Inviting lawyers and assigning roles
Invite people to your firm in the Admin Center, choose their roles and whether they record time, manage groups, and handle requests to join.
People in the Admin Center is where Owners and Admins bring colleagues into the firm, set what each person may do, and group them. Billing Managers can read it; they cannot change it.
Before you begin
You are signed in to admin.caseclock.ai as an Owner or Admin. See Getting started with the Admin Center.
Roles
A person can hold more than one role. Records time is a separate per-person setting, not a role: it says whether the person makes their own time entries.
| Role | What it allows |
|---|---|
| Owner | Everything, including changing roles, managing other Owners, firm billing, and granting themselves access to restricted matters. |
| Admin | People, Firm Settings, matter access and roles, Audit, and every operational figure including each lawyer's. Cannot manage Owners or firm billing. |
| Billing Manager | Billing Workflow with per-lawyer figures, reminders, resends and exports, for the groups they manage. No people management and no Audit. |
| Lawyer | Uses the CaseClock apps. No Admin Center access. |
| Delegate | Works on named lawyers' entries in the CaseClock web app, with May draft and May approve granted separately. Cannot be held together with Owner or Admin. See Acting for a lawyer as a Delegate. |
The Roles tab shows the full permissions-by-role table in plain words.
Invite someone
Open People, Invitations.
In Email addresses, one per line, type each address in full.
Tick the roles for the invitation. Records time is on by default; turn it off for someone who administers but does not bill. Optionally choose a Group (optional) they join on accepting. For a Delegate, set the Delegate scope: the whole firm or named members, with May draft and May approve.
Choose Send invitation (or Send N invitations). A message confirms the invitations were sent and recorded in Audit. Each invitation expires in seven days.
The table shows each pending invitation with Last sent, Records time and Resends left. Resend at most once every ten minutes, or revoke an invitation you sent by mistake.
What the invited person does
They receive an email with an invitation code. In the CaseClock web app they open the invitation page, sign in with the invited address, enter the Invitation code and choose Show the invitation. The page shows the firm, the role, whether they record time, and what the firm's administrators will and will not be able to see, then Accept and join or Decline. Someone new to CaseClock creates an account at the invited address first.
An invitation cannot be accepted with an account that already belongs to another firm, with a different address, or after it expires.
Change a member's roles
Open People, Members and choose the person. Search by name or email address if the list is long.
In the member panel, tick or untick roles and Records time, then Save.
To pause someone, choose Suspend (and later Reinstate).
Removing a member
Remove from the firm takes the person out of the firm after you confirm. Their own account and entries remain theirs; the firm loses sight of them. Suspend instead if the absence is temporary.
Three rules apply: you cannot change your own membership; only an Owner changes an Owner; and the firm's last Owner cannot be demoted, suspended or removed until another Owner exists.
Groups
Groups widen which matters a member can see and give Billing Managers their reach. They never grant Admin Center capabilities.
- On People, Groups, choose New group, name it, tick its members, and tick the Billing Managers who manage it under Managers. Choose Create group.
- Groups whose Source is Clio are mirrored from Clio: their names and members are changed in Clio, not here. People cannot be invited straight into a Clio group.
- Archive a group you no longer need; it can be restored.
Requests to join
People, Requests lists people who asked to be added: colleagues who created an account at your domain and chose to ask, and names a lawyer submitted under Ask to add someone. Choose Approve to send an invitation, or Decline.
Lawyer ids from your billing system
If your firm imports matters or uses CaseClock Sync, People, In your imports lists lawyer codes from those files that are not yet linked to a member. Choose Link to attach a code to a member or a pending invitation, so their approved time carries the right id into the billing program.
Common questions
An invited lawyer says the Admin Center turns them away. That is expected. Lawyers use the CaseClock apps; only Owners, Admins and Billing Managers open the Admin Center.
Can I invite someone with a personal email address? You can, but the Admin Center itself is for firm addresses, and a personal address cannot hold an administrative role.
Someone cannot accept their invitation. The account must use the invited address and belong to no other firm, and the invitation must be under seven days old. Send a new one from Invitations. The steps they follow are in Joining your firm's CaseClock.
Related guides
Join your firm
What happens when your firm manages CaseClock accounts, how to ask to be added or accept an invitation, and what your firm's administrators can and cannot see.
Delegates
How an assistant named as a Delegate works on a lawyer's entries in the CaseClock web app, what May draft and May approve allow, and what stays with the lawyer.