Staff and roles
Managing Team Members
Go to Setup > Team Member to see all team members at your firm.
Each team member has:
- Name and email (used for login)
- Department
- Hourly rate (used for time tracking calculations)
- Status (Active or Inactive)
- Role (Multi-Practice plan only)
Adding Team Members
See Adding your team for full instructions.
Editing a team member
Click their name in the staff list. You can change any field, including their email address, which is how they sign in and where their password resets go. Administrators change their own on My Profile. Change an email before the old address stops working: CaseFlow support cannot change a team member's profile for you (see Marking an attorney).
Marking an attorney
Only an attorney can sign a monthly trust close. A firm administrator marks who is one: open the team member, tick Attorney: can sign the monthly trust close, and give the state whose bar admitted them and their bar number. CaseFlow will not save the mark without both; the rest of the profile is still saved, and the warning says the attorney details were not.
The bar number is kept as you type it and is printed in the signed record and the proof bundle. CaseFlow does not check it with the bar. Marking or unmarking someone, or changing their bar details, is recorded in the activity log with what it was before and after.
Because an attorney's sign-in is also their signature on the close, only a firm administrator can edit another team member's profile once they are an attorney, the same as for an administrator's. Attorneys still edit their own profile. While CaseFlow support is signed in to your workspace, it cannot add a team member or change anyone's profile, which includes marking an attorney or making an administrator, and it cannot sign a close: a new sign-in, or a changed email or password, would outlast the support session, and whoever controls an attorney's sign-in could sign.
Deactivating
Set status to Inactive. They can no longer log in but their history (time entries, notes, matter assignments) remains. Inactive staff do not count toward your seat limit.
Only a firm administrator can deactivate, reactivate or delete an administrator, and nobody can deactivate or delete themselves. CaseFlow support cannot deactivate, reactivate or delete anyone while it is signed in to your workspace, because switching a team member back on gives them their sign-in again.
Departments
Click the Departments tab in the staff section. Departments are optional groupings (e.g. "Litigation", "Corporate", "Administration").
Create a department by clicking New Department and entering a name. Assign staff to departments from their individual profile pages.
Departments show up as filters in reports and staff lists.
Roles and permissions (Multi-Practice plan)
On the Multi-Practice plan, go to Setup > Roles to create custom permission sets.
How roles work
Each role defines what a staff member can do across the system. Permissions are grouped by module:
| Module | Permissions |
|---|---|
| Clients | View, View Own, Create, Edit, Delete |
| Invoices | View, View Own, Create, Edit, Delete |
| Proposals | View, View Own, Create, Edit, Delete |
| Estimates | View, View Own, Create, Edit, Delete |
| Expenses | View, View Own, Create, Edit, Delete |
| Contracts | View, View Own, Create, Edit, Delete |
| Tasks | View, View Own, Create, Edit, Delete |
| Reports | View, View Timesheets |
| Settings | View |
| Staff | View |
| Knowledge Base | View |
| Billing Adjustments | View, View Own, Create, Edit, Delete |
| Conflicts | View |
| Trust | View |
"View" means see all records. "View Own" means see only records you created or are assigned to. On invoices, estimates, proposals, contracts, credit notes and expenses the limit covers more than opening a record: copying, commenting on, sending, printing or deleting it is limited the same way, and a record the team member cannot open is answered as not found. A payment follows its invoice: a staff member who cannot see the invoice cannot open the payment unless their role has View on Payments. A payment plan follows its invoice in the same way: a team member who cannot open the invoice does not see or open its plan. With View Own on Recurring Billings they also see, edit, send, cancel or delete only the plans they created.
Creating a role
Click New Role, give it a name (e.g. "Associate", "Paralegal", "Billing Clerk"), and check the permissions that role should have.
Assigning roles
Edit a staff member's profile and select their role from the dropdown. A staff member can have one role. Administrators bypass all role restrictions.
Default behaviour (Solo and Growth plans)
On Solo and Growth plans, all staff have full access to everything except the Setup area, which is admin-only. There are no granular permission controls; everyone sees everything.
The administrator
The person who registered the firm is the administrator. They always have full access to all features and settings, regardless of role assignments. You cannot remove admin access from this account.
To add additional administrators, edit a staff member's profile and check "Administrator." Only existing administrators can promote others.