How to invite users and manage their rights in my organization?

✅ Add and archive team members
✅ Set user roles and control permissions per destination
✅ Monitor last login activity to track platform usage

🚀 Objective: Ensure your team has the right level of access while maintaining security and efficient operations.

Accessing user management

Click on “Organization” in the left-hand menu.

This page displays all the users in your organization.

Click “Invite New User” to add a team member.

📌 Tip: Use this section to manage who has access to your KOOB account and their assigned permissions.

Inviting a new user

👤 Role & Permissions

Choose a user role that defines what the person can do on the platform:

Role	Access Description
Admin	Full access to all features, can manage users
Editor	Can book products and manage client folders
Viewer	Can view product factsheets but cannot book
No Access	Cannot view or book anything

📧 User Information

First Name & Last Name → Enter the full name of the user
Email Address → This will be used as their login

Associated rights → Select the destination, regions and access level

✅ Send the invitation

Click “Invite this User”

The user will receive an email with a link to set their password and activate their account

📌 Example: If you're adding a travel consultant, assign them the Editor role so they can book products in selected destinations.

Defining access by destination

KOOB lets you assign access rights per destination, so each team member only works with relevant countries or regions.

Access Level	Description
No Access	Cannot view or book products in that destination
Viewer	Can view factsheets only
Editor	Can book products and manage client folders

📌 Steps:

Select the user from the list

Choose the destinations you want them to access

Assign the appropriate role per destination
Click “Save Changes” to confirm

📌 Tip: Editors can book and manage folders. Viewers can only view content. No Access fully restricts the destination.

📌 Example: A user managing the European market can be given Editor access in Europe and No Access elsewhere.

Managing user roles and permissions

Go to the Users list
Click the ✏️ icon next to the user you want to edit
Adjust their global role or destination-specific access

Click Save Changes

📌 Tip: Modify roles when team members change position, region, or responsibility.

Deactivating users

💤 Deactivate a user

Click the archive icon to deactivate (ideal for temporary leave or seasonal staff)

Click "Yes, archive" to deactivate

Deactivated users cannot log in but can be reactivated later

📌 Tip: Use deactivation for seasonal staff or consultants who might return.

Restore archived users

Click the restore icon to restore the user

Click the "Yes restore" button to restore the user

Monitoring user activity

Go to the Users section
View their last login date

📌 If a user hasn't logged in for several months, it may be time to deactivate or reassess their role.

TUTORIAL VIDEO

Takeaways

✅ Access user management via the Organization tab
✅ Invite team members and assign one of four roles: Admin, Editor, Viewer, No Access
✅ Manage destination-specific access to control visibility and booking permissions
✅ Use deactivation instead of deletion for temporary suspensions
✅ Monitor last login to maintain a secure and updated team structure

FAQ

Q: Can a user have different access levels per destination?
✅ Yes, KOOB allows destination-specific permissions (Editor, Viewer, or No Access).

Q: What happens if I deactivate a user?
🛑 They lose access temporarily but can be reactivated later without re-inviting.

Q: Can I change a user’s email?
📌 No, the login email cannot be edited once the user is created. You’ll need to remove and re-invite them.

Q: Do users get notified when added?
✅ Yes, they receive an email invitation to create their password and log in.

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