Understanding All User 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, Role-Based Access Control)

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)

Learn more about Custom Role pricing

✈️ Traveler vs. Traveler Account

All user roles above 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.

If a Traveler would like to create an account, they can be TRAVELER, which means their role is  limited so they can ONLY see the "I'm Attending" tab on their TRIP DASHBOARD and manage their SAVED CARDS for Autopay.

Learn more about AutoPay

You can tell if a Traveler has made an account from their TripBoard. 

You can REQUIRE your Travelers make accounts from ACCOUNT -> SITE SETTINGS. Learn more

👤 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

📤 * Who Can Send Messages on Trips?

YouLi offers a number of User Roles. We've cleaned up the rules about who can email your Travelers from YouLi in 2.197

• Trip Coordinator
  • If they are a Trip Page Contact — they can send messages to all contacts, including themselves.
  • If they are NOT a Trip Page Contact — they can send messages to all contacts, excluding themselves.

• • Can only send "from" their email address
    • The REPLY-TO will be their email address and the FRIENDLY FROM will be their name
    • The actual FROM address will be "reply@youli.io" since we are not authenticated to send from their domain. If your account has White Label Email Sending, they must be a Team Member (or a Custom Role) to take advantage of the authenticated domain.

• Co-Planner

  • Can only send messages if they are a Trip Page Contact

    • Otherwise they will see an error if they attempt to send message

• Team Member or Team Admin or Team Owner

  • Can send messages by default

  • Can send "from" any email that is "Listed as a Contact" on the Trip
    • Note that if the User is not a Trip Contact, they cannot send from their email address
    • The REPLY-TO will be their email address and the FRIENDLY FROM will be their name
    • The actual FROM address will either be "reply@youli.io", OR if your account has White Label Email Sending, and the selected address matches the authenticated domain, it will be FROM the selected email address.
• Custom Role
  • Can only send messages IF that permission has been granted to this role
  • If granted, then they can send "from" any email that is "Listed as a Contact" on the Trip
    • Note that if the User is not a Trip Contact, they cannot send from their email address
    • The REPLY-TO will be their email address and the FRIENDLY FROM will be their name
    • The actual FROM address will either be "reply@youli.io", OR if your account has White Label Email Sending, and the selected address matches the authenticated domain, it will be FROM the selected email address.

• Affiliate in Affiliate Referral Report

  • Only accessible to Affiliates who have bookings on Trips
  • They can only send to the people they have referred, not the full list of people in the Trip CRM
  • When a message is sent, they are always sent from the Affiliate - there is no choice
    • The REPLY-TO will be their email address and the FRIENDLY FROM will be their name

• • • The actual FROM address will be "reply@youli.io" since we are not authenticated to send from their domain. If your account has White Label Email Sending, they must be a Team Member (or a Custom Role) to take advantage of the authenticated domain.

• Booking Report & Duty of Care Report

  • Only accessible to Team Members and Custom Roles with the permission granted
    • Can Send Messages & Can See Global Reports
  • When messages are sent, they are always sent from the Main Contact - there is no choice

• YouLi Support Staff

  • When YouLi staff is asked to assist, they have access to send from any Trip Page Contact
  • This will only be done by YouLi staff when requested by the Main Contact in writing (via chat or support request)

👀 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