Team & roles
Everyone in your organisation has their own login. Owner/Admins manage who has access from the Team page, and each person's role decides what they can see.
Roles
| Role | Can | Can't |
|---|---|---|
| Owner/Admin | Everything, including Settings, Stripe, WeTravel, payment timelines, P&L reports, email templates and Team. | Add another Owner/Admin. Ask TravelSpurt to do this. |
| Staff | Day-to-day work: create, edit, archive and restore bookings; itineraries, invoices and payment links; travelers, tasks and forms; calendar, fleet, drivers and guides; activities and media; campaigns; sending emails from a booking. | See P&L reports, change Settings (they see a read-only view), connect Stripe or WeTravel, edit email templates or automation, or open Team. |
| Driver | See the trips they're assigned to, on My trips, and keep their own profile and documents up to date. | See anything else. Drivers never see prices, invoices or payment links. |
Your role is shown in Settings → Your profile.
Turning on Staff and Driver users
Staff and Driver users are switched on per organisation by TravelSpurt. Until then, the Team page shows them as coming soon. Contact us to have them turned on, or to add another Owner/Admin.
Invite someone
- Go to Control Panel → Team.
- Under Invite a user, enter their email address and choose Staff or Driver.
- Click Generate invite link, then Copy.
- Send the link to them yourself, by email or message. TravelSpurt doesn't email it for you.
The link is shown only once, so copy it before you close the box. It works only for that email address, can be used once, and expires after 7 days. When they open it, they create their login in one step. See Create your account.
Pending invites lists links that haven't been used yet. Click Revoke to cancel one. The link stops working straight away.
Your user limit
Additional users shows how many seats you've used. Your own account isn't counted, but pending invites are, until they're accepted, revoked or expire. When you reach the limit, contact us to raise it.
Remove someone
Under Team members, click Remove next to a Staff or Driver user. They lose access immediately and their login is deleted, but anything they created stays with your organisation. You can invite them again later. Owner/Admins can only be removed by TravelSpurt.
Link a driver's login
A Driver user only sees trips assigned to their driver or guide record. After they've signed up, connect the two once:
- On Team, find Driver & guide logins.
- Next to their login, choose their record from Choose a record… and click Link.
Then assign them to a trip: open the booking, choose Action menu → Edit booking, and pick them under Assigned guide. Driver records appear as Name (driver).
Give every driver and guide a unique name. A booking is only linked to someone when the name matches exactly one guide, or failing that exactly one driver. If two records share a name, the trip won't show on their My trips page.
What drivers see
Drivers get a simple app with two tabs, My trips and My profile. They sign in the same way as everyone else, with a password and an emailed code.
- My trips lists their Confirmed, Invoiced and Completed trips, with upcoming trips first, then Past trips. Enquiries and quotes don't appear.
- Opening a trip shows pickup, vehicle, destinations, notes, guide accommodation, the day-by-day itinerary, each traveler's dietary, mobility and emergency details, and trip documents. There's a Print button, and a Do a vehicle check button when the vehicle has a check link.
- My profile lets drivers update their phone, address, emergency contact, licence details and card expiry dates, and upload their licence, qualification card, tacho card and proof of address.
Drivers see the itinerary and notes as you've written them. Keep prices out of free-text notes on bookings that drivers can see.
If a driver says they can't see a trip, check that their login is linked, that they're the assigned guide on the booking, and that the booking is Confirmed or later.