What is a Team User?
A Team user is a lighter seat type designed for people who need broad visibility across the account but don't create or edit estimates and invoices. Think office staff, production managers, and scheduling coordinators — people who keep jobs moving and support the business without being in the sales seat.
Team seats can be added on any plan, with or without the Operations add-on.
What Team Users Can Do
By default, Team users have broad read and management access across the account:
View all users' documents (estimates, invoices, etc.)
View pipelines, estimates, invoices, calendars, tasks, contacts, and companies
Create deals and have full capability on deals
Create events and assign others to sales events or jobs
Create tasks, contacts, and companies
Manage their own profile and notification preferences
What they can do on estimates and invoices:
Team users can't create or edit estimates from scratch, but they can still take meaningful action on them:
Add crew notes
Add/change colour on products
Add additional work
Add payments
Send estimates and invoices
Upload images
Change status, pipeline, stage, tags, source, estimate type, and template
View activity, chat, and calculations in the sidebar
Custom Permissions
These are all off by default for new Team seats and can be enabled per user:
Permission | What it does |
Access to account settings | Manage account-wide settings including estimate types, production rates, products, templates, branding, communications, and more |
Access to account settings — Billing | View the account's subscription, billing information, and user management |
Access to dashboard | View the account dashboard and stats |
Access to reports | View sales and pipeline reports |
Ability to export data | Export contacts, deals, and other data |
💡 Tip: For a production manager or scheduling coordinator, consider enabling Dashboard and Reports access so they can track job progress and workload without needing a Sales seat.
What Team Users Cannot Do
Create or edit estimates or invoices
Be the owner of a sales event
Be the account owner or transfer account ownership
Adding a Team User
Go to Account Settings → User Management
Click + Add User
Enter their name, email, and select their role
When PaintScout recommends a Sales seat, click Switch to Team seat instead if a Team seat is more appropriate
Team seats are priced at $20/month or $240/year flat, regardless of which plan you're on.