Not sure which role to assign when adding a new user? Here's a breakdown of each user role in AmTrav and what they can do.
Traveler
Travelers make up the majority of AmTrav users. They can book their own business travel (with your company's travel policies and approvals applied automatically) and travel on AmTrav itineraries. Travelers can be anyone from interns and new hires to executives and board members.
What Travelers cannot do:
- Approve trips for themselves or others
- View other travelers' trips or Travel Reports
- Book travel for other users
Want to book travel for someone without giving them AmTrav access? Simply leave the password field blank in their profile — they won't be able to log in, but a Coordinator or Administrator can still book on their behalf.
Coordinator
Coordinators have everything a Traveler has, plus the ability to book and manage travel for others. Common examples include team managers, executive assistants, and travel administrators who handle bookings for specific groups of people.
What Coordinators can do:
- Book their own travel and travel on AmTrav itineraries
- Book travel for assigned travelers (Travelers, Coordinators, Administrators, or unregistered travelers)
- Approve travel for others (when configured)
- View travel spending and activity data for anyone they're assigned to book for
Each Coordinator's permissions are configured individually by an Administrator in the Coordinator's profile. Learn more about configuring approvals.
Want to give a Coordinator access to Gather? Here's how to set that up.
Administrator
Administrators are super users with full access to AmTrav's capabilities and company data. If your company has a travel manager, that person is typically an Administrator — along with key finance, safety, procurement, and administrative colleagues who need complete visibility and control.
What Administrators can do:
- Book travel for anyone — registered or unregistered
- Approve travel for any user
- Travel on AmTrav itineraries
- Set travel policies and approval rules
- Create and manage user profiles
- Update company settings
- View all company travel data and reports
Frequently Asked Questions
Does someone need to have a profile to travel on an AmTrav itinerary?
No. Coordinators and Administrators can book unregistered travelers — they'll just enter that person's name and details on the checkout page.
How do I manage a Coordinator's permissions?
Go to the People page, open the Coordinator's profile, and scroll to the Coordinator Privileges section (this section only appears for users with the Coordinator role). From there you can configure their access to:
- Register new users
- Modify user profiles
- Access Gather
- Approve trips (make sure to fully configure approvals)
- View reports
