Painter User

Understand how Painter access works for employees and subcontractors, including default permissions and field workflows.

Important: this feature requires the paid Operations add-on.

What is a Painter Account?

A Painter account is a purpose-built seat type designed for field workers — painters, crew members, and subcontractors. Painters get a clean, focused view of their assigned jobs and work orders without all the extra details that are included with a full PaintScout account.

Painter accounts are currently in beta and free of charge.

If you don’t see it available in your account, please email [e-mail] to have it enabled.

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What Painters See

Painter accounts are organized around a timeline view. Painters can see last week, this week, and next week only — nothing beyond that.

When a painter is assigned to a job, they receive an email notification and the job appears on their schedule automatically.

Work Orders

Each job has a work order focus. A few things to know:

• The work order from the invoice is used by default
• If no invoice exists yet, the estimate work order is shown — and automatically swaps to the invoice work order once one is created
• Work orders are always displayed in area view for painter accounts
• Invoice number, date, and status are removed — painters only see what's relevant to the job

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Custom Permissions

What a painter can see and do beyond the basics depends on their custom permissions. These are set when the user is first added, based on whether they're an in-house employee or a subcontractor — but can be changed at any time. Learn more about custom permissions >

In-House Employee

Intended for painters who are part of your core team and should have full visibility into the job.

Permission	Default
View client information (name, email, phone)	✅ On
View job value and prices	✅ On
Add/view payments	✅ On
Add additional work	✅ On
Add/view tasks, notes, and files	✅ On

Subcontractor

Intended for painters who are external to your business and should have limited visibility into client and financial details.

Permission	Default
View client information (name, email, phone)	❌ Off
View job value and prices	❌ Off
Add/view payments	❌ Off
Add additional work	❌ Off
Add/view tasks, notes, and files	❌ Off

Regardless of permissions, painters always have access to the job address and deal name. The job address falls back to the deal address, then the contact address, if no job address is found.

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What Painters Never Have Access To

Regardless of permissions, Painter accounts never have access to:

• Account Settings
• Contacts or Companies pages
• Pipelines
• Dashboard
• Reports
• Sales calendar
• Estimates or invoices, unless explicitly shared via the send button — and even then, they can only access the document through the link, not from within the app itself

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Adding Additional Work

When a painter adds additional work on a job, they have two options:

Options list — items from the original estimate or invoice that the customer didn't approve. The painter can select from these and add them to the job for approval.

Custom line item — the painter can create a new line item from scratch.

A couple of important rules around additional work:

• Additional work the painter created — before it's signed, they can edit or delete it. After it's signed, they need to contact the office to have it removed.
• Additional work created by someone else — before it's signed, the painter can delete it (which returns it to the preset list). After it's signed, they cannot edit or delete it.

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Notifications

Painters can toggle these notifications on or off themselves:

• Job assigned — when a job is added to their schedule
• Job updated — when the date of a job changes
• Job cancelled — when a job is deleted entirely

One notification is always sent and cannot be turned off:

• Job re-assigned — when a job is removed from their schedule and given to another crew or painter

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Adding a Painter Account

1. Go to Account Settings → Billing → User Management
2. Click + Add User
3. Enter their name and email
4. Select their role — choose Painter (employee) or Painter (subcontractor)
5. PaintScout will set the appropriate default permissions based on the role selected

Permissions can be adjusted at any time after the user is added.

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Adding Painters to a Crew

Once a Painter account is set up, you can add them to a Crew so they show up on the right jobs in their schedule. Crew Members are managed from the Crews section in settings.

1. Go to Account Settings → Billing → User Management → Crews
2. Open an existing crew or create a new one
3. In the Crew Members field, search for and add the Painter user
4. Click Save

Once added to a crew, the painter will automatically see any jobs that crew is assigned to on the Production Calendar.

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Sharing Documents with Painters

Estimates, invoices, and work orders can still be shared with painters using the existing share method. This sends an email with a link to the document (or the URL shared directly).

This link is not connected to their PaintScout account — the document won't appear inside the app, and it includes all the information on the document regardless of their permission settings.