Give every teammate the right access

Match each role to a real job

Think about what each person does on a busy day. An office manager who runs tours, the website and refunds needs Admin. A reservations or sales person needs Sales agent: bookings, enquiries and customer messages, selling at the till with the point of sale plugin, and viewing tours and suppliers, but not recording payments, refunds, finance or settings. Guides and drivers need Guide, which shows departures and bookings and lets them check travellers in.

Some powers stay with the owner even when admins run everything else. Connecting or changing payment accounts is owner-only by default, and so is approving refunds above your approval limit when you use refund approvals. That way the person who processes a large refund is not the person who approves it.

Sales agents can export bookings and customers, because exporting is part of their booking access. Export is a separate permission, though, so an access group can leave it out for staff who shouldn't download contact lists.

Permissions kept apart on purpose

Every role is built from individual permissions, and a few pairs are deliberately separate so you can give one without the other. Publishing the website is apart from editing tours, pages and posts, so a writer or freelancer can prepare changes that someone else puts live; without publish access their work is saved as a draft. Deleting tours and pages is apart from editing them, because a deletion can't be undone the way an edit can.

Sending or scheduling an email campaign is apart from writing it, since a campaign reaches every subscriber at once. Seeing sales reports is apart from accounting, payouts, invoices and tax registers, so a manager can follow sales without seeing the books. Replying to reviews in public is apart from deciding which reviews your website shows.

Buttons a person can't use are hidden, and the server refuses the action as well, so a hidden button is never the only protection. When Tourtify sets up an access group for your plan, these pairs are where the line is usually drawn.

Guard rails built into team changes

Tourtify blocks the mistakes that lock businesses out or quietly widen access. Nobody can change their own role or remove themselves; another person must do it. You can't give anyone access you don't have yourself, only an owner can manage owners, and the business must always keep at least one owner.

Invitations are tied to the address they were sent to. The person has to sign in with that email to accept, and opening the link proves the address, so there is no second verification step. Sending a new invitation replaces the old link. The email explains the role in a sentence and is written in the console language of the person who sent it.

Review access regularly

Download the access review from the Team screen. It lists every member and pending invitation with their role, exactly what that role or access group allows today, whether they use two-step sign-in, when they joined and when they were last active. It takes a few minutes to read and is the evidence an auditor or payment provider may ask for.

A quarterly review catches the seasonal guide who still has access in winter, or the admin who only needs sales access now. Invitations, role changes and removals are recorded in the activity log. When someone leaves, remove them and reassign the enquiries they were handling, so no traveller waits for a reply from a person who has gone.

Owners and admins can also require two-step sign-in for the whole team, so every account with access to bookings and customer details is protected by more than a password.