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Why Can’t My Sub-User See Their Trips?

Learn how trip access works for sub-users, how to assign trips correctly, and what to check if a sub-user cannot see or manage the trips they created.

If a sub-user created trips but cannot see or access them in their account, this is usually related to trip access settings in User Management. Trip access is managed in User Management, which only the main admin -- or a sub-user who has been given edit access -- can open.
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This guide walks you through how to give access and how to troubleshoot when trips are not appearing.

How to Assign Trip Access to a Sub-User

Only the main admin (or a sub-user with edit access) can update this setting.
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1. Go to User Management

  • From your dashboard, click Settings.

  • Select User Management from the left sidebar.

Settings page with User Management selected, the User Settings card with Add New User and the User List table of two sub-users

2. Edit the Sub-User

  • Find the sub-user in the list.

  • Click Edit (the pencil icon) under Actions to open the Edit User pop-up.

User List table with the Edit pencil highlighted under Actions on the sub-user row

3. Assign Trip Access

  • In the Edit User pop-up, scroll to Assign Trip Access.

  • Under Assign trip access, tick the trips the sub-user should be able to access (or Select all trips), and switch on Give edit access if they should be able to make changes.

  • Click Save Changes.

Edit User pop-up with the Assign trip access list open (Select all trips and three trips, two ticked), the Give edit access switch on and the Save Changes button

Once updated, the sub-user should see and manage those trips in their dashboard.

Troubleshooting: Why Trips Are Not Appearing

If the trips still don’t show up for the sub-user, check the two points below.
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1. Sub-User Does Not Have Access to Those Trips

  • A sub-user always sees the trips they created themselves. Trips created from the main admin account only appear for them if they are assigned, or if the future-trips checkbox below was on when the trip was created.

  • In other cases, the sub-user may have been accidentally unassigned from those trips in the admin settings. When this happens, the trips will appear in the master account but not on the sub-user’s dashboard.

Fix:
To restore access, go to Settings, open User Management, click the Edit Pencil icon for the sub-user, select the trips under Assign Trip Access, and save your changes.

2. “Give Access to All Future Trips” Setting Is Turned Off

Edit User pop-up with the future-trips checkbox ticked, reading Allow this user to access and manage all future trips created by the Admin account, and the Give edit access switch on

If this option is not checked, the sub-user will only see:

  • Trips the main admin manually assigns, or

  • Trips they create from their login

They won’t automatically see new trips.
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Fix:
In the Edit User pop-up, enable the checkbox: “Allow this user to access and manage all future trips created by the Admin account.”
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Every trip created from then on is assigned to the sub-user automatically (with the same edit or read-only level you gave them). Trips created before you ticked the box still need to be assigned by hand.
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Note: Make sure the toggle under Give edit access is turned on, otherwise the user will only have read-only access.

Notes:

  • Sub-users cannot change the view of the master account.

  • Trip visibility is controlled only through the permissions assigned by the admin.

  • If access settings are correct and trips still do not appear, have the sub-user log out and log back in to refresh their dashboard.

  • Read this article for more details on this feature: How to Add a Sub-Admin to Your Account

Need Additional Help?

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