Managing Users

FluentCase allows firm administrators to manage user accounts, roles, and permissions for all staff members.

Adding Users

Creating a New User

Add user to firm:

1. Navigate to Firm Settings
2. Click next to Our People
3. Select a Role
4. Create login:
   • Email Address (used for login)
   • First Name
   • Last Name
5. Set a Password
6. Click Save

User access:

• User can log in immediately
• Access based on assigned role and permissions
• Can update profile information anytime

User Information

Required fields:

• First and last name
• Email address (must be unique)
• User role

Optional fields:

1. Click New Phone to add phone number
2. Click New Address to add address
3. Click Add Signature to add email signature
4. Click Save

User Roles

Available Roles

Available user roles:

• Read Only
• General Staff
• Document Digitization Coordinator
• Calendar Administrator
• Matter Administrator
• Power User
• General Manager
• All Access

See User Roles and Permissions for the current role definitions and the privileges associated with each role.

Changing User Roles

Update role:

1. Go to Settings → Users
2. Click on user
3. Click Edit
4. Select new Role
5. Click Save

Effect:

• Permissions updated immediately
• Access to matters may change
• User notified of role change

User Permissions

User-Based Permissions

Role selection is the primary way access is assigned in FluentCase. Individual permissions may also be adjusted when your firm needs an exception or a more tailored access level.

Grant individual permissions:

1. Go to Settings → Users
2. Click on user
3. Click Permissions tab
4. Check/uncheck permissions
5. Click Save

Permissions can be adjusted at a granular level, depending on your firm’s configuration. Common examples include access to matters, documents, calendar items, user administration, and firm settings.

Use cases:

• Customize access per user
• Temporary elevated access
• Special project access
• Training purposes
• Transition periods

For the standard role-based permission model, see User Roles and Permissions.

Editing Users

Update User Information

Edit user details:

1. Go to Settings → Users
2. Click on user
3. Click Edit
4. Update information
5. Click Save

Editable fields:

• Name
• Email (with caution)
• Phone numbers
• Role
• Title
• Office location
• Bar number

Changing Email Address

Update email:

1. Edit user
2. Change email address
3. Click Save
4. User receives verification email
5. Must verify new email
6. Old email no longer works for login

Deactivating Users

Deactivate User

When staff leaves:

1. Go to Settings → Users
2. Click on user
3. Click Deactivate
4. Confirm deactivation

Effect:

• User cannot log in
• Removed from matter assignments
• Historical data preserved
• Can be reactivated later

Best practice:

• Deactivate rather than delete
• Preserves audit trail
• Maintains time entries
• Keeps document history

Reactivating Users

Restore access:

1. Go to Settings → Users
2. Filter by Inactive
3. Click on user
4. Click Reactivate
5. Update role if needed
6. Click Save

User Settings

Individual User Settings

Users can configure:

• Display name
• Email signature
• Calendar settings

Access:

1. Click profile icon
2. Select My Settings
3. Update preferences
4. Click Save

Audit and Activity

User Activity Log

View activity:

1. Go to Settings → Users
2. Click on user
3. Click Activity tab
4. See:
   • Login history
   • Matter access
   • Document views
   • Changes made

Audit purposes:

• Security monitoring
• Compliance
• Troubleshooting
• Performance review

Best Practices

User Management

• Unique emails - One email per user
• Appropriate roles - Match role to responsibilities
• Regular review - Quarterly user audit
• Prompt deactivation - Remove access when staff leaves
• Strong passwords - Enforce password policy

Security

• Regular audits - Review user access
• Least privilege - Minimum necessary access
• Monitor activity - Check audit logs

Organization

• Consistent naming - Standard name format
• Document roles - Clear role descriptions
• Training - Train users on their access

Troubleshooting

User Can’t Log In

Possible causes:

• Incorrect password
• Account deactivated
• Email not verified

Solutions:

1. Reset password
2. Check account status
3. Resend verification email

User Missing Permissions

Solutions:

1. Check user role
2. Verify custom permissions
3. Check matter assignments