How to effectively collaborate when managing your group trips with Team Owner, Team Admin, Team Member, Co-Planner, Trip Coordinator, Custom Role RBAC roles!
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:
- Team Owner
- Team Admin
- Team Member
- 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:
- Co-Planner (Free)
- Trip Coordinator (Free)
- 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
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The highest level of access in YouLi.
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Can manage the Business Profile (especially the Business Alias for URL), Site Settings, Team Members, and Affiliates.
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Automatically owns all trips created within the account.
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Can add or remove Team Members and Admins.
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The Team Owner is also the Trip Owner for all trips created in their account by themselves or their Team Members.
2. Team Admin
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Second in command to the Team Owner.
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Has the same access as the Team Owner but cannot remove the Team Owner.
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Can view & edit the Business Profile, Site Settings, Team Members, and Affiliates, just like the Team Owner.
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*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
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Can view & edit all Trips they have permission for.
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*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
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All Team Members are Co-Planners, but you can also add Co-Planners to specific trips.
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Can edit TRIP PAGES but cannot modify anything under the PRICING tab.
5. Trip Coordinator
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Ideal for on-trip staff who needs to see all of the information across all of your Travelers.
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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)
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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
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.