Maurice
1b58acc78f
A guest's payer rows and recorded payments hung on the users row by ON DELETE CASCADE, so deleting the guest wiped money that had really moved: expenses they paid were left without a payer, settled payments reopened, and a custom or receipt split lost the guest's share so the balances no longer summed to zero. Deleting a guest who paid for an expense or is part of a recorded payment is now refused with a 409 (REST and the delete_trip_guest MCP tool, same text), and the share dialog says to change the payer or delete the payment first. Otherwise the guest's share is handed on: an equal split re-splits as before, a custom amount goes to the others by largest remainder in the currency's smallest step (members without an amount get one, so the expense stays a custom split), and a receipt drops the guest from its lines and is split again like the cost editor does. A legacy paid_by_user_id is cleared as on account deletion. Account deletion goes through the same re-split. The confirmation text in all languages and the wiki say what really happens. Refs #2604
8.4 KiB
Trip Members and Sharing
Opening the Members Panel
- From the trip planner: click the Share button in the top navigation bar.
- On mobile: open the trip, then More → Share Trip.
The dialog carries the trip's name in its head band, with the number of people on the trip and, once there are any, of its guests. When you have the share_manage permission it opens in two columns (members and guests on the left, the two links on the right). Without that permission only the members column is shown. On a narrow window the columns stack.
Members List
The left column lists everyone who has access to the trip.
- The trip owner is marked with an Owner badge and a crown.
- Your own entry carries a you badge (on the phone it reads (you)).
- A remove button appears on your own row, and on every non-owner row if you have the
member_managepermission.
Inviting Members
If you have the member_manage permission (default: trip owner), an invite control appears above the list. Select a user from the searchable dropdown and click Invite. The user is looked up by username or email on the server, added immediately, and the list refreshes. The invited user also receives an in-app notification.
Removing a Member
Click the remove icon next to any member's name (Remove access). TREK asks first, in a dialog over the Share dialog, and removes the member only on Confirm.
If you click the remove icon next to your own name, the action is labeled Leave trip, and the same dialog asks Leave trip? You will lose access. before anything happens. Leaving reloads the page and returns you to the dashboard.
The trip owner cannot be removed through this panel.
Transferring Ownership
Only the current owner sees a crown button (Make owner) next to each non-owner member. Click it and press Confirm in the dialog that asks Transfer ownership to (name)? You will become a regular member.; on confirm that member becomes the trip owner, you drop to a regular member, and the page reloads so the new permissions take effect everywhere.
Guests are never listed among the members, and the server refuses to hand ownership to one.
Guest Members
Not everyone on a trip has — or wants — a TREK account. Guests let you add travel companions by name only, so you can assign them to costs, packing and tasks just like a real member, without creating a login for them.
Guests appear in their own Guests section below the members list, each with a Guest badge:
People without an account. They can be assigned to costs, packing and tasks, but cannot sign in.
Adding a guest
Only the trip owner can manage guests (this is stricter than inviting members, which uses the member_manage permission). In the owner's view, the Guests section has a Guest name field and an Add guest button — type a name and click Add. A guest has a display name only: no email, no password, and no way to sign in.
Other members see the Guests section too (when guests exist) but cannot add, rename or remove them.
Two guests may share the same name — TREK stores the name you type as-is and keeps the two apart by their internal id, so assignments never get confused. A guest name may be at most 50 characters.
What a guest can be assigned to
Once added, a guest can be picked anywhere a member can:
- Costs — added to expense splits (see Budget-Tracking).
- Packing — assigned to packing items and categories (see Packing-Lists).
- To-dos — set as a task assignee.
- Day plan — added as a participant on activities and places.
- Bookings: set as a traveler on a reservation or a transport (see Reservations-and-Bookings).
What a guest can never do
Guests are firmly scoped to the one trip. A guest can never:
- sign in (they have no credentials — password, SSO and password-reset all ignore guest accounts);
- receive notifications (no email and no in-app notifications are ever sent to a guest);
- appear anywhere outside the trip (they are excluded from the global user directory, the admin user list, invite pickers, and search);
- be made the trip owner.
These limits are enforced on the server, not just hidden in the UI.
Renaming and removing
In the owner's Guests section, each guest row has a Rename (pencil) and a Remove access (trash) button. Rename turns the name into a field: Enter saves, Escape leaves it as it was. Removing a guest is destructive and cascading, so TREK asks in a dialog before it deletes, and removes the guest only on Delete:
Remove this guest? Their assignments are removed and their share of each expense goes to the others in its split.
A share split by amount is handed to the others in equal parts, and a receipt split line by line is split again without the guest. A guest who paid for an expense, or who is part of a recorded payment, cannot be removed: TREK says so and keeps the guest, so the money stays on the books. Change the payer or delete the payment first.
There is no limit on the number of guests per trip.
AI / MCP: an assistant can do all three (
create_trip_guest,rename_trip_guest,delete_trip_guest) and is held to the same owner-only rule. See MCP-Tools-and-Resources.
Public Share Link
The right column is only visible to users with the share_manage permission (default: trip owner).
A share link creates a read-only, token-based URL:
<your-instance>/shared/<token>
Viewers do not need to log in. The link can be shared with anyone.
Creating a Link
Click Create link in the Public Link section. A URL is generated and shown with a copy button.
Permission Toggles
Before or after creating the link, you can control what the link exposes. Toggle each section on or off with the pill buttons:
| Toggle | Default | What it shows |
|---|---|---|
| Map & Plan | Always on | Trip map, the day plan (days, activities, day notes) and the place list — cannot be disabled |
| Bookings | On | Reservations and accommodations |
| Packing | Off | Packing list |
| Costs | Off | Costs tab |
| Chat | Off | Read-only view of the trip chat (collab notes and polls are never shared) |
Changes to toggles take effect immediately for an existing link.
Under Options, two more switches narrow what the link shows: Travel & stays only (only transport and accommodation, without activities, day notes and empty days) and Without photos (the place photos are left out of the shared page). See Public-Share-Links.
Deleting a Link
Click Delete link (red button below the URL) to revoke access. The token is invalidated; anyone who opens the old URL now sees Link expired or invalid.
Trip Invite Link
Below the public share link, users with the share_manage permission can also create a trip invite link — a single rotating link that lets people join the trip as members:
<your-instance>/join/<token>
Unlike the read-only share link, this one is not anonymous:
- Whoever opens it must have a TREK account and be signed in. If they are not, they are sent to the login page and returned to the invite afterwards — there is no registration from this link.
- Opening it while signed in shows a confirmation card naming the trip. Clicking Join trip adds you as a member (the same access a manually-added member gets) and opens the trip. The owner and existing members see the same card and are simply taken to the trip when they accept.
- To invite people who do not yet have an account, use an admin invite link with an optional trip binding instead — see Invite-Links.
Creating and revoking
- Click Create invite link to generate the link, then copy it with the copy button.
- Click Regenerate to rotate the token — the previous link stops working immediately.
- Click Disable to remove the link entirely.
Admin: To invite users who do not yet have an account, create invite links in the admin panel. See Invite-Links.