A permission group is a named bundle of permissions you assign to people so they can see and do only what their role needs — a group for reservation agents, one for a bookkeeper, one for seasonal staff. You manage them under Setup Your team Permission Groups, and assign people to groups here or from each person's profile (see team members).
In this article
Two things to know up front, because they shape everything else:
- A person's access is the combination of all their groups. Put someone in two groups and they get everything either one allows. There's no "deny" — access is additive.
- You can only hand out access you have yourself (more on this below). It's why some permissions may appear locked when you edit a group.
Built-in vs. custom groups
Every account comes with five global groups maintained by TripWorks — Owner, Manager, Analyst, Affiliate Agent, and Reservations Agent. They cover the common roles and update as the platform adds features. You can put people into a global group, but its name and permissions are locked — and it can't be deleted.
When the built-ins don't fit — a marketing consultant, an accountant, a "front desk" role — create your own custom group with exactly the permissions you want.
Create a permission group
Go to Setup Your team Permission Groups and select New Permission Group. The editor has three tabs:
- Settings — give the group a clear Name and an optional Description ("What can this group do?").
- Group permissions — tick the permissions to grant. They're organized by area (Affiliates, Calendar, Catalog, and so on), each with Select all / Select none and an X of Y count so you can see coverage at a glance.
- Group members — add the people who should have this access. Membership is the same list you'd see on each person's profile, so you can build it from either side.
Select Save changes.
You can only grant access you have yourself
This is the part the screen doesn't spell out, and it's the answer to most "why can't I…?" questions. TripWorks won't let you give a group more access than you hold. Concretely:
- Permissions above your own level appear locked (greyed out with a lock) — you can't switch them on or off. You can only manage the permissions you personally have.
- You can't add someone to a group that's more privileged than you are — the members list is only editable on groups whose permissions are a subset of yours.
- The super-admin permission is never assignable to any group.
The point is safety: no one can quietly escalate their own access — or someone else's — beyond what they've been given. If a permission you need is locked, ask an Owner or an admin who holds it to make the change.
Manage existing groups
The Permission Groups list shows every group with its member count and permission count; a Global tag marks the built-ins. Select any group to edit it.
- Custom groups — edit the name, permissions, and members anytime.
- Global groups — edit members only (name and permissions are locked).
- Delete — only custom groups can be deleted, and only ones within your permission level. Global groups can't be deleted. Removing a group doesn't delete its people; they simply lose the access that group granted.
Frequently asked questions
Why can't I edit this group's name or permissions?
It's a global group maintained by TripWorks (Owner, Manager, Analyst, Affiliate Agent, Reservations Agent). You can change who's in it, but its name and permissions are locked. To customize access, create your own group instead.
Why are some permissions greyed out when I edit a group?
Because they're above your own access level. You can only grant or remove permissions you personally hold, so no one can escalate access beyond their own. Ask an Owner (or an admin who has that permission) to toggle it.
How do I give someone access to a specific thing?
Add that permission to a group the person belongs to, or add the person to a group that already has it. Remember access is additive — someone in multiple groups gets everything those groups allow.
What happens to people when I delete a group?
The people aren't deleted — they just lose the access that group provided. If they're in other groups, that access remains. Only custom groups within your permission level can be deleted; global groups can't.
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