What are the different roles and permissions?

1. How roles work

Users are allowed two layers of permissions: main roles that define what a user can do day-to-day, and add-on roles that extend specific capabilities beyond the core role's defaults.

Every user always has exactly one core role. Add-on roles are optional and can be layered on top.

💡 Note: Only super-admins can assign roles and add-on permissions.

1.1 Main roles

Super Admin 
Has access to all app features as they are a super user. They have full control over all areas of the application without any restrictions. We can add multiple super admins.

Manager 
Only have access to all travel related features meaning that they can only:

• View their trips and their team members’ trips
• Approve team members’ trips
• View and edit team members they manage

Travellers
Standard user in the application, they can book trips, add guests and manage their personal information

Guests
Guests can be created by anyone to be added to a booking. A guest user does not have access to the TruTrip platform, however you can choose to upgrade a guest into a full user at any point in time. To learn more about guest, you can go to this help article on guests and managed traveller.

1.2 Add-on roles

Add-on roles extend a user's permissions in a specific area without changing their core role. There are two add-ons roles available:

Analyst 
Grants access to all reporting, finance data, and custom fields across the company, regardless of the user's core role. Analysts have access to:

• Booking reports
• Transaction reports
• Account statement
• Summary invoice
• Carbon footprint data
• Invoice settings
• Custom fields (view and edit)

People Manager  
Grants access to manage all users and groups across the company, regardless of the user's core role. People managers can:

• Change any user profile
• Assign / remove users from groups

Add-ons have to be combined with a role (except Super admin which already has full access to everything).

📋 Example 1: A finance manager at a Singapore-based company needs to download monthly travel spend reports and invoices for all entities. She does not need to book travel herself. Her super admin assigns her the Guest role + Analyst add-on. She can now log in, access all financial reports across the company, and export what she needs — without the ability to make or modify any bookings.

📋 Example 2: An HR coordinator at a company with offices in Singapore, Kuala Lumpur, and Jakarta is responsible for onboarding new employees into TruTrip and maintaining group structures. He does not need to approve bookings. His super admin assigns him the Traveller role with the People Manager add-on. He can now manage users and groups across all offices and book his own travel — without affecting anyone's approval workflow.

💡 Note: The People Manager add-on does not grant access to booking reports or financial data. For a user who needs both, assign both the Analyst and People Manager add-ons together.

2. How to change a user's role

Only super-admins can assign or change roles and add-on permissions.

1. Navigate to People and find the user whose role you want to change.
2. Click on the user's name to open their profile, then click Edit.
3. Under Role, select the role you want to assign: Traveller, Manager, or Guest.
4. Click Save your information.

The change takes effect the next time the user logs in.

💡 Note: Super admin is a special role that can only be assigned by another super admin. Assigning the Super admin role gives that user unrestricted access to the entire platform — including all bookings, billing, and company settings. Assign this role with care.

2.1 Enabling add-on permissions

Add-on permissions are set on the same Edit user profile panel as the core role.

1. Navigate to People and open the user's profile.
2. Click Edit.
3. Under Additional permissions, toggle Analyst and/or People manager on as needed.
4. Click Save your information.

The add-on permissions take effect immediately.

💡 Note: Add-on roles can only be assigned to users with a Manager, Traveller, or Guest core role. Super admins already have unrestricted access and do not have add-on toggles available.