Understand user types and roles

A person's user typeUser type Whether a hub member is an Admin, a Manager or a User; Admins and Managers can open Admin. decides whether they can use the Admin PanelAdmin Panel The staff-only side of a hub, opened with the Admin button, where the firm manages cases, users, templates, automations and settings.. Their roleRole A set of permissions that decides what someone can see and do on a case, such as staff or clients. on each case decides what they can do on that case.

How it works

User types.

• Admin: everything, including the settings for the whole hub.
• Manager: the Admin Panel for day-to-day work: cases, people, templates, automations, announcements, inquiries and imports. Managers can also change the firm's details, branding, Google Analytics and office locations, set a case's stage and add milestone automations.
• User: no Admin Panel. Clients, and staff who only work on cases.

Only an Admin can:

• Set up the hub: case types, custom fields, sign-up fields, the sign-up, intake and inquiry settings, modules, roles and stages.
• Handle money: the subscription and its card, the billing email and Stripe payments.
• Connect systems: API keys, webhooks and single sign-on.
• Manage people: add a Manager and change a user type.
• Delete the hub, or undo its deletion.

Managers see those controls greyed out or hidden, with a note that an Admin must make the change. In the portal, Admins can also always create cases and add or remove people on them.

Admins. Whoever creates a hub is its first Admin; there's no separate owner. An Admin can make an active Manager an Admin with Make Admin, or another Admin a Manager with Make Manager, under Admin Access in that person's settings. To make a User an Admin, make them a Manager first. Nobody can change their own type, so a hub always has an Admin.

Case roles. Every hub starts with two:

• staff: everything on the case, Notes included.
• clients: read and add posts, fill in forms, sign documents, add events and tasks, join calls and pay invoices, changing only what they added. No Notes.

An Admin changes roles or adds new ones in Settings › Roles. A role is chosen each time someone is added to a case, so one person can be staff on one case and a client on another. A designationDesignation A label for someone's job on a case, such as Lead Attorney, Paralegal or Guardian., such as Paralegal, only labels someone's place on a case.

User types and roles are separate: a Manager still needs a role on a case to work on it in the portal, and a User with the staff role can work a case fully.

When to use it

• Make a colleague a Manager to run the hub day to day, without billing, roles or integrations.
• Keep staff who only work their own cases as Users. Let a team member create cases and add people gives them a little more.
• Make a second Admin, in case one leaves.
• Change or add a role when people on your cases need to do more or less than staff or clients.

Your firm may have changed what each role can do on a case. If an option described here is missing, ask an Admin of your hub.