Summary and recommendation
Proposify user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
Proposify is proposal management software with a role-based access model built around three fixed roles: Admin, Manager, and User. There are no custom roles and no field-level permission overrides. Workspace-level scoping is available, meaning you can limit which proposals and workspaces each user sees, but the underlying role permissions remain fixed.
Like every app at this stage of provisioning maturity, Proposify relies entirely on manual admin actions for user lifecycle management. SSO is available on the Business plan via OIDC with Okta, Azure AD, and Salesforce, but automated provisioning via SCIM is listed as coming soon and is not yet available on any plan.
Quick facts
| Admin console path | Settings → Team |
| Admin console URL | Official docs |
| SCIM available | No |
| SCIM tier required | Business |
| SSO prerequisite | No |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Admin | Full account access: manage billing, invite/remove users, change roles, access all workspaces and proposals, configure integrations and SSO, manage templates and content library. | All plans | Counts as a paid seat | Only Admins can manage billing and SSO settings. There is no separate billing-only role. | |
| Manager | Can invite users, manage proposals and templates within assigned workspaces, view team activity. Cannot access billing or account-level settings. | Cannot manage billing, change account-level settings, or configure SSO/integrations. | All plans | Counts as a paid seat | Manager role availability and exact permission scope may vary by plan; verify against current help center documentation. |
| User | Can create, send, and manage their own proposals. Access limited to workspaces they are assigned to. | Cannot invite other users, access billing, manage templates globally, or configure integrations. | All plans | Counts as a paid seat | Users only see proposals and workspaces they have been explicitly granted access to. |
Permission model
- Model type: role-based
- Description: Proposify uses a fixed set of predefined roles (Admin, Manager, User). Permissions are tied to these roles and are not individually configurable. Workspace-level access can be scoped per user.
- Custom roles: No
- Custom roles plan: Not documented
- Granularity: Role-level with workspace scoping; no field-level or object-level custom permissions.
How to add users
- Log in as an Admin or Manager.
- Navigate to Settings → Team.
- Click 'Invite User' or 'Add User'.
- Enter the invitee's email address.
- Select the appropriate role (Admin, Manager, or User).
- Optionally assign the user to one or more workspaces.
- Click 'Send Invite'. The invitee receives an email to accept and set a password.
Required fields: Email address, Role
Watch out for:
- Adding a user beyond the plan's included seat count triggers an additional seat charge (reported as $780/year per seat on Business plan).
- Invited users must accept the email invitation before they can log in; pending invites still consume a seat on some plans.
- SSO-enabled accounts (Business plan) may require users to authenticate via the configured IdP after accepting the invite.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | No | Not documented |
| Domain whitelisting | No | Automatic domain-based user add |
| IdP provisioning | No | Not available; user provisioning via SCIM listed as 'coming soon' as of early 2025. |
How to remove or deactivate users
- Can delete users: No
- Delete/deactivate behavior: Proposify does not permanently delete user accounts. Admins can deactivate (remove) a user, which revokes their login access and removes them from the active seat count, but their proposals and content remain in the account.
- Log in as an Admin.
- Navigate to Settings → Team.
- Locate the user in the team list.
- Click the options menu (three dots or similar) next to the user.
- Select 'Remove' or 'Deactivate'.
- Confirm the action when prompted.
| Data impact | Behavior |
|---|---|
| Owned records | Proposals created by the deactivated user remain in the account and are accessible to Admins. |
| Shared content | Templates and content library items contributed by the user remain available to the team. |
| Integrations | Any personal integration tokens or connections tied to the user may be severed; CRM-linked proposals may lose sync for that user's records. |
| License freed | The seat is freed upon deactivation and the next billing cycle should reflect the reduced seat count; mid-cycle credits depend on plan terms. |
Watch out for:
- Deactivated users' proposals are not automatically reassigned; an Admin must manually reassign ownership if needed.
- Seat billing adjustments on annual plans may not take effect until renewal; verify with Proposify billing support.
- There is no bulk deactivation tool; users must be removed one at a time.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Paid User Seat | Full access per assigned role (Admin, Manager, or User). All active users consume a seat regardless of role. | Included within plan seat allotment; additional seats on Business plan reported at approximately $780/year per seat. |
- Where to check usage: Settings → Team (shows list of active users and pending invites)
- How to identify unused seats: Review the Team list for users with no recent proposal activity; Proposify does not provide a native last-login or activity report in the standard UI.
- Billing notes: Basic plan includes 2 users; Team plan includes unlimited users; Business plan starts at 5 users with additional seats billed separately. Annual billing is standard for Business; monthly available on lower tiers. Seat counts and pricing should be verified directly with Proposify as plans have changed over time.
The cost of manual management
Invitations are one-at-a-time only; there is no bulk import or CSV upload path. Deactivating a user also requires individual action per account, with no bulk removal tool. Admins must manually reassign proposal ownership after deactivation, since content is not automatically transferred.
On annual Business plans, seat-count reductions typically do not take effect until renewal. Pending invitations may count against the seat limit even before the invitee accepts, adding billing ambiguity for growing teams.
What IT admins are saying
Reviewers on G2 and Capterra consistently flag the absence of SCIM as a friction point for mid-market and enterprise onboarding. The one-by-one invitation flow is the most cited operational complaint for teams scaling beyond a handful of users.
Admins also report a lack of native last-login or activity reporting, which makes identifying inactive seats a manual process requiring review of individual proposal history. Annual plan customers note difficulty obtaining mid-year billing credits when headcount drops.
Common complaints:
- Users report that there is no bulk user import or CSV upload option, requiring manual one-by-one invitations for large teams.
- Reviewers on G2 and Capterra note that SCIM/automated provisioning is not yet available, making onboarding and offboarding in larger organizations manual and time-consuming.
- Some users report confusion about whether pending (unaccepted) invitations count against the seat limit.
- Annual plan customers report difficulty getting mid-year seat-count reductions credited; billing adjustments typically only apply at renewal.
- Admins note the absence of a last-login or user activity report, making it hard to identify inactive seats without manually reviewing proposal history.
- Users on lower-tier plans report that the Manager role and workspace-level access controls are limited compared to enterprise-grade tools.
The decision
Every app without SCIM places the full provisioning and deprovisioning burden on admins, and Proposify is no exception. The fixed role model covering Admin, Manager, and User works for most sales team structures without configuration overhead, but it offers no flexibility for organizations with more granular access requirements.
For teams with frequent onboarding cycles, strict offboarding SLAs, or IdP-driven provisioning requirements, the current absence of SCIM is a meaningful gap. SSO via OIDC on the Business plan partially addresses identity control, but deprovisioning still requires manual action in the Proposify UI.
Teams should monitor Proposify's roadmap for SCIM availability before committing automated provisioning workflows to this tool.
Bottom line
Proposify handles user management adequately for small sales teams on stable headcount, with a straightforward three-role model and workspace-level scoping. The absence of SCIM, bulk user actions, and native activity reporting creates real operational overhead as team size or turnover increases.
Annual billing terms make seat reclamation slower than most teams expect, and deprovisioning remains a fully manual, one-at-a-time process until SCIM ships.
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