TripLoft organizes your people into a clear hierarchy and uses a simple permission model to control what each person can see and do. This article explains how your team is structured, what each role can do, and how permissions and Team Mode decide who sees which data.
How your team is organized
TripLoft uses two tiers of organization, with people at both:
Parent Agency: the top level, your workspace (for example Northwind Travel Group). It holds the Parent Agency owner, its admins, any agents who sell directly under the parent brand, and all of the Sub-Agencies beneath it.
Sub-Agency: a company that sits under the Parent Agency (for example Coastline Travel or Summit Voyages). Each Sub-Agency belongs to exactly one Parent Agency and has its own owner, admins, and agents.
An agent is the person doing the selling, either directly under the Parent Agency or inside one of its Sub-Agencies.
An agent who works directly under the Parent Agency rather than inside a Sub-Agency is called a Direct Agent. TripLoft shows both kinds with the same "Agent" label; the agency name on each member's row tells you which is which.
One person belongs to one place at a time. A user is either a Direct Agent under the Parent Agency or an agent inside a single Sub-Agency, never both and never in two Sub-Agencies. To move someone, they are removed from one and invited to the other.
The roles
There are three roles, and they exist at both levels. What they can reach depends on whether they sit in the Parent Agency or a Sub-Agency.
Owner: exactly one per agency, so one for the Parent Agency and one for each Sub-Agency. An owner always has full, unrestricted access and can never be limited by the permission grid. The Parent Agency owner manages billing and ownership for the whole workspace and can manage every Sub-Agency and agent. A Sub-Agency owner has full access to everything in their own agency, sets its Team Mode, sets each agent's permissions, and can change member roles within it.
Admin: admins run things day to day. They can change other members' roles, promoting an agent to admin or the other way round, and set anyone's data access through the permission grid. Two things are off limits: their own role and permissions, and the owner's. Parent Agency admins do this for Direct Agents, for other Parent Agency admins, and for everyone in any Sub-Agency beneath them. Sub-Agency admins do it within their own agency. Admins cannot manage billing.
Agent: an agent manages their own contacts, trips, and commissions, and sees shared data only when Team Mode is on and their permissions allow it. Agents have no access to the admin tabs, settings, or billing, and view-only access to their agency's details. In the app, Direct Agents and Sub-Agency agents both show the same "Agent" label.
Where roles and permissions are managed
What you see depends on your role.
Parent Agency owners and admins manage the Sub-Agencies beneath them from the Teams & Permissions section in the sidebar. It has two tabs:
Sub-Agencies: every Sub-Agency under your Parent Agency. Click a row to open one.
Sub-Agency Members: a single table of everyone across all of those Sub-Agencies. Parent Agency members aren't listed here, since this view is about the agencies beneath you.
Opening a Sub-Agency shows its own tabs: Overview, Agency Details, Waivers & Agreements, Members, Settings, and Activity log. Its Members tab holds the Team Mode toggle and the permission grid; its Settings tab holds the commission split, status (suspend), and delete controls.
Sub-Agency owners and admins don't have a Teams & Permissions item. You manage your own people and permissions from the Members item in the sidebar, which opens the permission grid directly. You also have Overview and Settings, where the commission split from the Parent Agency is view-only.
Agents don't see the admin tabs at all. You have your personal areas (My Account, Security, Email Signature, Messages) and view-only access to your agency's Agency Details, Waivers & Agreements, and Integrations.
Team Mode
Team Mode is the master switch that decides whether any data sharing happens within an agency. It exists at the Parent Agency level, controlling Direct Agents, and at each Sub-Agency level, controlling that agency's agents. It works the same way in both places.
When Team Mode is on, the permission grid is active and each person sees the data their grants allow. When it is off, everyone is fully isolated and sees only their own data. New Sub-Agencies start with Team Mode off, and new people start fully isolated.
Turning Team Mode off does not erase anyone's permissions. The grid is simply ignored while it's off, and your previous setup returns exactly as it was when you turn it back on.
The permission grid
When Team Mode is on, each person's access is set across three groups, and each group can be set to Off, Read, or Full:
CRM data: contacts, trips, calendar, tasks, and workflows.
Templates: forms, task templates, automations, and email templates.
Commissions: commission data, reports, and financial statements.
The three access levels mean:
Off: the person sees only the records they created themselves.
Read: read-only access to everything in that group.
Full: read and write access to everything in that group.
An owner's row always shows Full and is locked, since owners can never be restricted.
Commission splits
Splits work at both levels, and one rule shapes all of it: an admin never sets their own split. Only an owner does that.
Within the Parent Agency
The owner sets splits for themselves, for admins, and for Direct Agents.
Admins set splits for other admins and for Direct Agents, but not their own.
Agents can see their split but not change it.
For a Sub-Agency
Parent Agency owners and admins set the split a Sub-Agency receives. The Sub-Agency owner can view it but not change it.
That commission then cascades to the Sub-Agency's own members, following the same rule. The owner sets splits for themselves, their admins, and their agents. Admins set splits for other admins and agents, but not their own. Agents are view-only.
Parent Agency owners and admins can also edit commissions for members inside any Sub-Agency beneath them.
Transferring ownership
Only an owner can transfer ownership of their own agency. A Parent Agency admin can't transfer the Parent Agency, and a Sub-Agency admin can't transfer their Sub-Agency.
Parent Agency admins sit above every Sub-Agency, though, so they can transfer a Sub-Agency's ownership to another member of that Sub-Agency. See Transfer Agency Ownership.
What each role can see
Visibility flows up and down the hierarchy, never sideways:
Parent Agency owners and admins: see everything across the Parent Agency and every Sub-Agency beneath it.
Sub-Agency owners and admins: see everything within their own agency.
Agents: see only their own records, plus anything Team Mode grants them.
Sub-Agencies cannot see one another, and agents cannot see each other unless they are in the same agency with Team Mode on and grants that allow it.
Who can change roles and permissions
Parent Agency owner: unrestricted. Can change any role, toggle the Parent Agency's Team Mode, set anyone's permissions, invite people, deactivate and reactivate anyone, manage billing, and transfer the Parent Agency's ownership.
Parent Agency admin: can change roles and permissions for Direct Agents, for other Parent Agency admins, and for anyone in any Sub-Agency beneath them. Can toggle the Parent Agency's Team Mode, invite people, and deactivate or reactivate them. Cannot change their own role or permissions, or the owner's, and cannot manage billing or transfer the Parent Agency's ownership.
Sub-Agency owner: full control within their own agency, including its Team Mode, each member's permissions, member roles, and deactivating or reactivating members. Inviting someone new is handled by the Parent Agency.
Sub-Agency admin: can change roles and permissions for other members of their agency, including other admins, toggle Team Mode, and deactivate or reactivate members. Cannot change their own role or permissions, or the owner's.
Agent: configures nothing. An agent is the subject of the access set above them.
Good to know: Inviting someone new is the one thing reserved for the Parent Agency. A Sub-Agency that needs an extra member requests it from their Parent Agency's owner or admins. Deactivating and reactivating existing members is different: a Sub-Agency's own owner and admins can do that themselves. See Invite Team Members and Bulk Invite Team Members.
A note on Parent Agency reach
Parent Agency owners and admins can change a Sub-Agency's settings, commissions, roles, and ownership, and can suspend the agency itself. Those rights exist for emergencies and exceptions, not for everyday use.
Running a Sub-Agency is its owner's job. Changing things from above without telling them causes confusion, and in the case of commissions or ownership, real disruption. Talk to the Sub-Agency owner first wherever you can.