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Your First Login

Sign in, understand lockout and forced password changes, and see where each role lands.

All UsersLast reviewed 25 Sept 2026

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Password Policy

Password rules, changing your password, forced changes, account lockout, and resetting a forgotten password.

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This guide covers what happens between entering your credentials and landing on your first screen. TravelFlow has no welcome tour or product walkthrough — you go straight from the sign-in form to the page for your role.

Signing In

Go to the login page, enter your Email Address and Password, and click Sign In. On success you see a “Successfully signed in!” message and TravelFlow redirects you based on your role. If you have two-factor authentication enrolled, a verification window appears before the redirect and asks for the code sent to your phone.

If you forget your password, use Forgot password? on the login page. Enter your email and click Send Reset Instructions; TravelFlow always shows a “Check Your Email” confirmation, whether or not an account exists for that address.

Important: Repeated failed sign-ins lock the account. Unless a super admin has saved other values in the Login Security settings, 5 failed attempts within 60 minutes from one network lock the account on that network for 15 minutes (failures from somewhere else never lock you out of yours). Further attempts are then refused with the message “Account is temporarily locked. Please try again in N minute(s).”, or “Account is temporarily locked. Please try again later.” when no wait is stated. A successful sign-in clears that network’s counter. Resetting your password does not shorten the lock, but a super admin can unlock the account straight away from the Login Security card.

If You Are Asked to Change Your Password

Accounts created through bulk import are flagged to require a password change. If yours is, sign-in takes you to a change-password screen instead of your dashboard. Enter the temporary password your administrator gave you, then a new one that is at least 8 characters and contains an uppercase letter, a lowercase letter and a number, and differs from the current password. You reach your normal landing page once the change is accepted.

Where You Land

Your role decides your first screen:

  1. Consultant and Consultant Admin — the Consultant Dashboard, with stat cards for Active Clients, Monthly Bookings, Revenue (MTD) and Cancellations, a recent bookings table, and header buttons for GDS Booking and Add Client. On a wide screen a Quick Actions panel on the right offers Booking Queue, New GDS Booking, Add New Client and Create Quote.
  2. Organization User and Organization Admin — the same Organization Portal dashboard, with stat cards for Pending Requests, Approved, Total Budget and Budget Utilized, a New Travel Request button, and a green banner listing approved requests that have no booking yet. Organization admins see the same cards; their extra tools live in the Administration menu rather than on the dashboard.
  3. Accountant and Accountant Admin — the Accounting dashboard, with stat cards for Total Assets, Total Liabilities, Net Income and Cash Flow, a VAT summary card and a recent transactions list.
  4. Super Admin — the Super Admin dashboard, with counts for Total Users, Active Users, Inactive Users, Organizations, Consultants and New This Week, a role distribution breakdown, a recent activity feed drawn from the audit trail, and card grids for User Interfaces and Admin Tools.
  5. Private User — the travel search page rather than a dashboard, where you pick flights, hotels or cars and start searching straight away.

Navigation Structure

Every signed-in area uses a horizontal bar across the top of the page that stays pinned as you scroll. There is no left sidebar. On the left of the bar is a brand link that returns you to your landing page; the middle holds your menu items, where a menu with sub-pages opens a dropdown when you click it. What you see depends on your area:

  • Consultant — Clients, Bookings, Documents, Messages, Analytics.
  • Organization portal — Requests, Bookings, Documents, Reports, plus Administration for organization admins.
  • Accounting — Transactions, Banking, Entities, Financial, Compliance.
  • Admin — Users, Organizations, Settings, Executive, Audit, Support.
  • Private traveller — Search, Bookings, Explore, Documents, Support.

At the right-hand end of the bar sit the light/dark theme toggle, the notification bell, your name (which opens your profile) and the sign-out button. Below the large-screen breakpoint those last two are replaced by a hamburger button in that same right-hand cluster; tap it to drop the full menu down under the bar, and it closes automatically once you open a page.

Tip: The bell icon is the only place TravelFlow delivers notifications, and it is present on every signed-in screen, including narrow ones. Check it early — approval decisions and new booking requests arrive there rather than by email.

Staying Signed In

TravelFlow signs you out after a period of inactivity — 30 minutes unless an administrator has set a different limit — and in any case 12 hours after you signed in. Shortly before an idle sign-out (60 seconds unless a super admin has set another warning time), a Session Expiring window counts down and offers Stay Logged In or Log Out. Clicking Stay Logged In resets the clock. Activity in any TravelFlow tab counts, so a tab you are actively using keeps the others alive.

If your organization uses two-factor authentication, a prompt inviting you to set it up can appear shortly after you land. You can choose Set Up Now, or dismiss it with Remind Me Later or Skip for Now. See the MFA Enrollment article before deciding.