Setting User Permissions
Last updated: 8 Feb 2026
Estimated time to complete: 4 min.
Applies to: Air Conditioning Engineers
Summary
A detailed breakdown of what each role( Owner, Admin, and Member) can and can't do across the platform.
Quotestack uses a role-based permissions system with three levels: Owner, Admin, and Member. Each role grants a different level of access to features, settings, and data. This article provides a detailed reference for what each role can do.
Permissions Overview
The table below summarises the key permissions for each role. Roles are cumulative. Admins have all Member permissions plus more, and Owners have all Admin permissions plus more.
Quotes & Customers
- Create quotes - Owner ✓ Admin ✓ Member ✓
- View all quotes - Owner ✓ Admin ✓ Member ✓
- Edit quotes - Owner ✓ Admin ✓ Member ✓
- Delete quotes - Owner ✓ Admin ✓ Member ✗
- Send quotes to customers - Owner ✓ Admin ✓ Member ✓
- Manage customers - Owner ✓ Admin ✓ Member ✓
- View customer communications - Owner ✓ Admin ✓ Member ✓
Equipment & Pricing
- View equipment catalogue - Owner ✓ Admin ✓ Member ✓
- Add/edit equipment - Owner ✓ Admin ✓ Member ✗
- Delete equipment - Owner ✓ Admin ✓ Member ✗
- Manage compatibility rules - Owner ✓ Admin ✓ Member ✗
- Edit pricing settings - Owner ✓ Admin ✓ Member ✗
Site Surveys
- Schedule site surveys - Owner ✓ Admin ✓ Member ✓
- View all surveys - Owner ✓ | Admin ✓ | Member ✓
- Edit survey details - Owner ✓ Admin ✓ Member ✓
- Send survey requests - Owner ✓ | Admin ✓ | Member ✓
Settings & Configuration
- Edit company profile - Owner ✓ Admin ✓ Member ✗
- Edit branding (logo, colours) - Owner ✓ Admin ✓ Member ✗
- Configure email settings - Owner ✓ Admin ✓ Member ✗
- Manage automation & follow-ups - Owner ✓ Admin ✓ Member ✗
- Configure widget settings - Owner ✓ Admin ✓ Member ✗
- Edit notification preferences - Owner ✓ Admin ✓ Member ✓ (own preferences only)
Team Management
- View team members - Owner ✓ Admin ✓ Member ✓
- Invite new members - Owner ✓ Admin ✓ Member ✗
- Change member roles - Owner ✓ Admin ✓ Member ✗
- Remove team members - Owner ✓ Admin ✓ Member ✗
- Transfer ownership - Owner ✓ | Admin ✗ | Member ✗
Warning
Admins can change other members' roles and remove members, but they cannot remove or demote an Owner. Only Owners can transfer ownership to another team member.
Billing & Subscription
- View billing information - Owner ✓ Admin ✗ Member ✗
- Change subscription plan - Owner ✓ Admin ✗ Member ✗
- Update payment method - Owner ✓ Admin ✗ Member ✗
- View invoices - Owner ✓ Admin ✗ Member ✗
Error
Billing access is restricted to Owners only. This prevents accidental changes to your subscription or payment details. If an Admin needs to manage billing, an Owner must promote them to Owner first.
Analytics & Reporting
- View dashboard - Owner ✓ Admin ✓ Member ✓
- View analytics - Owner ✓ Admin ✓ Member ✓
- View pipeline - Owner ✓ Admin ✓ Member ✓
- Export reports - Owner ✓ Admin ✓ Member ✗
Note
All team members can see the same data in the dashboard and analytics. The difference is in what actions they can take — Members can view but not configure, while Admins and Owners can modify settings that affect everyone.
Choosing the Right Role
When deciding which role to assign, consider the person's day-to-day responsibilities:
- Owner - business owner or director who manages billing and has ultimate control
- Admin - office manager, senior estimator, or operations lead who configures the platform and manages the team
- Member - engineer, surveyor, or junior estimator who creates quotes and interacts with customers
You can change a team member's role at any time from the Team page. Role changes take effect immediately — the user's permissions update on their next page load.
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