Custom Permissions Guide

Overview

The Initial User & Validation Guide gets you started with Kaptio’s out-of-the-box permission sets — enough to create users and validate your foundation. Many customers then need finer control: who can change buy rates after booking, who can override sell prices, who can import passengers, and so on.

That finer control comes from custom permissions. Think of them as feature switches. Each one turns a specific capability on or off for the users (or roles) you choose. You enable them through Salesforce Permission Sets — you do not edit the managed package itself.

This guide covers:

What custom permissions are (in plain language)
The main permissions grouped by everyday categories
How an admin assigns them
How to sanity-check that a user has the right access

Prerequisites

Before refining permissions:

Initial User & Validation Guide — users created and base permission sets assigned
Salesforce admin access (Permission Sets and user assignment)
A clear view of which roles need which overrides (managers vs consultants vs finance)

Part 1: What Are Custom Permissions?

Permission sets vs custom permissions

Layer	What it does	Example
Permission Set	Bundle of object/field access and custom permissions assigned to a user	`(Kaptio) Build Itineraries`
Custom Permission	Single feature switch checked by Kaptio at runtime	`CanOverrideSellPrice`

Out-of-the-box permission sets already include the core custom permissions for common roles (build itineraries, view proposals, supplier actions, and so on). When a customer wants to go further — for example, let only supervisors refresh FX rates after booking — you add the relevant custom permissions to a Permission Set and assign that set to those users.

When would I use this?

These patterns are starting points — adjust to your customer’s policy.

Role / Scenario	Approach
Reservation consultant — full booking access	Assign `(Kaptio) Build Itineraries` (covered in the Users guide); add before-booking FX refresh and passenger import if used
Supervisor / team lead — after-booking FX and overrides	After-booking FX refresh; sell/cost overrides; channel/account edit; cancellation % override
Finance — cost visibility without broad sell overrides	Enable `CanViewCostData`; leave `CanOverrideSellPrice` off unless required; after-booking FX (refresh and/or manual); manual payment registration if needed
Operations — reinstate and ops tools	Enable `EnableReinstate`; inventory management; supplier actions as needed
Portal / limited	View Proposals / Itinerary Comments / Customer Payment — usually no pricing or FX overrides

Part 2: Main Custom Permissions by Category

API names below are as they appear under Setup → Custom Permissions (namespace KaptioTravel in subscriber orgs). Labels in the UI may start with (Kaptio).

Itinerary building & privileged access

Custom Permission	What it unlocks
`Build_Itineraries`	Build and update itineraries and related booking data
`Privileged_Access`	Work with itinerary data not owned by the user (broader data access)
`Inventory_Management`	Read and update inventory management data
`Group_Tour`	Work with Group Tour itineraries

Proposals, comments & supplier actions

Custom Permission	What it unlocks
`View_Proposals`	Read data needed for a customer to view a proposal
`Itinerary_Comments`	Comment on itineraries
`Supplier_Actions`	Confirm or reject supplier booking requests
`Customer_Payment`	Process customer payments

FX / buy rates (before vs after booking)

FX permissions split on two axes: when (before or after converting to a booking) and how (refresh button vs manual edit).

Custom Permission	Label (typical)	What it unlocks
`ChangeBuyRatesOnItineraryByRefreshButtonBeforeBooking`	BC - Refresh conversion rate	Refresh buy conversion rates / BU currency factor before booking
`ChangeBuyRatesOnItineraryManuallyBeforeBooking`	BC - Manually edit conversion rates	Manually edit buy conversion rates before booking
`ChangeBuyRatesOnItineraryByRefreshButtonAfterBooking`	AC - Refresh conversion rate	Refresh buy conversion rates / BU currency factor after booking
`ChangeBuyRatesOnItineraryManuallyAfterBooking`	AC - Manually edit conversion rates	Manually edit buy conversion rates after booking

When would I use this? Give consultants “before booking” refresh if they need to pull latest rates while quoting. Restrict “after booking” (especially manual edit) to supervisors or finance so booked costs stay controlled.

Pricing & cost overrides

Custom Permission	What it unlocks
`CanOverrideSellPrice`	Override sell price on itinerary items
`CanOverrideUnitCost`	Override unit / cost price
`CanOverrideSalesPricelists`	Override sales pricelists when pricing an itinerary
`CanOverrideCostPricelists`	Override cost pricelists when pricing an itinerary
`CanOverrideCommission`	Override commission on itinerary pricing
`CanOverrideTax`	Override tax amount in Costings
`CanOverrideTime`	Override Time From / Time To in Costings
`CanOverrideCancellationPercentage`	Change cancellation fee percentage
`CanViewCostData`	View cost data (without necessarily granting overrides)
`ShowCostRateInItemPriceFinder`	Show cost rate in the Service Price Finder
`CanAddManualAdjustmentPricing`	Add or use manual price services for adjustments

Channel, account & passengers

Custom Permission	What it unlocks
`CanEditItineraryChannelAndAccount`	Change channel and account on booked itineraries
`CanImportPassengers`	Use passenger import on the passenger grid
`EnableReinstate`	Reinstate itineraries (reinstate features)

Payments & agreements (common extras)

Custom Permission	What it unlocks
`CanManuallyRegisterPayments`	Use payment methods of type Manual Payment
`AllowToDeleteFullyPaidPayments`	Delete fully paid payments
`CanCreateResellerAgreements`	Create or edit reseller agreements
`CanAssignResellerAgreements`	Assign existing reseller agreements to an Account

This is not an exhaustive list of every packaged custom permission. Focus first on the categories your roles actually need. Feature-specific permissions (for example flights/RightRez, Bulk Manager, or tour pricing) can be added later as those modules go live.

Part 3: How to Assign a Custom Permission

Custom permissions are enabled on a Permission Set, then the Permission Set is assigned to users.

Step 1: Create or open a Permission Set

Go to Setup → Permission Sets
Open an existing set (for example a “Managers” or “FX Overrides” set), or click New
Give it a clear name that matches the role (for example Kaptio FX After Booking)

Step 2: Enable the custom permission

In the Permission Set, open Custom Permissions
Click Edit
Move the required permissions (for example ChangeBuyRatesOnItineraryByRefreshButtonAfterBooking) into Enabled Custom Permissions
Click Save

Step 3: Assign the Permission Set to users

Open the Permission Set → Manage Assignments
Add the users who should have this capability
Save

You can also assign from the User record → Permission Set Assignments.

Step 4: Sanity-check access

Check	How
Permission is on the set	Permission Set → Custom Permissions shows the expected entries
User has the set	User → Permission Set Assignments includes that set
Behaviour matches	Log in as the user (or use Login As) and confirm the UI action is available — for example Refresh conversion rate after booking, Import Passengers, or Reinstate
Negative test	Confirm a user without the permission cannot perform the same action

If a button or field is missing after assignment, confirm the user has the base Kaptio permission set (for example Build Itineraries) and the custom permission Permission Set. Custom permissions alone do not replace object/field access.

Troubleshooting

Issue: User has the Permission Set but still cannot override price / FX

Confirm the specific custom permission is enabled on that set (not only a similar-sounding one)
Distinguish before-booking vs after-booking FX permissions
Confirm the itinerary is in the state the permission applies to (quote vs booked)

Issue: Import Passengers button not visible

Assign CanImportPassengers via a Permission Set
Confirm the user can access the passenger grid (base itinerary permissions)

Issue: User can see other users’ itineraries unexpectedly

Check whether Privileged_Access was assigned more broadly than intended

Issue: Cannot find the custom permission in Setup

Search under Setup → Custom Permissions for the API name or (Kaptio) label
Confirm the Kaptio Travel managed package is installed and up to date

Object / metadata	Purpose
Custom Permission	Feature switch definitions shipped with Kaptio Travel
Permission Set	Container that enables custom permissions and object access
Permission Set Assignment	Links a Permission Set to a user

What’s Next

With custom permissions defined for your roles:

Document which Permission Sets each role receives (for training and audits)
Re-run the user access validation from the Initial User & Validation Guide
Continue with supplier/service and package setup as needed