Help Center → Team & Organization
Inviting and Managing Users
Add people to your Estimatics organization, see what each invitation costs before you send it, and manage roles, seats, and access as your team changes.
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Inviting and Managing Users
Adding someone to your organization is also a billing decision: every active member occupies a seat, and seats are what Estimatics charges for. The invitation form shows you the number before you send it, so nothing arrives as a surprise on the invoice.
Who can do this: Super Admin and Admin.
What an invitation costs
The role you pick determines the seat, and the seat determines the price:
| Role you assign | Seat | Monthly | Annual |
|---|---|---|---|
| Coordinator · Admin | Office | $24 | $18 |
| Field Inspector | Field Inspector | $39 | $29 |
| Estimator · Super Admin | Estimator | your plan rate | your plan rate |
Only the Estimator seat carries a plan — it's $39/$79/$174 a month on FIELD/SCOPE/CERTIFY ($29/$59/$129 billed annually). Office and Field Inspector seats cost the same on every plan.
→ What each role can do · Full seat and plan table
Inviting a new team member
- From the web dashboard, go to Team → Team Members
- Click + Invite Member
- Enter the person's email address
- Select their role
- Estimatics shows you what this seat adds to your subscription right now, prorated for the rest of the current billing period. If the role is an Estimator seat, you also pick which plan that seat runs on.
- Click Send Invitation
The invited person gets an email with a link to set their password and join. That link is valid for 2 hours. If it expires before they use it, resend it from the Team Members list — it's the most common reason a new member says the invitation "didn't work."
ℹ Note
The seat is added to your subscription when the member is created, not when they accept. If you invite someone by mistake, deactivate them — that releases the seat.
Invitation states
| State | Meaning |
|---|---|
| Pending | Invitation sent, password not yet set |
| Active | Member has joined and can log in — occupies a seat |
| Inactive | Member has been deactivated — cannot log in, seat released |
You can resend a pending invitation at any time from the Team Members list. A fresh email resets the 2-hour window.
Managing existing team members
Team → Team Members lists everyone with their role, seat, and status. Search by name or email, or filter by role and status.
Changing a member's role
- Click the member's name
- Click Edit Role
- Pick the new role
- Click Save
The change takes effect immediately — and so does the billing change. Moving someone from Coordinator to Estimator moves them from a $24 Office seat onto a plan seat; moving them back does the reverse. The form shows the number before you save.
A person can hold more than one role. When they do, their permissions are the most permissive of the set and their seat is the highest-ranked one — Office, then Field Inspector, then Estimator. Two roles never mean two seats.
Deactivating a member
- Click their name in the Team Members list
- Click Deactivate
- Confirm
What deactivation does:
- The member can no longer log in
- Their seat is released and stops billing at the next sync
- All their history — notes, jobs, captures, activity — is preserved
- They're removed from the active member list
Deactivation is reversible. Reactivating someone takes the seat back, at the price for their role.
When the app refuses
Estimatics will block a role change or a deactivation for one of these reasons:
| Reason | What to do |
|---|---|
| Yourself | Ask another Super Admin or Admin to make the change |
| Account owner | The owner can't be deactivated or demoted. Transfer ownership first |
| Role hierarchy | You can't act on someone who outranks you |
| Active jobs | Reassign their jobs in New, Inspection Assigned, Inspection Scheduled, Inspection in Progress, Inspection Completed, or Estimating |
| Last admin | Promote another Super Admin first — the account can't be left without one |
Permanently removing a member
Deactivation is the recommended action, and it's the one that stops the billing. Permanent deletion removes the member from historical records and can't be undone. Email support@aiestimatics.com if you need it.
Frequently asked questions
Will the invited person be charged separately? Yes. Every active member occupies a seat, and every seat is billed. What it costs depends on their role — $24 for an Office seat, $39 for a Field Inspector, your plan rate for an Estimator (monthly prices; annual billing is lower). The invitation form shows the exact prorated amount before you send it.
Is there a limit on team members? No. Add as many as you need — each one adds its seat to the subscription.
Can I invite someone as a read-only viewer? There's no Viewer role. The closest is Coordinator: it sees every job in the organization and reads Analyze, Geometry, Estimate, and Reports, but can't create or edit jobs. It bills as an Office seat.
Can a person be in more than one organization? One account per email address. Someone working across firms needs a separate account per organization. Multi-org membership is not available.
Can I bulk invite from a CSV? Not currently — invitations go one at a time.
Can Field Inspectors see all jobs in the organization? No, and it isn't configurable. Job visibility is fixed by role: Super Admin, Admin, and Coordinator see every job; Estimator and Field Inspector see only jobs assigned to them.
What happens to open jobs when a member is deactivated? Reassign them first — the app blocks the deactivation while the person still has jobs in an active status.
User roles explained
What each of the five roles can do, and which seat it bills as.
Plans and pricing
Seat prices, plan rates, and what each plan includes.
Scheduling and calendar
Assign jobs to team members and manage inspection schedules.
Setting up your organization
Organization name, logo, and account-level configuration.
Last updated: September 2026 · Questions? Email support@aiestimatics.com
Last updated: September 2026 · Feedback on this article