/Admin/Members.

Typically Custom Roles are used for External Users (and can be purchased in bulk), but it CAN be used for your Internal Staff if you need to restrict their access (price is still for a full Team Member)

✈️ Travelers

Additionally, all users in YouLi can also be Travelers if their email matches the one registered for a trip. In this case, they will see their trips under the "I'm Attending" tab in their TRIP DASHBOARD.

 

👤 User Roles Overview

This table helps to give an idea of how to assign the different user roles.

  1. Team Owner 2. Team Admin 3. Team Member 4. Co-Planner 5. Trip Coordinator 6. Custom Role RBAC
Cost ($) See your contract See your contract See your contract See Pricing Comparison Free See your contract
Meant for Main Team Member in charge of managing the creation and upkeep of Trips Second in command. Next most trusted user to the Team Owner  Anyone on the team who needs access to trip planning People outside the organization that helps you plan SOME trips Someone who is going on the Trip as a Traveler A group of people that have the same role
Examples CEO, Trip Manager, Department Head Manager, Team Member who oversees trips Trip Planners, Itinerary builders, Accounting Office admin support  Trip Leaders, Teachers, Chaperones, Coaches Analyst, Accounting, Ground Operator,
Group Leader, etc.
Seat number limit See your contract See your contract See your contract See Pricing Comparison None See your contract

1. Team Owner

  • The highest level of access in YouLi.

  • Can manage the Business Profile (especially the Business Alias for URL), Site Settings, Team Members, and Affiliates.

  • Automatically owns all trips created within the account.

  • Can add or remove Team Members and Admins.

  • The Team Owner is also the Trip Owner for all trips created in their account by themselves or their Team Members.

2. Team Admin

  • Second in command to the Team Owner.

  • Has the same access as the Team Owner but cannot remove the Team Owner.

  • Can view & edit the Business Profile, Site Settings, Team Members, and Affiliates, just like the Team Owner.

  • *Can view & edit all Trips they have permission for.

NOTE: Team Admins available on the PRO plan and above.

*NOTE: You can limit the access to trips based on their Trip Tags or check the box to allow access to ALL trips.

  • The more tags you add, the more trips they are likely to be able to access. 
  • Be sure to watch your spelling!

3. Team Member

  • Can view & edit all Trips they have permission for.

  • *Can view the Account information but cannot edit them.

    Sometimes, you have people who support trip planning and who need to have access to Trip information BUT do not need to be on every Trip or do not need access to everything. In cases like these, it's best to add collaborators as Co-Planners or Trip Coordinators.

    4. Co-Planner

    • All Team Members are Co-Planners, but you can also add Co-Planners to specific trips.

    • Can edit TRIP PAGES but cannot modify anything under the PRICING tab.

    5. Trip Coordinator

    • Ideal for on-trip staff who needs to see all of the information across all of your Travelers.

    • View-only access – They can view all Traveler information but cannot edit Trip info.

    NOTE: Trip Coordinators cannot be changed to Co-Planners.
    They can be converted to Team members or Custom roles.

    6. Custom Role RBAC (Role-Based Access Control)

    • If the External Co-Planner and Trip Coordinator role does not fit your needs (see Access Chart below), then consider purchasing the Custom Role to customize your permissions for this group of people.

    NOTE: the level of access for this Custom Role must be at most 50% of what a Team Member has as per the Access Chart below.

    7. Traveler

    • That is a role that any Traveler can take up just by registering (they are prompted in the default emails).
    • Has no special permissions
    • Can be converted to a:
      • Team Member,
      • Custom Role,
      • Trip coordinator, or
      • Co-Planner.

     

    🔓 Managing Access & Permissions

    This table explains all of the different actions a user can do on YouLi and the level of access each user role has.

    ✈️ Trip Level

    Action Team Owner Team Admin Team Member Co-Planner Trip Coordinator Custom Role RBAC
    Edit access to Trip Details Yes Yes Yes Yes No Customizable
    Edit access to Trip Costs (pricing, payment plans, etc.) Yes Yes Yes No No Customizable
    Edit access to Trip Invitation Settings*
    (button labels, menu labels, emails, etc.)
    Yes Yes Yes Yes No Customizable
    View Trip Planner Notes on all sections Yes Yes Yes Yes Yes Customizable
    View Trip CRM Yes Yes Yes Yes Yes Customizable
    Export From Trip CRM Yes Yes Yes Yes Yes Customizable
    View TripBoard Yes Yes Yes Yes Yes Customizable
    Delete Trip Confirmation PDFs Yes Yes Yes Yes No Customizable
    Edit Access to Modify People on the Trip Yes Yes Yes Yes No Customizable
    Share Trip Yes Yes Yes Yes Yes Customizable

    Delete Travelers from Trip CRM

    Yes Yes Yes Yes No Customizable

    Access to VIEW AS, view INVOICE and get Magic Links

    Yes Yes Yes Yes Yes Customizable

    Send Messages

    Yes Yes Yes Yes Yes Customizable

    Manage Payments: People Tab

    Yes Yes Yes Yes Yes Customizable

    Manage Payments: Payments Tab

    Yes Yes Yes Yes Yes Customizable

    Allow Access to Custom Trip Reports

    Yes Yes Yes Yes No Customizable

    Manage Payments Download Payment Data

    Yes Yes Yes Yes Yes Customizable

    Manage Tasks & Custom Forms: View Task list & Documents & Resources

    Yes Yes Yes Yes Yes Customizable

    Manage Tasks & Custom Forms: View Task Responses

    Yes Yes Yes Yes Yes Customizable

    Manage Tasks & Custom Forms: Add and Edit Tasks

    Yes Yes Yes Yes No Customizable

    Manage Highlights & Itineraries

    Yes Yes Yes Yes No Customizable

    View Room Block Allocations

    Yes Yes Yes Yes Yes Customizable

    Edit Room Block Allocations

    Yes Yes Yes Yes No Customizable

    Lock/Unlock Room Block Allocations per item

    Yes Yes Yes Yes No Customizable

    View Activity Feed

    Yes Yes Yes Yes Yes Customizable

    View Trip Planners: Change Main Contact

    Yes No No No No Customizable

    Manage Trip Planners: Delete Trip Planners

    Yes No No No No Customizable

    💻 Dashboard Level

    Action Team Owner Team Admin Team Member Co-Planner Trip Coordinator Custom Role RBAC
    Create Trip Yes Yes Yes No No Customizable
    Change the default Trip Label Yes Yes Yes No No Customizable
    Access Global Report Yes Yes Yes No No Customizable

    ⚙️ Account Level

    Action Team Owner Team Admin Team Member Co-Planner Trip Coordinator Custom Role RBAC
    View Team Members Yes Yes No No No Customizable
    Edit Team Members Yes Yes No No No Customizable
    Edit Business Profile for Team Yes Yes No No No Customizable
    Edit Site Settings for Team Yes Yes No No No Customizable
    Edit Payments for Team: Change Connected Gateway Yes Yes No No No Customizable
    Edit Payments for Team: Set default transfer instructions Yes Yes No No No Customizable
    Edit Payments for Team: Manage Third Party Cards Yes Yes No No No Customizable
    Edit Affiliates for Team Yes Yes No No No Customizable
    Manage Payments: Push to Accounting Platform Yes Yes No No No Customizable

     

    👀 Related resources

    How do I add a Co-Planner or Team Member to a Trip?

    How-to: Change Main Contact on a Trip

    Checklist: Account Set Up

    NOTE: The number of users available depends on your YouLi Plan. Be sure to check the subscriptions available to you by clicking "Upgrade" in YouLi.  For more than 3 Internal Users, reach out to learn more about our Enterprise plans. 

     


    Need more help? 

    Reach out to the YouLi support team via a chat box at the bottom of your screen or submit a Support Ticket. If you need more advanced support, schedule a 1:1 Consulting session with one of our experts, as we will walk you through the features and best practices.