Summary and recommendation
TravelPerk user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
TravelPerk user management lives at Settings → Users and is governed by four fixed roles: Admin, Travel Manager, Booker, and Traveler.
No custom roles exist;
the only scoping flexibility is narrowing a Travel Manager's access to a specific department or group.
Like every app that handles spend data, access control here has direct financial and compliance implications
and billing runs per completed trip rather than per seat, so adding or removing users does not directly change your monthly cost.
Quick facts
| Admin console path | Settings → Users |
| Admin console URL | Official docs |
| SCIM available | Yes |
| SCIM tier required | Premium |
| SSO prerequisite | No |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Admin | Full account access: manage users, billing, company settings, travel policies, cost centers, and all bookings. | Only Admins can invite or deactivate other users and change roles. There must be at least one active Admin on the account. | |||
| Travel Manager | Can book travel for other travelers, manage travel policies, view all trips, and access reports for their assigned group or the whole company depending on configuration. | Cannot manage billing or company-level account settings. | Travel Managers can be scoped to specific groups/departments; scope is set by an Admin at the time of role assignment. | ||
| Booker | Can book travel on behalf of specific travelers assigned to them. Limited to booking actions only. | Cannot view reports, manage policies, or access account settings. | Bookers must be explicitly assigned to travelers; they cannot book for travelers outside their assignment. | ||
| Traveler | Can book their own travel within company travel policy limits, view their own trips, and manage their personal profile. | Cannot book for others, view other users' trips, or access account settings. | Travelers are subject to travel policy restrictions set by Admins or Travel Managers. Trips outside policy may require approval. |
Permission model
- Model type: role-based
- Description: TravelPerk uses a fixed set of predefined roles (Admin, Travel Manager, Booker, Traveler). Permissions are determined by role assignment. Travel Manager scope can be limited to specific groups. No fully custom roles are available.
- Custom roles: No
- Custom roles plan: Not documented
- Granularity: Role-level; Travel Manager scope can be narrowed to a department or group, but individual permission toggles within a role are not available.
How to add users
- Log in as an Admin and navigate to Settings → Users.
- Click 'Invite user' or 'Add user'.
- Enter the user's first name, last name, and work email address.
- Select the user's role (Admin, Travel Manager, Booker, or Traveler).
- If assigning Travel Manager or Booker, configure the scope or traveler assignments.
- Optionally assign the user to a cost center, department, or travel policy.
- Click 'Send invitation'. The user receives an email to set their password and activate their account.
Required fields: First name, Last name, Work email address, Role
Watch out for:
- Invited users must accept the email invitation before they can log in; pending invitations can be resent from the Users list.
- Email domain does not need to match a verified domain for manual invitations.
- A user's email address cannot be changed after account creation; a new user record must be created if the email changes.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | Yes | Settings → Users → Import users (CSV upload option within the Users section) |
| Domain whitelisting | No | Automatic domain-based user add |
| IdP provisioning | Yes | Premium |
How to remove or deactivate users
- Can delete users: Unknown
- Delete/deactivate behavior: This app exposes delete operations in its API documentation, but the admin-console path may present removal as deactivation, archiving, or deletion depending on tenant configuration. Confirm whether the UI action is reversible before treating removal as recoverable.
- Navigate to Settings → Users.
- Locate the user in the active users list.
- Click the user's name or the action menu (three dots) next to their record.
- Select 'Deactivate user'.
- Confirm the deactivation in the prompt.
| Data impact | Behavior |
|---|---|
| Owned records | Historical bookings and trip records associated with the deactivated user are retained and remain visible in company reports. |
| Shared content | Not documented |
| Integrations | If the user was provisioned via SCIM, deprovisioning through the IdP will trigger deactivation in TravelPerk automatically on Premium plan. |
| License freed | TravelPerk pricing is per-trip rather than per-seat, so deactivating a user does not directly reduce a recurring seat license fee. |
Watch out for:
- Deactivated users cannot log in but their past trip data remains in company reports.
- If the deactivated user was the sole Admin, another user must be promoted to Admin before deactivation is possible.
- Pending or upcoming bookings for a deactivated user should be reviewed and reassigned or cancelled before deactivation.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Starter | Basic booking features; limited policy and reporting tools. Free with no per-trip fee up to a usage threshold. | $0 (Starter plan) |
| Pro | Full booking, travel policies, approval workflows, integrations, and reporting. | $25 per trip |
| Premium | All Pro features plus SCIM provisioning, advanced integrations, and dedicated support. | $15 per trip (as listed on pricing page; lower per-trip rate reflects volume commitment) |
| Enterprise | Custom features, SLA, and pricing negotiated directly with TravelPerk. | Custom |
- Where to check usage: Settings → Users (view active user count); Reports section for trip volume and spend.
- How to identify unused seats: Admins can review the Users list filtered by last login date or activity to identify users who have not booked or logged in recently. No dedicated 'inactive users' report is documented in official help.
- Billing notes: TravelPerk charges per completed trip rather than per seat/user. Adding or removing users does not directly change the monthly bill; costs accrue based on booking volume. Plan tier determines feature access and per-trip rate.
The cost of manual management
Every app in your stack that relies on manual provisioning carries the same hidden cost: access that outlives employment.
In TravelPerk, deactivating a departed employee requires an Admin to navigate to Settings → Users, locate the record, and confirm deactivation - a step that is easy to defer and impossible to automate without SCIM or API tooling.
Pending or upcoming bookings for that user must also be reviewed and reassigned before deactivation, adding a second manual task to every offboarding. Because TravelPerk does not permanently delete user records from the admin console, stale deactivated accounts accumulate in your user list over time, creating noise in reports and audits.
What IT admins are saying
Community evidence is not specific enough to quote or summarize yet for this app.
The decision
Every app that manages travel spend deserves scrutiny when evaluating whether manual provisioning is sustainable. TravelPerk's fixed role model keeps initial setup straightforward, and per-trip billing means user count alone does not drive cost.
The calculus shifts for teams with regular onboarding cycles, frequent department changes, or compliance requirements around access reviews - the lack of bulk operations, the no-delete constraint, and the absence of an inactive-user report create compounding overhead.
SCIM provisioning, available on the Premium plan, eliminates the invitation and deactivation steps entirely by delegating lifecycle management to your IdP.
Bottom line
TravelPerk's manual user management is functional but unforgiving at scale. Every app that handles travel spend carries real risk when offboarding is deferred, and TravelPerk is no exception - a deactivated-but-not-reviewed account can still have upcoming bookings attached to it.
The role model is simple and the per-trip billing removes seat-count anxiety, but the inability to change email addresses in place, the lack of bulk deactivation, and the absence of automated inactive-user detection mean that teams beyond a few dozen travelers will feel the friction quickly.
For those teams, the Premium plan's SCIM support is the clearest path to consistent, auditable provisioning.
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