Manage user roles in ITILITE Travel

Understanding and managing user roles in ITILITE Travel is key to ensuring your team has the right access and permissions. This guide explains the different roles and how they impact what users can do within the platform.

Table of Contents

• Prerequisites
• Understanding User Roles
• How to Manage User Roles
• Pro-Tips & Guardrails
• FAQs

Prerequisites

To manage user roles, you need to have the Primary Admin or the Travel Admin role for your organization.

Understanding User Roles

ITILITE Travel uses role-based access control to define what different users can see and do within the platform. Here are the main user roles:

Primary Admin

• Who they are: The designated lead administrator for your company, with master privileges. There can only be one Primary Admin per organization.
• What they can do:
  • All the capabilities of a Travel Admin.
  • Designate another Travel Admin as the new Primary Admin.
  • Receive important system notifications about platform and company changes.
  • Their account cannot be deactivated.

Only users who already have the Travel Admin role can be made Primary Admin.

Travel Admin

• Who they are: Company-level administrators who manage travel policies and all company settings.
• What they can do:
  • Manage travel policies (flights, hotels, cars).
  • Create and edit approval rules.
  • Add, edit, and deactivate users.
  • Approve or reject any trip request.
  • Configure company travel settings.
  • Manage user roles (except Primary Admin).
  • Access all company trips and reports.
  • Manage payment methods.
• Cannot do: Change the Primary Admin (unless they are the current Primary Admin).

Finance Admin

• Who they are: Finance-focused administrators with limited permissions, ideal for finance team members who need visibility into travel spend without policy management access.
• What they can do:
  • View insights about company travel data.
  • Access financial reports.
  • View and manage Wallet balance.
• Cannot do:
  • Modify travel policies.
  • Create or edit approval rules.
  • Approve/reject trips.
  • Add, edit, or deactivate users.
  • View company trips.

Traveler

• Who they are: Standard employees who book trips for themselves or others. By default, users are assigned the Traveler role.
• What they can do:
  • Create and book trips for themselves.
  • Book trips for others (if "Book for Others" permission is enabled for your company).
  • View their own trips and bookings.
  • Update their profile and travel preferences.
  • Approve/reject specific trips sent to them for approval (if configured as an approver).
• Cannot do:
  • Access admin features or settings.
  • View other travelers' trips.

Guest (non-employee traveler)

• Who they are: Non-employee travelers, like contractors, who do not have a login account for the platform.
• What they can do:
  • Be added to trips by employees (e.g., via "Book for Others" if enabled).
  • Receive booking information by email, depending on company settings.
  • Contact ITILITE Support for any assistance required with their trips.
• Cannot do: Log in or directly access trip details in the platform themselves.

How to Manage User Roles

As a Travel Admin or Primary Admin, you can manage user roles within your organization.

Changing a User's Role

• Go to User Management.
• Search for the user whose role you want to change.
• Click on the more options menu (usually represented by three dots) next to the user's name, then select Edit details.
• In the Travel Role section, select the desired role: Traveler, Admin (for Travel Admin), or Finance Admin.
• Click Save.

Important: When a user’s role is upgraded, they must log out and log in again for all their new permissions to sync and their session to refresh.

Changing the Primary Admin

Only the current Primary Admin can transfer their access. The new Primary Admin must already have the Travel Admin role.

• Go to User Management.
• Search for the Travel Admin user to whom you want to transfer your Primary Admin access.
• Click on the more options menu, then select Change Primary Admin. If you need assistance, please contact your Account Manager.

Once the change is made, the previous Primary Admin becomes a regular Travel Admin, and the new Primary Admin receives an email notification.

Pro-Tips & Guardrails

FAQs