Managing Users

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

Overview

Manage user accounts, roles, and permissions for all staff members in your firm.

Adding Users

Creating a New User

Required role: General Manager or All Access. Other roles cannot create users.

Add user to firm:

  1. Navigate to Firm Settings
  2. Click next to Our People
  3. Select a Role
  4. Create login:
    • Login Username (the email address used to log in)
    • First Name
    • Last Name
  5. Enter a password in Set Password and Confirm Password (at least 6 characters)
  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
  • Login Username (must be unique)
  • Set Password and Confirm Password

Phones, addresses, and signature: After saving, open the user’s profile page to add these:

  1. Click New Phone to add a phone number
  2. Click New Address to add an address
  3. Click Add Signature to draw or upload a signature image. Signatures can be merged into Word Templates.
  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

Required role: General Manager or All Access. For other roles, the Role is shown read-only on the Edit page.

Update role:

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

Effect:

  • Permissions updated immediately
  • Access to matters may change
  • The change is recorded in the user’s History

User Permissions

User-Based Permissions

Access in FluentCase is assigned by role. There is no screen for granting individual permissions to a single user; to change what a user can do, change their Role.

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

Editing Users

Update User Information

Edit user details:

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

Editable fields:

  • First, middle, and last name, Display Name, and Initials
  • Role (General Manager or All Access only)
  • Preferred Pronouns and Sex
  • Date of Birth, Hire Date, and Termination Date
  • Job Title, Salary, and Social Security Number
  • Facebook Profile URL and LinkedIn Profile URL
  • Special Accommodations

Phone numbers and addresses are managed on the user’s profile page, not the Edit page.

Initials: FluentCase fills in Display Name and Initials from the user’s first, middle, and last name. To use different initials, type them in the Initials field and click Save.

Restricting Login by IP Address

Required role: All Access.

The IP Allowlist section near the bottom of the user’s Edit page limits where that user can log in from.

  1. Go to Firm Settings → Our People
  2. Click on user, then click Edit
  3. Under IP Allowlist, click Add IP / CIDR
  4. Enter one IPv4/IPv6 address or CIDR range per row (for example, 203.0.113.10 or 203.0.113.0/24)
  5. Click Save

The allowlist is set per user. Leave it empty for users who should be able to log in from anywhere.

Changing Email Address

The Login Username field (the user’s email address) is what the user enters to log in. It is set when the user is created and does not appear on the Edit page, so it cannot be changed there.

Connected mailboxes: The login username is separate from connected Gmail or Outlook accounts. If a user’s mailbox address changed, they should disconnect the old account and connect the new one under Personal Preferences → Email Accounts.

Resetting a Password

  • Set a password for a user: Edit the user, enter the new password in Set Password and Confirm Password, and click Save. These fields appear only if your role has permission to set passwords. Passwords are set one user at a time.
  • Password-less login: On the login page, a user can click the magic login link under Forgot password?, enter their username, and click Email Magic Login Link. FluentCase emails a single-use sign-in link. The user’s password does not change.

Deactivating Users

Deactivate User

Disable users who leave the firm instead of deleting them, so their historical activity stays in FluentCase.

When staff leaves:

  1. Go to Firm Settings → Our People
  2. Click on user, then click Edit
  3. Switch the toggle at the top of the page from active to disabled
  4. Click Save

Effect:

  • User cannot log in
  • Historical data preserved
  • Can be reactivated later

Disabling a user does not move their open work. To move matter staff roles, events, open tasks, and Bill As on time entries and expenses to another user, use Staff Reassignment.

Best practice:

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

Reactivating Users

Restore access:

  1. Go to Firm Settings → Our People
  2. Click Disabled above the list
  3. Click on user, then click Edit
  4. Switch the toggle from disabled to active
  5. Update role if needed
  6. Click Save

Staff Reassignment

Required role: General Manager or All Access.

Use Staff Reassignment in Firm Settings to move work from one user to another, for example when someone leaves the firm or when a data migration created two accounts for the same person. It moves assignments; it does not merge the two user profiles.

  1. Select the From Staff Member. Disabled users are included.
  2. Select the To Staff Member
  3. Under What to Reassign, choose any of: Matter Staff Roles (optionally limited to specific roles), Event Assignments, Task Assignments (open only), Time Entries (Bill As), and Expenses (Bill As)
  4. Review the preview of records that will be updated
  5. Check the confirmation box and click Execute Reassignment

The reassignment is permanent. For duplicate accounts, disable the account you no longer need afterward.

User Settings

Individual User Settings

Access:

  1. Click your profile picture in the top-right corner
  2. Select Personal Preferences
  3. Choose My Settings, Appearance, Email Accounts, Calendar Feed, or API Tokens

Changes in My Settings save automatically. To edit your own display name or signature, select My Account from the same menu.

Audit and Activity

User History

View activity:

  1. Go to Firm Settings → Our People
  2. Click on user
  3. Scroll to:
    • History - changes to the user record, such as role, activation, and IP Allowlist changes (20 most recent entries)
    • Login History - click Show to see recent logins (previous 90 days, up to 100 entries)

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 - Use the strength meter when setting a password

Security

  • Regular audits - Review user access
  • Least privilege - Minimum necessary access
  • Monitor activity - Check History and Login History on the user’s profile

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 disabled
  • Login blocked by the user’s IP Allowlist (“Sign-in is not allowed from this network”)
  • Firm license expired

Solutions:

  1. Set a new password, or have the user request a magic login link
  2. Check that the user’s toggle is set to active
  3. Review the user’s IP Allowlist

User Missing Permissions

Solutions:

  1. Check user role
  2. Check matter assignments

Related Articles

User Roles and Permissions Administration Personal Preferences Settings & Preferences Firm Settings: Branch Offices, Status Labels, and Party Labels Administration