User Roles Explained

A role does two things in Estimatics. It decides what a person can see and do — and it decides which seat they bill as. Those are the same choice, made once, so it's worth understanding both halves before you assign one.

The five roles, and what each seat costs

Role	Seat	Monthly	Annual
Super Admin	Estimator	your plan rate	your plan rate
Estimator	Estimator	your plan rate	your plan rate
Field Inspector	Field Inspector	$39	$29
Admin	Office	$24	$18
Coordinator	Office	$24	$18

The Estimator seat is the only one that carries a plan. That's why its price is written as "your plan rate" — it's $39/$79/$174 monthly on FIELD/SCOPE/CERTIFY, and $29/$59/$129 when billed annually. The other two seats cost the same whatever plan you're on.

→ See Plans and pricing for the full seat table.

Super Admin

Who it's for: the account owner, the principal — whoever is ultimately responsible for the account.

Unrestricted. Every module, write access, plus the two things nobody else gets:

Billing and subscription — Super Admin is the only role with any billing access at all
ESX export — shared only with Estimator
Scheduler board — shared only with Coordinator

The account owner is always a Super Admin, and the app won't let you make them anything else.

Admin

Who it's for: office managers, senior PMs, team leads — whoever runs the team and the account without owning it.

Admin is a management role, not a production one. It writes jobs, CRM, capture, notes, users, and organization settings — but it reads Analyze, Geometry, Estimate, and Reports rather than editing them.

Admin cannot: touch billing, use ESX export, or use the scheduler board.

If the person managing your team also builds estimates, Admin is the wrong role. That's an Estimator — see below.

Coordinator

Who it's for: dispatchers and schedulers — whoever decides who goes where, and when.

Coordinator is built around the scheduler board, which it has write access to and Admin doesn't. It sees every job in the organization, but reads them rather than editing them.

Coordinator can: run the scheduler and the board, capture, add notes, read Analyze / Geometry / Estimate / Reports across all jobs.

Coordinator cannot: create or edit jobs, use CRM, invite users, change settings, use ESX, or touch billing.

Estimator

Who it's for: whoever produces the deliverable — the scope, the estimate, the report that goes out.

Estimator has write access to the whole production stack: jobs, capture, notes, Analyze, Geometry, Estimate, Reports, and ESX export. It's the role that spends AI, and it's the seat that carries the plan.

Estimator cannot: use CRM or the CRM dashboard, run the scheduler, invite users, or access billing.

Estimator sees only its own jobs — not the whole organization. See Who sees which jobs below.

Field Inspector

Who it's for: the person on site with the phone.

Field Inspector writes jobs, capture, notes, Analyze, and Geometry. It reads Reports and the schedule, and has no access at all to Estimate or ESX.

Field Inspector sees only its own jobs.

Permissions reference

This is the real matrix the API enforces, module by module. Write includes read.

Module	Super Admin	Admin	Coordinator	Estimator	Field Inspector
Jobs dashboard	Read	Read	Read	Read	Read
CRM dashboard	Read	Read	—	—	—
Jobs	Write	Write	Read	Write	Write
CRM (contacts, orgs)	Write	Write	—	—	—
Scheduler	Write	Write	Write	—	Read
Scheduler board	Write	—	Write	—	—
Capture	Write	Write	Write	Write	Write
Notes	Write	Write	Write	Write	Write
Analyze	Write	Read	Read	Write	Write
Geometry	Write	Read	Read	Write	Write
Estimate	Write	Read	Read	Write	—
Reports	Write	Read	Read	Write	Read
ESX export	Write	—	—	Write	—
Organization settings	Write	Write	Read	Read	Read
Plan & usage	Read	Read	Read	Read	Read
Billing & subscription	Write	—	—	—	—
Onboarding	Write	Write	—	—	—
Team members	Write	Write	—	—	—

Two rows are worth a second look, because they are the ones people get wrong:

Scheduler board — Coordinator has it, Admin doesn't. Dispatch is Coordinator's job by design.
ESX export — Super Admin and Estimator only. Exports cost money, so the roles that can spend it are deliberately few.

Who sees which jobs

Job visibility isn't a permission — it's a scope, and it splits the five roles in two:

Scope	Roles	What they see
Whole organization	Super Admin · Admin · Coordinator	Every job in the account
Their own	Estimator · Field Inspector	Only jobs assigned to them

A user with more than one role gets the widest scope of any of them.

More than one role

A person can hold several roles. When they do:

Permissions are the most permissive of the set, module by module.
The seat is the highest-ranked one: Office → Field Inspector → Estimator.

So an Admin who is also an Estimator writes everything an Estimator writes and manages the team — and bills as one Estimator seat, not as an Office seat plus a plan seat.

Choosing a role

Ask what the person produces, not what they're called on a business card:

Captures on site → Field Inspector
Produces the scope, estimate, or report → Estimator
Dispatches and schedules → Coordinator
Runs the team and the account → Admin
Owns the account and pays for it → Super Admin

When in doubt, assign the more restrictive role. Changing it later takes four clicks — and the billing follows the change, in both directions.

Changing a role

A Super Admin or Admin can change a role from Team → Team Members → the person's name → Edit Role. It takes effect immediately.

A role change can change the bill. Moving someone from Coordinator to Estimator moves them from a $24 Office seat to a plan seat; moving them the other way moves it back. The invitation and edit forms show the number before you save it.

The app will refuse a role change or a deactivation for one of these reasons:

Reason	Meaning
Yourself	You can't change or deactivate your own account
Account owner	The owner can't be deactivated or demoted
Role hierarchy	You can't act on someone whose highest role outranks yours
Active jobs	The person still has jobs in New, Inspection Assigned, Inspection Scheduled, Inspection in Progress, Inspection Completed, or Estimating
Last admin	The change would leave the account with no active Super Admin

Frequently asked questions

Is there an "Adjuster" or "Contractor" role? No. Those are job titles, not roles. A public adjuster who produces the deliverable is an Estimator; one who only reviews is an Admin or Coordinator. A contractor doing the field capture is a Field Inspector.

Can I create a custom role? Not currently. The five roles and their module matrix are fixed. Assign several roles to one person if you need a combination.

Can an Admin build estimates? An Admin can read Estimate and Reports but not write them. Give them the Estimator role as well — the permissions combine, and they bill as one Estimator seat.

Can two people share a login? No. Each person needs their own account: shared logins break the attribution trail, and a seat is per person.

Does a deactivated member still cost a seat? No. Seats follow active members. Deactivating someone releases their seat at the next sync.

Inviting and managing users

How to invite new members, and what each invitation costs.

Plans and pricing

The full seat table and what each plan includes.

Scheduling and calendar

Assign jobs to team members and manage inspection schedules.

Real-time collaboration

How several roles work the same job at the same time.

Last updated: September 2026 · Questions? Email support@aiestimatics.com