Members, Roles & Permissions

VerdictFlow gives every firm a simple, three-tier role model — Owner, Admin, Member — backed by granular permissions for the cases where you need finer control. The result: partners can keep configuration locked down, intake coordinators can do their daily work without bumping into walls, and you don't have to think about user management again after the initial setup.

The three roles at a glance

Most firms put their attorneys in as Admin, junior staff as Member, and keep one or two Owners for billing and account control.

What each role can actually do

The simple summary above maps to a granular permission set under the hood — useful when you want to know "can our paralegal send a referral?" without testing it.

Owner-only permissions

• Billing — change plan, add seats, update payment method.
• Transfer ownership to another team member.
• Delete the account.
• Manage other owners (promote/demote).

Everything else owners can do, admins can also do.

Admin permissions (in addition to everything members can do)

• Manage members — invite new people, change someone's role, remove someone, suspend someone.
• Manage settings — pipeline statuses, custom fields, document templates, integrations, automation rules, referral routing rules.
• Manage network — add partner firms, configure default fee terms, send firm invitations.
• Override referral fees on individual referrals.
• See all leads and all referrals — even ones not assigned to them.
• Manage saved views and dashboards that are shared firm-wide.

Member permissions (the baseline)

Members can:

• See and edit leads they're assigned to, plus any leads marked firm-wide visible.
• Add new leads.
• Send referrals when they have the Manage referrals permission (toggle on the member's profile — defaults to off).
• Receive and respond to referrals assigned to them.
• Create and complete tasks.
• Send and receive communications (email, calls, SMS) on leads they have access to.
• Generate intake packages.
• View reports their permissions cover.
• Tune their own notification preferences.

Members cannot:

• Change firm settings, integrations, automations, or routing rules.
• Manage other members.
• See billing or change the plan.
• Edit fee terms on a referral.

Granular permission toggles

A few permissions can be turned on for individual members without making them an admin. Open Settings → Members → [member name] to toggle:

• Manage referrals — let a member send outbound referrals.
• Manage automations — let a member create or edit automation rules.
• Manage network — let a member add or edit partner firms.
• Manage reports — let a member create firm-wide reports and dashboards.
• See all leads — give a member visibility beyond just their assigned leads.

This is how you scale permissions without inflating roles — promote a paralegal to Admin only when they need all admin powers; otherwise just toggle the one thing they need.

Inviting a new member

1. Open Members in the sidebar.
2. Click + Invite Member.
3. Enter their email and pick a role.
4. (Optional) Toggle any extra granular permissions.
5. Send.

They get an email invite. As soon as they click through and create their login, they have access at the role you set.

Suspending vs. removing

Two ways to take someone off the team:

• Suspend — keeps the account intact and the historical activity attribution, but blocks them from signing in. Use when someone is on extended leave or you want to pause access during an investigation.
• Remove — full removal from the firm. They lose access immediately. Their historical activity (notes, calls, leads they touched) stays on the records they touched, attributed to their (now-removed) name.

Both are reversible up to a point: a suspended member can be reactivated instantly; a removed member can be re-invited later but starts fresh with no granular permission overrides.

Transferring ownership

You can have more than one owner; the firm always needs at least one. To transfer:

1. Settings → Members.
2. Click the member you want to make an owner.
3. Click Make owner.
4. (Optional) Demote yourself from owner to admin if you're stepping back.

Ownership transfers are immediate and don't affect billing — the same payment method stays on file.

Audit and accountability

Every action a member takes that touches a lead, referral, or document is recorded with their name and timestamp on the relevant activity timeline. When a partner asks "who closed this lead?" or "who sent that referral?" — the answer is one click away.

Best practices

• Two owners minimum. If your only owner gets hit by a bus, recovery is annoying. Promote a second partner.
• Default new hires to Member. Promote when needed. It's much easier to grant a permission than to take one back.
• Use granular toggles for paralegals. Most paralegals need Manage referrals and See all leads but nothing else — promoting them to Admin just for that is overkill.
• Suspend before removing. Gives you a 30-day "did we actually want to do this?" window.

Permissions

Naturally, the rules above govern who can manage members:

• Owners can do everything in this doc.
• Admins can invite, change roles up to admin, suspend, remove. Cannot promote anyone to owner or transfer ownership.
• Members cannot manage other members.

Next steps

• Inviting your team — the original walkthrough for first-time setup.
• Notifications — set firm-wide notification defaults for new members.
• Settings overview — the rest of what owners and admins control.