Overview
This article walks through how to share your trips with other Tern advisors, or with your agency.
Please note that sharing gives full edit rights to the trip, including access to client credit card authorizations. It should only be used for advisors or VAs you trust and are closely planning your trips with, or your Agency Administrators.
Tern also places strong emphasis on user privacy, allowing you to selectively share trips and related data based on your own discretion. By leveraging these features, you maintain enhanced control over which aspects of a trip are visible to others, particularly agencies or collaborators.
A collaborator is another Tern advisor you share the trip with—not a traveler. Sharing a trip with a collaborator doesn't add them to the Travelers list or the itinerary. Travelers are the contacts on the trip; collaborators co-manage it from their own Tern account.
How to share your trips in Tern
1. You'll see a new 'Collaboration' section in your trip overview
To add another advisor to this trip, add the email they use in Tern and click 'invite'. They will receive an email inviting them to collaborate on the trip.
2. If you are a part of an agency, you'll also see an 'Agency' section above
If you have a "default" agency, any new trips you create will share to your Agency Owner/Administrators automatically. Learn more about setting up your agency default.
You can remove agency access by clicking the 'X' next to your Agency Admins' Access. Just make sure you are complying with any best practices set by your agency before doing so! Additionally, Tern provides agencies visibility controls ensuring that they cannot automatically access any trips, bookings, or data unless explicitly shared. Even if linked to an agency account, unshared trips and private data stay exclusively yours.
Controlling What Information is Shared with Agencies
Selective Sharing Options
Tern provides flexible sharing settings for agencies. You can:
Share individual trips, templates, or specific forms as needed.
Keep some bookings and data private, ensuring visibility only for items explicitly shared.
Agency Visibility Controls
Agencies linked to your Tern account can only view data you deliberately share. This includes:
Inviting agencies for specific purposes, where only shared information becomes visible.
Retaining complete control over unshared trips, even when linked to an agency's workspace.
Use Cases
Scenario 1: You join an agency's workspace on Tern but retain control over what is shared. Upon leaving, private bookings or unshared details remain hidden from the agency.
Scenario 2: Collaborating with multiple agencies allows sharing specific trips with different groups, without visibility overlap. Through these features, Tern reinforces user empowerment, making sharing flexible yet secure.
Collaborator Access: Trip Overview
If a trip has been shared with you, you'll see it in your 'Shared with Me' tab
Note that you won't have access to a 'kanban' view of shared trips, because trip status can vary across advisor account.
Clicking on a trip will take you to the Trip Overview
As a collaborator, you are able to edit:
Trip name
Traveler information -
Add / remove travelers and manage roles normally
You can access the underlying contact record if it's been shared with you. See our article on contact collaboration.
You can add your own contacts (or contacts shared with you) as travelers. Just make sure you also share that contact with the trip owner / collaborators, if you haven't already!
Itinerary options
Publishing/un-publishing the trip
Default trip currency
Trip status - just note that these are specific to the trip owner
Allowing PDF download or not
You are not able to edit:
Trip tags (which are specific to the trip owner)
Share settings for the trip
Duplicate or delete the trip. These options are hidden for collaborators — you won't see them in the Overview menu at all. (If you can open the Duplicate Trip window but the button looks greyed out, that's a loading glitch, not a permissions issue — a hard refresh clears it.)
Collaborator Access: Trip Itinerary
As a collaborator, you are able to edit/view:
All existing activity information - general info, room assignments, media, documents, and booking & pricing.
You can mark activities as 'booked' or canceled. Just keep in mind that any accreditations you choose to sync the booking to are specific to the trip owner.
Adding new activities, including via a library or AI assist
Itinerary status (approving, rejecting, reset to proposing, deletion)
Downloading the itinerary PDF
Publishing/un-publishing the trip
You are able to view authorized credit card details, but only if you have set up 2-factor authentication for your account
You are not able to edit:
Deleting or duplicating the trip
Expected split and received commission
Collaborator Access: Trip Bookings
From here you can add or edit trip package information, or review the payment/commission status of individual items. You have all of the same permissions as the trip owner.
Collaborator Access: Insurance
Trip collaborators can access and fully edit the insurance tab for shared trips.
Collaborator Access: Trip Tasks
Trip collaborators have access to Trip Tasks
They can fully edit tasks, mark them complete, manage their settings, and delete them.
Trip owners and collaborators can assign tasks to anyone shared on the trip
If you are assigned a task by someone else, you'll receive an email notification
All tasks for trips you own, AND all tasks you are the assignee of, will appear in your global tasks tab
Collaborator Access: Trip Emails
As a trip collaborator you can view all emails associated with a trip, archive them, parse content onto trip activity via Tern AI Assist, and see whether the email was read/clicked.
You can also start new conversations with travelers, and reply to threads you have already started. You can reply to any email thread on a trip you collaborate on, including threads started by another collaborator. You can also CC or BCC other collaborators on your emails.
Collaborator Access: Automations and Workflows
If you have edit access to a shared trip, you can view, create, edit, and delete its automations, and you can apply and remove workflows.
Automations run as the trip owner
Every automation on a trip belongs to the trip owner, including one you create yourself. That owner is who the automation acts as when it runs:
A Send Email action sends from the trip owner's connected inbox, using their email signature. It does not send from yours.
A Run AI Agent action runs as the trip owner. The chat appears in the trip owner's chats and counts toward the trip owner's AI usage.
A trigger set to a trip status uses the trip owner's trip statuses, not yours.
When you open an automation you don't own, the Send Email and Run AI Agent actions name the owner, so you can confirm who it will run as before you save.
Which workflows show on the Workflows tab
A trip's Workflows tab lists only workflows owned by the trip owner.
If you apply a workflow from the trip owner's library, it appears on the tab.
If you apply a workflow from your own library, it does not appear on the tab. Its tasks and automations are still added to the trip. To find it, go to the trip's Activity tab.
Workflow names on the tab are clickable for the trip owner only. To edit a workflow, the owner opens it from their Library.
Collaborator Access: Trip Activity
You can access the exact same trip activity log as the trip owner. Any of the major actions taken that are associated with a name will log who made each change.
For example: if the trip was published, you'll see who published it and at what time stamp. For a full list of activity logs, check out this article.
Collaborator Access: Trip Documents
Collaborators added with edit access can open the Documents tab and add, edit, and delete trip documents, the same as other trip content. Document management is not restricted to the trip owner. (Collaborators with view-only access can see documents but not change them.)