How to invite and manage User rights in my organization?

✅ Invite new users to join your KOOB organization.
✅ Define user roles and permissions based on their responsibilities.
✅ Assign country and market access to control product visibility.
✅ Monitor user activity, such as login history and last connection date.

🚀 Objective: Properly configuring user access ensures that only authorized personnel can manage bookings, hotels, experiences, and distribution settings within KOOB.

Invite a new user to your organization

To invite new team members and grant them access:

Log in to your KOOB account.
Click on "Organizations" in the left sidebar.
Select the name of your organization.
Click "Invite New User" at the top right.

Enter the user’s First Name, Last Name, and Email Address.
Assign a User Role
- - DMC Admin → Full access to all organization settings, user management, and permissions.
  - DMC User → Restricted access based on assigned roles and permissions.

Click "Invite this user".

📩 The invited user will receive an email with a link to activate their account and create a password.

✅ Note: Users must activate their account within 48 hours, or the invitation will expire.

Managing user rights & permissions

Once a user is invited, you can manage their rights and access by following these steps:

Assigning permissions by country & region

Go to the "Users Dashboard" in the Organization section.
Locate the invited user and click on the pencil icon to edit their profile.

Set access levels for countries and regions:

Access Level	Description
❌ No Access	User cannot view or manage products in this region.
👀 Viewer	User can see products but cannot modify or book them.
✍️ Editor	User can view, modify, and book products within the assigned region.

Managing Booking & distribution rights

In addition to regional access, you can define specific rights for managing Tour Operators (TOs) and bookings:

DMC Referent → The user is designated as the point of contact for handling Tour Operator co-construction requests.
Markets → Select the markets the user is responsible for (they will receive related emails).
Experience Segments → Assign specific experience types (Private, Join-in, Leisure, Active, Exclusive) the user can manage.
Referent for → Assign specific Tour Operators the user can manage.

✅ Tip: It is recommended to have only one DMC Admin per organization for centralized management. However, you can create multiple DMC Users with different permissions.

Monitoring user activity & managing accounts

Checking user login activity

Go to the "Users Dashboard" in the Organization section.
For each user, you can see:
- Last login date and time.

✅ Tip: Regularly review user access to ensure security and revoke access for inactive users.

Deactivating a User

Locate the user in the Users Dashboard.
Click the "Archive" button to revoke their access.

To re-enable access later, click on the arrow near the Organization Name in the banner and select "Archived".
Reactivate archived users by clicking on the restore (two arrows) symbol next to their name.

Takeaways

✅ Easily invite new users and assign roles based on responsibilities.
✅ Customize access by country, region, and experience segment to maintain security.
✅ Monitor login activity and remove inactive users when necessary.
✅ Modify user permissions anytime via the Users Dashboard.
✅ Keep only one DMC Admin per organization for better control and centralized management.

📌 Tip: Regularly review user roles to ensure that access is properly aligned with business needs.

FAQs

Q: Can I have multiple DMC Admins in my organization?
It is recommended to have only one DMC Admin for security and centralized control. However, you can create unlimited DMC Users with different permissions.

Q: Can a user’s permissions be changed after they are invited?
✅ Yes! Go to Organization > Users, select the user, and modify their access levels as needed.

Q: What happens if a user doesn’t activate their invitation within 48 hours?
⚠️ The invite will expire. You will need to resend the invitation from the Users Dashboard or contact KOOB support for assistance.

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📌 Need help? Visit the KOOB Knowledge Base or contact KOOB Support for assistance. 🚀