Managing Users in CaseScribe
This section explains how administrators can add, edit, and delete users in a CaseScribe organization. User management allows you to invite attorneys, paralegals, and other staff members who need access to your CaseScribe account. It also covers how to handle expired invitation links.
Who Can Manage Users
Only users with Admin permissions can add, edit, or delete users.
If you do not see the User Management options and believe you should have admin access, contact the CaseScribe team for assistance.
Accessing User Management
Log in to your CaseScribe account.
Open your organization settings.
Go to the Users section to view and manage members of your organization.
From this page, administrators can add new users, view existing users, update user information, and remove users from the organization.
Adding a New User
Use this process to invite a new user to your organization.
On the Users page, click Add User.
Enter the user's:
First name
Last name
Email address
Select the appropriate role:
Admin
End User
Guest User
If needed, enter the user's mobile phone number.
Review the information for accuracy.
Click Create.
After the user is created, CaseScribe sends an invitation email to the email address you entered.
Understanding User Roles
Admin
Admins can manage cases and files and have access to organization-level administrative features. Admins can also add, edit, and remove users from the organization.
End User
End Users can work with the clients, cases, documents, and facts available to their organization but cannot add, edit, or delete organization users.
Guest User
Guest Users are typically users outside your organization, such as co-counsel, medical experts, or outside reviewers.
Guests can only access clients or cases that have been explicitly shared with them.
Within their shared access, guests can:
View shared clients and cases
Review facts and documents
Comment on facts
Use Ask AI
View Case Summary in read-only mode
Export facts within their shared scope
Guest Users cannot:
Add, edit, or delete clients, cases, documents, or facts
Upload documents
Add or remove tags
Use Bulk Edit
Re-run AI tagging or Fact Grouping
Access the Users page
Share cases with other users
Some unavailable actions may be hidden from Guest Users, while others may display a message explaining that they do not have permission to perform the action.
For more information about Guest Users and users who belong to multiple organizations, see Understanding Multi-Org Users and Guest Access.
Invitation Expiration
Invitation links are valid for seven days.
If the user does not accept the invitation within that time, the invitation link will expire.
Resending an Expired Invitation
If an invitation link expires, delete the pending user and add them again.
Go to the Users page.
Delete the user with the expired invitation.
Click Add User.
Re-enter the user's information and select the appropriate role.
Click Create.
CaseScribe will send a new invitation email with a fresh invitation link.
If the invitation still does not work after re-adding the user, contact the CaseScribe team for assistance.
Editing an Existing User
Administrators can update an existing user's information from their User Details page.
Go to the Users page.
Click the user's name to open their details.
Make the necessary changes.
Click Save.
The User Details page provides a central location for viewing user information and managing the user's membership in your organization.
Deleting a User
Deleting a user removes their access to your organization.
You can remove a user from their User Details page or directly from the user list.
Option 1: From the User Details Page
Go to the Users page.
Click the user's name.
Select the option to delete or remove the user.
Confirm the action.
Option 2: From the User List
Locate the user in the list.
Click the three-dot menu next to their name.
Select Delete.
Confirm the action.
Once removed, the user will no longer have access to your organization.
If the user belongs to other CaseScribe organizations, removing them from your organization does not remove their access to those organizations.
If the user is later invited back, CaseScribe will send a new invitation. For Guest Users, previously shared client or case access is not automatically restored and must be shared again.
Reset a User's MFA
You may need to reset a user's MFA if they lose or replace the phone containing their authenticator app, can no longer access their authentication method, or otherwise need to set up two-factor authentication again.
To reset MFA:
Go to Admin > Users.
Find the user and click the three-dot menu (•••).
Select Reset MFA.
Review the warning and confirm the reset.
After the reset, the user will need to set up MFA again when prompted during authentication.
If you encounter an issue that cannot be resolved using these steps, contact the CaseScribe team for assistance.