Collaborate with travelers and planners

User guide index

Only accepted Owners can add or edit trip members, invite them, change roles, or revoke access. These are direct actions; they do not require a separate planning proposal or Owner-review workflow. An invitee accepts or declines their own invitation.

Add a traveler or collaborator

1. Open the trip's member section and select its add-member action.
2. Enter the person's name and an email address when available.
3. Choose Planner or Member. The creator retains the Owner role; new Owners cannot be assigned. Planners require an email address. A Member can be recorded without an email or account.
4. For a Member who should use ViaMore, select the invitation-for-access option and provide their email. Planners are invited so their roles can become usable.
5. Enter both travel dates if the person is traveling; leave both empty for a collaborator who is not traveling. Dates can cover only part of the trip.
6. Set travel participation and notes, then select Save member.
7. Check the displayed application-access status. An invitation must be accepted before the person receives their role's permissions.

Example: add Sam as a Planner with an email but no travel dates, and Alex as a Member traveling October 12–15 without an account. Sam can help plan after accepting; Alex can appear in the travel records without application access.

Within a trip, email and linked account identify existing memberships. If ViaMore reports a duplicate or identity conflict, review the existing member rather than adding another record or assuming it will merge them.

Keep and reuse My friends

1. Open My friends in your personal workspace to search, add or edit a saved contact's name and email. Removal requires confirmation.
2. As a trip Owner, open the add-member form and choose a saved friend in the name field to fill their contact details, or type someone new.
3. For a new person, optionally select Save as a friend. This requires an email and starts unchecked. An existing matching saved email is reused without overwriting that contact.
4. Set the trip role, travel dates and invitation options as usual, then save. If the person is already a member or has an invitation, use the existing member's Invite/Resend action when needed.

Friends are private, one-way contacts. Saving one creates no account, notification or trip access. Editing or removing a friend does not update existing trip membership, revoke access or change invitations. Selecting a saved friend uses their saved name and email; edit the contact separately if those details need changing.

Accept or decline an invitation

1. Open the invitation link sent to your email address.
2. Register or sign in using the matching account as directed.
3. If offered, select Link my account and continue.
4. Review the trip and assigned role, then choose Accept invitation or Decline invitation.

Linking an account does not itself accept the invitation. If the link is invalid, expired, or no longer usable, ask an Owner to resend it. Resending replaces the previous invitation link. Email delivery on the current deployment is not verified.

Change travel participation or application access

1. As an Owner, open the member's edit page.
2. Change their role, travel dates, participation, or notes and select Save member.
3. Use the invitation or resend action on that page when new access is needed.
4. To remove application access, use Revoke and its confirmation screen.

Making a traveler inactive preserves dates and assignments and does not revoke application access. An inactive accepted Planner still has Planner permissions. Revocation is the separate access action.

The creator must remain a linked accepted Owner. Ownership transfer is not implemented. Other accepted Owners can be administered by an Owner subject to validation.

Coordinate work with tasks

1. Open the trip's Tasks page and select Add details to open the full task form. To add only a title, enter it in Add a task and select Add instead. Owners and Planners can manage tasks; Members can read them.
2. Enter a title, description, and task type.
3. Optionally choose a due date and a trip member responsible for it.
4. Select Save Task.
5. Use task-list status controls as the work progresses. Use the edit, ordering, or removal actions when needed.

Example: assign Check campground arrival instructions to Alex with a due date before departure. Responsibility does not grant Alex trip access. A task is not evidence that a reservation has been changed or a provider contacted.

Handle concurrent edits

1. If ViaMore reports that a member, task, or other record changed, reload the current record.
2. Compare it with the change you intended.
3. Reapply only the changes still needed and submit the new version.

Permissions come from accepted trip membership, not an application-wide role. See the permissions table for the differences between Owners, Planners, and Members.