How to Change a Team Member's Role in QuickEstimate

The Right Access for Every Stage of Your Team

As your business grows, people's responsibilities change. A site manager who started as a Viewer might need Estimator access. A trusted Estimator might step up to Admin. Equally, you may need to scale back access when someone's role narrows or they move to a different part of the business.

In QuickEstimate, role changes take effect instantly and require no action from the team member. There's no need to remove and re-invite anyone—just update the role and they're ready to go.

Step-by-Step: Changing a Team Member's Role

Follow these four steps to update a team member's role from your account settings. The process takes less than a minute and the change is applied immediately.

Open Team Settings

Role changes are made from the Team tab in your account settings. Only Account Owners and Admins can change team member roles.

Click your profile avatar or business name in the top-right corner of the dashboard
Select Account Settings from the dropdown menu
Click the Team tab in the left-hand settings navigation
You'll see a full list of your active team members, their current roles, and their status

💡 Tip: If you don't see a team member in the list, check the Pending tab — they may not have accepted their invitation yet. Role changes only apply to active members.

Find the Team Member and Open Their Actions

Locate the team member whose role you want to change and access their individual options.

Scroll through the active team member list or use the search bar to find them by name or email
Hover over their row to reveal the ⋯ Actions button on the right-hand side
Click ⋯ Actions to open the dropdown menu for that team member
Select "Change Role" from the dropdown options

💡 Example: Find "Emma Clarke – Estimator" in the list, click ⋯ Actions, then select "Change Role" to begin updating her access level.

You can also click directly on a team member's name to open their profile page, where the Change Role option is also available.

Select the New Role

A role selection prompt will appear showing all available roles. The team member's current role is highlighted so you can see exactly what's changing.

Admin — Full access to estimates, proposals, clients, settings, and team management (excluding billing)
Estimator — Can create, edit, and send estimates and proposals; no access to account settings or team management
Viewer — Read-only access to shared estimates and proposals; cannot edit or send anything
Select the new role by clicking on it — a brief description of what changes with that role is shown below each option
Review the change summary before confirming

💡 Example: Promoting Emma from Estimator to Admin gives her access to team management and account settings — confirm you're comfortable with that before proceeding.

Not sure which role fits best? See the full side-by-side permissions table in Understanding Team Roles and Permissions.

Confirm the Change

Once you've selected the new role, confirm the update to apply it immediately. No email or action is required from the team member.

Click "Confirm Role Change" in the confirmation prompt
The team member's role updates instantly across your entire account
Their new role is reflected immediately in the Team tab
The team member will see their updated access the next time they load or refresh QuickEstimate
The change is logged in the team activity log with a timestamp and the name of who made the update

💡 Tip: If you need to reverse the change, simply repeat the process and select the original role — there's no limit on how often roles can be updated.

QuickEstimate does not send a notification to the team member when their role is changed. If you want them to be aware of the update, let them know directly.

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What Changes When You Update a Role

Role changes affect access immediately. Here's a summary of what each transition means in practice:

Viewer → Estimator: The member can now create and edit estimates and proposals, and send them to clients
Estimator → Admin: The member gains access to account settings, team management, and all shared projects across the account
Admin → Estimator: The member loses access to account settings and team management — they can no longer invite, change, or remove team members
Estimator → Viewer: The member loses the ability to edit or send anything — they can only read content they have visibility of
In all cases, existing work created by that member is retained — role changes never delete or reassign content

Only the Account Owner role cannot be changed or assigned through the Team tab. To transfer account ownership, contact QuickEstimate support.

Tips for Managing Roles as Your Team Grows

Getting roles right from the start saves you from having to make frequent corrections. These habits keep access clean and appropriate at every stage.

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Review Roles When Responsibilities Change

Whenever someone's job title, department, or workload shifts, take two minutes to check their QuickEstimate role still matches what they actually need.

⬆️

Promote After a Trial Period

Start new hires on Viewer or Estimator for their first few weeks. Once they're familiar with your workflows, promoting them to the right role feels natural and intentional.

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Restrict Access Before Someone Leaves

If you know a team member is leaving, downgrade them to Viewer before their last day. This keeps them informed without allowing any final edits or sends.

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Limit the Number of Admins

Admin access includes team management and account settings. Keep the Admin role to people who genuinely need it — typically owners, managers, or senior estimators only.

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Check the Activity Log After Changes

After any role change, glance at the team activity log to confirm the update is recorded and the member's activity reflects their new access level going forward.

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Role Changes Are Reversible

There's no penalty for changing a role and then changing it back. If you're unsure, make the change and monitor — you can always revert with the same two-step process.

Frequently Asked Questions

Will the team member be notified when their role changes?

No. QuickEstimate does not automatically notify team members when their role is updated. The change takes effect silently the next time they load the application. If you want them to know, we recommend letting them know directly so there's no confusion about what they can or can't access.

Can I change the Account Owner's role?

No. The Account Owner role is fixed and cannot be changed from the Team tab. Ownership can only be transferred by contacting QuickEstimate support directly. All other roles — Admin, Estimator, and Viewer — can be freely reassigned by any Admin or the Account Owner.

Does changing a role affect the team member's existing work?

No. Role changes never delete, reassign, or alter any content the team member has previously created. Estimates, proposals, and comments they've made remain intact and attributed to them. The change only affects what they can do going forward.

Can an Estimator change another team member's role?

No. Only Account Owners and Admins can change team member roles. Estimators and Viewers do not have access to the Team tab in Account Settings, so they cannot view or modify any team member's role.

Is there a limit to how many times I can change someone's role?

No. You can change a team member's role as many times as needed with no restrictions. Every change is logged in the team activity log with a timestamp and the name of the Admin who made the update, giving you a clear audit trail of all role modifications.

Need to Go Further with Team Management?

Learn how to remove or deactivate a team member's access when they leave your business.

Removing a Team Member Book a Demo

Changing a Team Member's Role