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!

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 user 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

• 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.

3. Team Member

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

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

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.

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.

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

💻 Dashboard Level

⚙️ Account Level

 

👀 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

 

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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.