As a Travel Admin, you have the ability to manage user roles within your organization. This guide will help you understand the different roles available, how to assign them, and what happens when roles change.
Understanding User Roles
ITILITE Travel has four main user roles within your organization:
Primary Admin
Who they are: The designated lead administrator for your company (one per organization), with access to all features and master privileges.
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 all trip requests
- Configure company travel settings
- Manage user roles (except Primary Admin designation)
- Access all company trips and reports
- Manage payment methods
They cannot change the Primary Admin (unless they are the current Primary Admin)
Finance Admin
Who they are: Finance-focused administrators with limited permissions, best 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
What they can do:
- Create and book trips for themselves
- Book trips for others (if “Book for Others” permission is enabled)
- View their own trips and bookings
- Update their profile and travel preferences
- Approve/reject specific trips sent to them for an approval
Cannot do:
- Access admin features or settings
- View other travelers’ trips
How to Manage User Roles
- Go to User Management
- Search the user you want to promote
- Click on more options > Edit details
- In the Travel Role section, select the desired role:
- Traveler
- Admin
- Finance Admin
- Click “Save”
⚠️ IMPORTANT: When a user’s role is upgraded, to sync all their new permissions and refresh their session, they must log out and log in again.
Changing the Primary Admin
Requirements:
- Only the current Primary Admin can transfer their access
- The new Primary Admin must previously have the Travel Admin role
Steps:
- Go to User Management
- Search the Travel Admin user to transfer your Primary Admin access
- Click on more options > Change Primary Admin (contact your Account Manager if you need any help)
- The current Primary Admin becomes a regular Travel Admin
- The new Primary Admin receives an email notification
How many Travel Admins can I have?
You can have multiple Travel Admins, but only one Primary Admin.
What’s the difference between Travel Admin and Primary Admin?
Primary Admin is a designation given to one Travel Admin. Both roles have the same permissions, but the Primary Admin:
- Receives critical system notifications
- Can designate another Travel Admin as Primary Admin
- Cannot be deactivated
Will changing a user’s role affect their past trips?
No. Past trips, bookings, and travel history remain unchanged. Role changes only affect future access and permissions.
Can Travelers approve trips?
Yes, if they are designated as approvers in your approval rules. Being an approver is separate from the user’s base role.
