Team & Roles

Everyone you invite works inside the same company account — the same estimator, the same leads, the same settings. Their role decides what they can change, not what they can see. Start on Company Settings → Members.

The three roles

Owner is the person responsible for the account — billing sits with them, and so does anything irreversible. Usually the business owner or whoever signed up.

Admin runs the platform day to day: pricing, equipment, the estimator itself, and the team. Give this to whoever actually maintains your estimator. It's the right role for most office staff.

Member is for people who work leads but shouldn't be reconfiguring the estimator — techs, comfort advisors, a call handler. They won't see the Company Settings link in the sidebar. The only settings page they can open is the team list; every other one sends them back to the dashboard.

Everyone can see your leads

This is the part worth pausing on. There is no view-only or restricted role. Anyone you invite, at any role, can open any lead and see the homeowner's full name, email address, phone number and street address — and export them to a spreadsheet or PDF.

Roles limit what someone can change. They don't limit what someone can see. Invite accordingly.

Inviting someone

On Company Settings → Members, fill in the invite form:

1. Enter their email address.
2. Pick a role — Member is the default.
3. Press Invite.

They'll get an email titled "You have been invited to join a company". What happens when they click it depends on whether they already have an Instant Estimate HQ login:

• New to the platform — they set a name and password on a short form with their email already filled in, and land straight inside your company. There's no email to verify and no extra step.
• Already has a login — they sign in and get an Accept or Decline screen naming your company.

There's no charge for adding people. Your plan is a flat price, so a team of two and a team of twenty cost the same, up to a limit of 100.

Managing your team

The Active members tab lists everyone by name and email.

• Change someone's role using the dropdown on their row. It takes effect immediately.
• Remove someone from the ⋯ menu on their row.
• Leave the company yourself from the same menu on your own row.

Removing someone cuts their access straight away. Nothing they've done is undone: leads they worked and settings they changed all stay as they are.

If you're a Member and you want out, you can't remove yourself — ask an owner or admin to do it.

Pending invitations

The Pending invitations tab shows everyone who's been invited but hasn't joined yet, with the role they were offered and when the invite runs out.

• Revoke an invitation from the ⋯ menu. Like removal, it's immediate and unconfirmed.
• To resend one, revoke it and invite the same address again. There's no resend button, and inviting an address that already has a live invitation will just fail.

One quirk: an expired invitation still shows as Pending in this list, with a date in the past. Check the expiry date rather than the status if someone says their link isn't working.

About owners

A few owner rules are worth knowing before you set your team up:

• Only an owner can make someone else an owner. Admins see Owner in the invite dropdown, but choosing it will fail.
• An owner's role can't be edited from the members list.
• The last owner can't leave or be removed.
• There's no "transfer ownership" button. The way to hand over is for the current owner to promote the new person to Owner first.

Because of those last two, keep at least two owners. If your only owner leaves the business, changes email, or loses access, there's no self-serve way to recover the account — you'd have to come to us.

Where to go next

• Quick Start — setting the company up in the first place.
• CRM & Field Service Management — including who can retry a failed lead.
• Billing — who can choose, change or cancel your plan, and what each plan status means.