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Consultant Permissions

The four built-in permission profiles, creating custom profiles, assigning them to consultants, and the per-consultant restriction limits.

Super AdminLast reviewed 27 Oct 2026

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Audit Trails

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System Settings

Permission profiles control what a travel consultant may do inside the consultant area. The central question they answer is whether a consultant can create quotations, vouchers and invoices manually, or only use the versions the system generates automatically from a booking. They are managed at Admin > Users > Consultant Permissions.

Super Admin only. This screen is restricted to Super Admins. A Consultant Admin who opens it is sent to the Unauthorized page. Consultant Admins manage their team at Consultant > Consultant Management instead.

The Three Tabs

  • Permission Profiles — the tab the page opens on. Lists the built-in profiles and any custom ones, and lets you create, edit and delete custom profiles.
  • Consultant Assignments — the list of consultants, where you assign a profile to one person or to several at once.
  • Restriction Settings — the numeric per-consultant limits.

Built-in Profiles

  1. Junior Consultant — auto-generated documents only. Can create bookings, search the GDS (Amadeus), add and edit clients, and view their own reports. Cannot create documents manually.
  2. Senior Consultant — marked Default, and the profile a consultant falls back to if none is set. Adds manual creation and editing of quotations, vouchers and invoices, markup and original GDS price visibility, full client and supplier management, booking edits and cancellations, all four GDS options, payment processing, commission visibility, supplier payment requests and report export.
  3. Team Lead — described on screen as All permissions including profit visibility and pricing overrides. It is literally every permission in the system, which on top of Senior adds profit margin visibility, pricing overrides, document deletion, non-VAT supplier approval, refunds, supplier payment approval and the View All Reports permission.
  4. Restricted — the tightest profile: auto-generated documents only, plus create booking, GDS search (Amadeus) and own reports. No manual creation and no client management.

Expand any profile with the chevron to see its permissions grouped by category: Document Creation, Document Management, Pricing, Client Management, Supplier Management, Bookings, GDS Access, Reports and Financial. The summary line shows the permission count and either Manual creation allowed or Auto-generation only.

Creating a Custom Profile

The four built-in profiles cannot be edited or deleted. If you need a different mix of permissions, click Create Custom Profile on the Permission Profiles tab, give it a name and description, tick the individual permissions you want, and save. Custom profiles then appear alongside the built-in ones and can be edited with the pencil icon or removed with the bin icon. Deletion is blocked while anyone is using the profile — you get Cannot delete: profile is assigned to N consultant(s).

Creating, editing or deleting a custom profile is written to the audit trail, with the permissions before and after. Editing a profile changes what every consultant on it may do, so if someone else changed it after you opened the page, your change is refused: reload and make it again.

There is no per-user permission override. Assigning a profile is the only way to change which permissions a consultant has; you cannot tick or untick an individual permission for one person. Build a custom profile instead.

Assigning a Profile

  1. Switch to the Consultant Assignments tab. Every user with the Consultant or Consultant Admin role is listed, with their current profile shown as a badge.
  2. Click the pencil Edit Permissions icon on the consultant's card. The consultant's name is not clickable — use the icon.
  3. Pick the new profile from the dropdown and confirm.

To change several at once, tick the checkboxes on the cards (or use Select All), choose a profile in the blue bar that appears and click Apply Profile.

Every assignment, one consultant or several with Apply Profile, is written to the audit trail as a permission change, recording the old and new profile for each consultant.

The consultant must sign out and sign back in. Permissions are worked out from the profile once when their browser session starts. Someone who is already logged in keeps the old menus and the old capabilities until they re-authenticate. Server-side checks pick the new profile up on the next request, so a consultant can end up seeing a button that the server then refuses — another reason to have them sign in again.

Restriction Settings

Numeric limits are separate from permissions and are set per consultant on the Restriction Settings tab. Each consultant has three fields:

  • Max Quotations/Day — the most quotations the consultant should create in a day.
  • Max Discount % — the largest line item discount the consultant should give.
  • Approval Above (R) — the document total above which someone else steps in: a hand-written invoice is sent by a consultant admin or an accountant, and a voucher needs approval before it is issued.

A field nobody has set shows as blank with Not configured; TravelFlow does not fill in a number for you. Edit the values and click Save on that consultant's row; only the fields you changed are saved. The same three values are also shown as read-only tiles when you expand a consultant on the Consultant Assignments tab. Each save is written to the audit trail with the old and new values.

Most of these limits are not yet checked on screen. When a consultant creates a quotation or voucher in TravelFlow's screens, nothing stops them at the daily quotation limit or the discount cap, and quotations are not held at the approval amount. For those, treat the limits as guidance you agree with your team, and check their work in the usual way. A hand-written invoice carries no discount.

A consultant's hand-written invoice above their approval amount is saved as a draft, and every active consultant admin is told it is waiting. Only a consultant admin or an accountant can send it, which is what puts it on the books; the consultant's invoice page says so in place of the Send button. Raising the consultant's approval amount above the invoice total lets them send it themselves.

The approval amount is checked when a consultant issues a draft voucher from the voucher page. A voucher above it is refused and the consultant is offered Submit for approval. The voucher then shows Waiting for approval, consultant admins and super admins are notified, and one of them approves or declines it on the voucher page. Once it is approved the consultant can issue it; a declined voucher goes back to draft with the reason shown. A voucher created when a booking is completed from the booking queue is issued straight away, without this check. The notice at the top of the Restriction Settings tab, “Most of these limits are not yet checked on screen”, says the same.

Tip: Start new consultants on Junior Consultant and move them to Senior Consultant once they are comfortable with the auto-generated document flow. Reserve Team Lead for people who genuinely need profit margins and pricing overrides, since it grants everything.
Consultant Admins are a special case. They appear in the consultant list and you can assign them a profile, but the server grants Consultant Admin (and Super Admin) every consultant permission regardless, so the profile has no effect on what they can do.