WeTravel "Team Members" enables you to grant other users the ability to manage your trips on your behalf. Here’s how:
Add a team member
Hover over your profile picture/profile name and select "Account"
Click on "Team Members" and then "Add Team Member" as shown below:
In the following popup, you will first need to enter your team member's email address, as well as their first and last name.
If that team member does not have a WeTravel account yet, an invitation email with instructions will be sent to the email address you provide. As soon as the team member creates an account on WeTravel, they will become a team member and will be able to co-manage the trips right away! If the team member already has a WeTravel account associated with that email account, they will automatically become an active team member.
After clicking "Continue", you will need to specify the team member's permissions:
Permission Categories Explained
Team management:
Decide whether a team member should be able to add or edit other users on your account. Granting this permission automatically gives them access to all Trips, Itineraries, and Inventory. They will be able to create new trips and manage all trips (current and future). However, they will not be able to assign Payouts & Reports permissions to others, as that is the permission that only the main account holder can assign.
Trips:
Decide if you want to let the team member create trips in your name and on your behalf. Even if they create trips in your name, they will still not be able to control funds unless you give them permission.
P.S. If a team member copies a trip, then the original organizer will be locked in.
Important: If a team member doesn't have permission to create trips on your behalf, they won't be able to copy, deactivate, or delete any of the main account's trips.
Access to trips:
Decide which trips you want the team member to be able to access. You can select all trips, only selected trips (via a tick-box feature), or only give the team member access to trips they've created themselves in your name.
Trip Permissions:
Decide which level of access you want to grant the team member; they will always have the right to view participant information and client files uploaded of the trips they have access to.
Edit the trip: authorization to edit the trip description and pictures.
Add new participants: authorization to add new participants to the trip (including registering payments on behalf of clients).
Send messages to participants: authorization to send messages to the participants
Issue refunds and change bookings: authorization to issue refunds, cancel or switch bookings and update participant questionnaire information.
Respond to reviews: authorization to respond to participant reviews on the trips they have access to.
Itineraries:
Manage itineraries and view library: authorization to view, edit and create itineraries as well as view the library.
Add and edit Itinerary library content: authorization to edit and manage the itinerary library, as well as add new elements. If disabled, team members can still use existing library items to build itineraries.
Inventory:
Manage resources and view resource calendar: authorization to access and manage resources, including editing and deleting them on behalf of the main organizer.
Note: Team members with access to "Edit a trip" can edit the trip, including the resource connections in the trip builder. Team members with the permission "Issue refunds and change bookings" can add, edit, and remove resources for a specific booking.
Payouts & Reports:
View full reports and available balances: authorization to see the parent account's transfers, top-up and transactions reporting. The current balance can only be seen by downloading the transactions report. On the page itself it will show as zero.
Make payouts and transfers: authorization to make local payouts and wires from the main account.
Add wire payout accounts and suppliers: authorization to add new wire accounts and invite suppliers on the main account.
Limitations: It is not currently possible for team members to have permission to access the WeTravel Card feature or to add local payout accounts. This can only be managed via the main account.
Notifications:
Decide which email notifications the team member receives. They can either receive notifications only for the trips they have created or for all of the trips they have access to. If your team member cannot create trips on your behalf, you can choose the "do not receive notifications" option.
Removing Access:
Once you have added team members, you can always edit their access or remove their access completely:
Resending invite:
If the team member you invited hasn't accepted your invite yet, you can send them another invite:
Permissions of team members:
You can set specific permissions for each team member when you first set up their team member account. These permissions can be edited anytime.
View for the team member
The team member will see all trips that you have given them access to in their "My Trips" list. If they are co-organizing a trip of yours, they will see "Created by" next to the trip. In the example below, "Sunny Sky Travel" is the main account holder who has added "KN Getaways" as a team member and given them access to their trip.
Team member of multiple organizers
If you are solely a team member for multiple organizers or a team member who also manages your own trips, you can select which account you want to see the information for in the top left-hand corner:
You will see here the name of the main organizer, their email and if they have a current PRO subscription or not.
All tabs will have the option to select the main organizer and you will see the information for that organizer only. For the account tab you can only see the reviews from the main organizer you have selected. All the other information is from your own account, regardless of which main account you have selected.
If you have not been granted permission or if the access is only provided for the main account you will see these messages:
Please reach out to the primary organizer if you require additional access or permissions.
Team Member FAQ:
How to organize a trip on behalf of someone?
Creating a trip on behalf of someone is easy. Click "Create your trip". The company you are a team member of will be locked in on the Trip Basics section for the option: "Organize trip as".
If you are a team member of multiple accounts, ensure you first select the person or company you are working for in the top left corner of the page when logging in.
Then click "Create your trip". The person/company that you selected will be locked in on the Trip Basics section for the option: "Organize trip as".
By doing this you can make sure that all of the funds collected are stored in one place - the main account. All itineraries created by team members will still show the parent person/company logo and information.
What emails/notifications will I receive? What emails does a team member receive?
If a team member creates a trip on your behalf, both you and the team member will receive all related notification emails (e.g., new bookings, participant inquiries). You can customize each team member’s notification settings—choosing whether they receive alerts only for the trips they’ve created or for all trips they have access to.
If you grant a team member permissions to perform payouts, send wires, or add suppliers, you—as the main account holder—will also receive email notifications for each of those actions. If your team member has permission to add other team members to the main account, all involved parties will receive an email notification (you, the inviter, and the invitee).
I'm co-organizing a trip, how can I add the co-organizer to the trip page?
Giving a team member access to your trip does not change the way the trip is displayed to participants. Other team members will be able to manage your trip, but your participants won't know that. You as the main account holder will still show up as the only organizer.
If you want to show participants that the trip is co-organized, there are two ways to display that:
Change your existing profile (or create a new user) with the profile name being a combination of your names (e.g. "Jane & John" instead of "Jane Doe").
Add a custom paragraph "Organizers" in the "Trip Description" when you create your trip. In this paragraph, you can give more information about the various organizers.
How can I give access to a team member to a few selected trips AND also all the trips that she/he created?
If you tick the box "Allow team member to create trips on my behalf", team members will automatically have access to the trips created (until you delete them). So, if you want to give them access to a few selected trips in addition to the trips they've created, simply tick the box "Create trips on behalf of" AND click "Specific trips" for the trips you've previously created and want to also provide them access to.
Can I give full reporting access to my accountant?
Yes, absolutely. Please make sure to grant your team member access to All trips (current and future) and then select the View full reports and available balances permission.
Team members who are given this permission will see the parent account's transfers, top-up and transactions reporting.
Note: Available balance of a parent account will be only visible in the first sheet of the transactions report, not on the payments tab itself.
When your team member tries to download a report from their WeTravel account, they will need to choose which organizer's account they need the report for. The downloaded report will only include chosen organizer's data:
Will team members have to go through two-factor authentication (2FA)?
Yes, 2FA is required for all team members when logging in. Additionally, if a team member has permissions to add wire payout methods or initiate payouts (via local methods or wires), they will be prompted to complete a 2FA step before performing these actions for added security.