Can I stop some of my staff from cancelling or refunding a booking without my approval?

Yes, in most cases you can limit who is allowed to cancel or refund a booking, because travel agency software normally lets you give each member of staff a role instead of giving everyone the same access. A consultant role might be able to search, book, add notes and reprint documents, while cancellations and refunds stay with a supervisor or with you. Some setups go a step further and let a junior member of staff raise a cancellation request that sits waiting for approval before anything is sent to the supplier.

How tightly this can be controlled depends on your plan and on how your portal has been set up, so it is worth asking what is possible before you assume a particular rule can be enforced. It also helps to remember that the software only controls what happens inside your own system. If a member of staff has the login for a supplier's own agent site, they could act there directly and go around your approval rules completely, so deciding who holds supplier logins matters just as much as the settings you choose.

Alongside the restrictions, it is worth having an activity record switched on, so every cancellation and refund shows who carried it out and when. Even where a hard block is not possible, nothing then happens without a trace, and you have something to look back on if a customer later argues about what was refunded or when the booking was dropped.

Write down the actions you want restricted and who should sign them off, then check during setup which of those can be properly blocked and which can only be recorded after the event.