Inviting and Managing Users

Your Estimatics organization can have as many team members as you need — field inspectors, public adjusters, project managers, restoration contractors, and administrators. This guide covers how to invite new members, assign them the right role, and manage access as your team changes.

Who can do this: Super Admin and Admin roles only.

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Inviting a new team member

1. From the web dashboard, click Team in the left sidebar (or go to Organization Settings → Team Members)
2. Click + Invite Member
3. Enter the person's email address
4. Select their role (see User roles explained for full details)
5. Click Send Invitation

The invited person receives an email with a link to set up their password and join your organization. The invitation link expires after 72 hours — if it expires, resend it from the Team Members list.

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Invitation states

You can resend or revoke a pending invitation at any time from the Team Members list.

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Assigning roles at invitation

Every team member is assigned exactly one role. Choose the role that matches their actual responsibilities — roles control what a person can see and do across your entire organization.

→ Full role permissions breakdown

You can change a member's role after they've joined — see Changing a member's role below.

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Managing existing team members

Go to Team → Team Members to see everyone in your organization with their role, status, and last active date.

Searching and filtering

• Use the search bar to find a specific member by name or email
• Filter by role or status (Active / Pending / Inactive)

Viewing a member's profile

Click any team member to see their profile — contact details, role, assigned jobs, and activity history within your organization.

Changing a member's role

1. Click the team member's name
2. Click Edit Role
3. Select the new role from the dropdown
4. Click Save

The role change takes effect immediately. If you're downgrading a role (e.g., from Admin to Field Inspector), any jobs or settings that require Admin access become read-only for that member.

Deactivating a member

When a team member leaves your organization:

1. Click their name in the Team Members list
2. Click Deactivate
3. Confirm the action

What deactivation does:

• The member can no longer log in
• Their historical activity, notes, and jobs are preserved
• They are removed from the active team member list
• They are unassigned from any upcoming jobs (you'll be prompted to reassign)

Deactivation is reversible — you can reactivate a former member at any time if they rejoin.

Important: Deactivating a member does not delete their data or remove them from jobs they participated in. All their past activity is preserved for the record.

Permanently removing a member

Deactivation is the recommended action. Permanent deletion removes the member from all historical records and is irreversible. Contact support@aiestimatics.com if you need to permanently remove a member's data.

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Reinviting a member who lost their invitation

If a new member's invitation expired before they accepted:

1. Find them in the Team Members list (they'll show as Pending)
2. Click their name
3. Click Resend Invitation

A fresh invitation email is sent and the 72-hour window resets.

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Team member limits by plan

All Estimatics plans include unlimited team members. There is no per-seat charge — your subscription covers your entire organization.

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Frequently asked questions

Can a person be in more than one organization? One account per email address. If someone works across multiple organizations (e.g., an independent adjuster contracted by multiple firms), they need a separate Estimatics account per organization. Multi-org membership is in development.

Can I invite someone as a read-only viewer? Not currently. The closest option is the Adjuster role, which has read access to jobs without being able to create or capture. A dedicated Viewer role is on the roadmap.

Will the invited person be charged separately? No. All team members are covered under your organization's subscription at no additional per-user cost.

Can I bulk invite multiple people at once? Not currently — invitations are sent one at a time. Bulk invite via CSV upload is on the roadmap.

What happens to open jobs when a member is deactivated? You'll be prompted to reassign their upcoming scheduled jobs during the deactivation flow. Jobs they're already assigned to remain assigned until you manually change the assignment.

Can Field Inspectors see all jobs in the organization? By default, Field Inspectors see only jobs assigned to them. Admins and Super Admins see all jobs. This is configurable in Organization Settings → Team Permissions.

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Last updated: March 2025 · Questions? Use the Resources panel in the app or email support@aiestimatics.com