Roles & Permissions

When you invite someone to your workspace, you assign them a role. That role controls what they can see, create, edit, and manage. Getting roles right means your agents focus on selling travel without accidentally changing workspace settings, and your assistants can help without seeing commission details.

The Four Roles

Owner

The person who created the workspace. Full access to everything — billing, settings, team management, all data across the agency. There's exactly one owner per workspace.

Admin

Same access as the owner, minus billing. Admins can manage team members, view agency-wide data, change settings, and reassign clients or trips between agents. If you have a team lead or operations manager, this is their role.

Agent

The core advisor role. Agents create and manage their own clients, trips, leads, and bookings. They see their own data by default (My View) but can't see other agents' clients or commission details. When an agent creates a client, trip, or lead, they're automatically assigned as the owner.

Assistant

A support role for people who help agents with trip building, data entry, and client communication — but shouldn't have ownership capabilities. Assistants can't be assigned to trips, clients, or leads, and they can't see commission information.

Permissions Matrix

Capability	Owner	Admin	Agent	Assistant
View agency-wide data (Agency View)	✓	✓	—	—
Create trips	✓	✓	✓	✓
Be assigned to trips	✓	✓	✓	—
Reassign trips between agents	✓	✓	—	—
Create clients	✓	✓	✓	✓
Be assigned to clients	✓	✓	✓	—
Reassign clients between agents	✓	✓	—	—
Create and manage leads	✓	✓	✓	—
Claim unassigned leads	✓	✓	✓*	—
View commission details	✓	✓	✓	—
Edit commission split %	✓	✓	—	—
Manage workspace settings	✓	✓	—	—
Invite and manage team members	✓	✓	—	—
Access billing	✓	—	—	—

*Agent lead claiming can be toggled on/off in workspace settings.

How Auto-Assignment Works

When an Agent creates a client, trip, or lead, JourneyFuse automatically assigns it to them. This keeps ownership clear — each agent manages their own book of business without manual assignment.

Owners and Admins can create items without auto-assignment and assign them to any agent on the team. This is useful when an admin is entering a lead from a website form or setting up a trip on behalf of an agent.

Assistants can create trips and clients to help with data entry, but the items won't be assigned to them (since assistants can't own client relationships).

My View vs. Agency View

This is how roles interact with the view toggle you see throughout the app:

• Agents and Assistants always see My View — only the data assigned to them (or unassigned data)
• Owners and Admins can toggle between My View (just their data) and Agency View (everything across all agents)

Agency View is where owners and admins get the big picture — total revenue, all active trips, every lead in the pipeline, and commission reports across the team.

Changing Roles

Go to Settings → Team Management to change anyone's role. Only owners and admins can change roles. You can change roles at any time — the new permissions take effect immediately.

Tip: If you're promoting an assistant to an agent role, remember to assign them to their existing clients and trips. The role change alone doesn't create those assignments.

Tips for Setting Up Your Team

1. Start with fewer admins. Most agencies only need the owner and maybe one admin. Too many admins means too many people who can change settings.

2. Use the assistant role for virtual assistants and part-time help. They can build itineraries, enter bookings, and manage documents without seeing commission details or accidentally claiming leads.

3. Enable lead claiming for agents if they handle their own lead gen. If agents bring in their own leads (from social media, referrals, etc.), turn on lead claiming in Settings so they can grab leads directly. If all leads come through the agency, leave it off and have an admin assign them.

4. Review the Agency View regularly. Even if you trust your team, a weekly glance at Agency View helps you spot trips that need attention, leads going stale, or commission discrepancies.

FAQ

Can I have multiple owners? No — there's one owner per workspace. If you need shared admin access, make other users admins. They get the same access except billing.

Can agents see each other's clients? Not by default. Agents see their own clients in My View. If an agent needs to collaborate on a client, an admin can reassign the client or trip.

Can I change the owner of the workspace? This requires contacting support. Ownership transfer isn't available in the settings UI.

What happens if I remove someone from the workspace? Their assigned clients, trips, and leads become unassigned. An admin should reassign them to another agent.