Adding Team Members to Your Account

Collaboration is essential in any court or legal office. CaseFlow makes it easy to add team members and control what they can access and modify.

Step-by-Step: Inviting a User

1. Log in to your CaseFlow account with admin credentials

2. Navigate to Settings > Team Members (or Users, depending on your interface)

3. Click "Invite User" or "Add Team Member"

4. Enter the person's email address

5. Select their role: Admin, Editor, or Viewer

6. (Optional) Add a custom message to the invitation email

7. Click "Send Invitation"

The recipient will receive an email with a unique invitation link. They'll click the link, create their password, and gain immediate access to your CaseFlow account based on the permissions you assigned.

Understanding User Roles

Admin Role:

Full system access including all documents and cases

• Can add/remove users and change their permissions

• Can modify billing information and subscription settings

• Can configure jurisdiction-specific rules and workflows

• Can access audit logs and system reports

Recommended for: Court administrator, IT director, lead clerk

Editor Role:

• Can upload, view, and edit documents

• Can create and modify case files

• Can configure workflows within their assigned cases

• Cannot add/remove users or change billing

• Cannot access system-wide configuration

Recommended for: Clerks, case managers, paralegals, staff attorneys

Viewer Role:

Read-only access to documents and cases

• Can view case details and download documents

• Can search and filter cases Cannot upload, edit, or delete anything

• Cannot configure workflows or settings

Recommended for: Judges, external auditors, supervisors who need visibility without editing

Managing Active Invitations

From the Team Members page, you'll see a list of all pending invitations. If someone hasn't accepted their invitation after 7 days, you can resend it. Invitations expire after 30 days for security reasons—if someone tries to accept an expired invitation, they'll need you to send a fresh one.

Tracking User Activity

The Team Members dashboard shows:

• Each user's name and email

• Their role (Admin/Editor/Viewer)

• Date they joined your account Last login date

• Number of documents they've uploaded or edited (if applicable)

This visibility helps you identify inactive accounts that might be using up user slots unnecessarily.

Removing or Deactivating Users

If someone leaves your organization or no longer needs access:

1. Go to Settings > Team Members

2. Find their name in the list

3. Click "Deactivate" or "Remove"

4. Confirm the action

Deactivated users can no longer log in, but their past activity remains in the system for audit purposes. You can reactivate them later if needed.

Questions About Team Management?

If you're unsure what role to assign someone, or if you need permission configurations not covered by the standard roles, contact support@usecaseflow.ai. We'll help you set up the right access structure for your team.