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User & Staff Management User Manual

The User Management Module (exclusive to Primary Agents) allows you to expand your business by adding staff members and managing their system access.

1. Introduction

Scaling a travel agency requires a team. This module ensures that you can add sub-agents or staff members while maintaining absolute control over what data each person can view or modify.

2. Key Features

  • Unlimited Staff Roles: Define Custom Designations (e.g., Sales Manager, Accountant).
  • Granular Permissions: Enable or disable specific modules (e.g., An accountant only sees Invoices and Expenses).
  • Hierarchical Control: Primary Agents can monitor all staff activity, while sub-agents see only their own data.
  • Account Security: Active/Inactive toggles to instantly revoke access if a staff member leaves.
  • Staff History: Audit log of when user accounts were created or modified.

3. How to Use User Management

3.1 Search & List Staff

  1. Go to the User Management (Staff) section.
  2. Search Bar: Find staff members by Name, Email, or Mobile.
  3. Designation Filter: View your team by department or job role.
  4. Status Check: Quickly identify which accounts are active and which are deactivated.

3.2 View Staff Profile & Permissions

Click the "View" (Eye Icon) on any staff record. The page title is Team Member Profile with the member’s name. You can edit basic info and resource access directly on the page, and use the header actions for password, status, and deletion.

Sections on the Team Member View Page:

Basic Information

Left column, labelled Contact Details. Shows the user’s avatar (initials), full name, and status badge (Active/Inactive). Editable fields: Full Name (required, max 100), Email Address (locked—cannot be changed here), Phone Number (10 digits only), Designation (required, max 30). Click Update Basic Info to save changes.

Resource Access

Right column, labelled Permissions. For each module you can enable or disable page access and choose scope: No access, Manage Own Data (only data created by or assigned to this user), or Manage All Data (all team data). Dashboard is always on (REQ) and locked. Modules listed: Leads, Customers, Quote, Invoice, Expenses, Payments, Tasks, Packages. Click Update Resource Access to save permission changes. A success or error message appears after saving.

Header Action Buttons:

Change Password

Opens a modal to set a new password for this user (New Password and Confirm New Password, min 8 characters). They will use this to log in next time. Click Update Password to save.

Change Status

Opens a modal to set the account status (e.g. Active, Inactive). Deactivating blocks the staff member from logging in immediately. Select a status and click Update Status to apply.

Delete User

Visible only to Primary Agents. Opens a confirmation modal (Danger Zone). Permanently removes the user; they will no longer be able to access the system. Prefer Change Status to Inactive if you want to preserve history.

User Audit Timeline:

Tracks the history of the staff account within your CRM:

Enterprise Audit:
  • Onboarding Date: Records when the profile was first created.
  • Permission Changes: Logs whenever you grant or revoke module access.
  • Login History: (Coming Soon) Tracks when the staff member last accessed the system.
  • Status Log: Timestamped record of activations and deactivations.

3.3 Adding a New Staff Member

Click "Add User" to open the Add New Team Member page. All fields are in a single card, Account Details. After submission, a verification code is sent to the user’s email; you complete creation by entering that code. Resource access (permissions) is set later on the staff member’s profile (View → Resource Access).

Account Details (Form Fields)

  • Full Name (required): The staff member’s name (e.g. Rahul Sharma).
  • Email Address (required): Login email (e.g. rahul@travelstack.com). Must be unique; the system will show an error if the email already exists.
  • Phone Number (optional): 10 digits only (e.g. 9876543210). No spaces or symbols.
  • Designation (required): Job role or title (e.g. Sales Executive).
  • Password (required): Minimum 8 characters. The user will use this to log in after verification.
  • Confirm Password (required): Must match the Password field.

After Submitting

Click Send Verification Email to create the account and send a verification code to the user’s email. Use Cancel to return to the staff list without saving.

An Email Verification note on the page explains that a verification code will be sent to the user’s email and that you need to enter this code to complete user creation. Once the user is created, open their profile from the staff list to set Resource Access (permissions) for each module.