Table of Contents
1. Overview of the Role Model
In modern travel agencies, maintaining operational efficiency while safeguarding financial margins and client records requires a robust Role-Based Access Control (RBAC) model. TravelOnClick provides four distinct system roles tailored to standard agency operations:
Every user is cryptographically authenticated and linked exclusively to their agency business ID. This guarantees that team actions remain completely isolated from other agencies on the network.
2. Detailed Role Breakdown
Administrators hold full managerial and operational authority over the agency workspace. They control billing, team invitations, multi-branch office addresses, financial ledgers, and database configurations.
Key Capabilities
- •Full access to financial executive dashboard and Profit & Loss reports
- •Invite, edit, and manage teammates across all permission levels
- •Configure agency profile, multi-branch addresses, and public storefront settings
- •Create, edit, cancel, and finalize travel contracts and service lines
- •Record customer receipts and supplier disbursements
- •Protected status: Administrator accounts cannot be deactivated by anyone
Security Restrictions
- •Must belong to their verified agency business ID
- •Cannot deactivate their own account or delete the last active administrator
Managers oversee day-to-day agency operations, review booking pipelines, negotiate with travel suppliers, approve contracts, and monitor team performance without full administrative authority over core business settings.
Key Capabilities
- •View agency performance metrics and contract profit summaries
- •Manage customer CRM records, notes, and activity history
- •Create and issue travel contracts, itineraries, and package line items
- •Manage supplier directory (airlines, hotels, tour operators)
- •Record customer payment receipts and track receivables
Security Restrictions
- •Cannot modify agency business registration or legal license details
- •Cannot add or remove branch office addresses in settings
- •Cannot manage administrative team member accounts
Agents handle client inquiries, quote travel packages, create booking contracts, and record customer transactions. Their access is focused on daily front-office productivity.
Key Capabilities
- •Add and manage customer CRM profiles and contact histories
- •Issue new contracts for flights, hotels, visas, and tour packages
- •View catalog packages and supplier contact details
- •Record customer payment receipts for issued contracts
- •View personal contract history and booking statuses
Security Restrictions
- •Cannot view overall agency-wide supplier disbursements and P&L statements
- •Cannot edit global agency settings or branch details
- •Cannot create or deactivate other user accounts
Viewers have read-only access to view bookings, customer lists, and transaction reports. Ideal for external accountants, auditors, or trainees who should not alter live data.
Key Capabilities
- •Browse existing customer profiles and booking history
- •View confirmed contracts and travel itineraries
- •Inspect payment records and invoice receipts in read-only mode
- •View catalog tour packages and supplier directories
Security Restrictions
- •Cannot create, edit, or delete any customer or contract record
- •Cannot record payments or disbursements
- •Cannot modify any settings or team configurations
3. Comprehensive Permission Matrix
The matrix below outlines default permission boundaries across key functional modules:
| Module / Capability | Admin | Manager | Agent | Viewer |
|---|---|---|---|---|
| Executive Dashboard & Analytics | Full Access | Operational View | Basic Stats | Read-Only |
| Agency Settings & Multi-Branch Addresses | Full Access | No Access | No Access | No Access |
| Team Member Management | Full Access | View Only | No Access | No Access |
| Customer CRM (Create, Edit, Logs) | Full Access | Full Access | Full Access | Read-Only |
| Contract Issuance & Profit Margins | Full Access | Full Access | Create & Issue | Read-Only |
| Financial Payments & Disbursements | Full Access | Receipts & Payables | Customer Receipts | Read-Only |
| Tour Packages & Supplier Catalog | Full Access | Full Access | View & Attach | Read-Only |
| Activity History & Audit Logs | Full Access | Full Access | Append Notes | Read-Only |
4. Multi-Tenant Security & Isolation
TravelOnClick utilizes an enterprise-grade multi-tenant architecture with several non-negotiable security layers:
All records across CRM customers, contracts, transactions, suppliers, and tour packages carry an immutable MongoDB business ID. No agency can read or query another agency's data under any circumstances.
Administrator accounts are locked against deactivation. Neither other team members nor the administrator themselves can deactivate an active admin account. This prevents accidental lockouts of your workspace.
5. How to Invite & Manage Teammates
Access the Team Management Section
Log in to your agency workspace as an Administrator and navigate to Settings > Team Members or the Users menu in the left navigation sidebar.
Click '+ Add Team Member'
Click the '+ Add Team Member' button in the top right. A modal will appear prompting for the teammate's full name, email address, initial password, and role selection.
Select the Appropriate Role
Choose between Administrator, Manager, Agent, or Viewer based on the principle of least privilege. For travel sales agents, select 'Agent'. For accounting auditors, select 'Viewer'.
Save and Share Credentials Securely
Submit the form to immediately create the teammate's account. The new user will be linked automatically to your agency business ID with tenant data isolation.
6. Frequently Asked Questions & Best Practices
Can an Administrator account be deactivated?
No. TravelOnClick enforces strict system-level protection for administrator accounts. Neither other team members nor the administrator themselves can deactivate an active admin account. This ensures your agency workspace is never locked out.
Can agents see contracts created by other agents?
Yes, agents within the same agency business ID can view and collaborate on agency travel bookings, but all operations remain completely isolated from other travel agencies on the platform.
How does data isolation work between different agencies?
Every record (customers, contracts, payments, packages, suppliers, and activity logs) is tagged with a unique MongoDB business ID. All API queries and aggregations are strictly filtered by this business ID.