Users

Why this matters

Every person who uses ImmCase at your practice needs a user account: consultants, paralegals, administrators, accountants, RCICs. The Users module is where you onboard them, deactivate them when they leave, and resolve access problems. As an administrator, this is one of the modules you'll touch most.

Create a new user

1. Sidebar → Settings → Users → Create.
2. Fill in:
3. Full name.
4. Email — what they'll use to sign in. Must be unique in the practice.
5. Initial password — the system can generate a random one or you define it. The user will have to change it on first sign-in (recommended).
6. Primary Role (RCIC Consultant, Paralegal, Administrator, etc.).
7. Preferred language and Time zone.
8. (Optional) Assign additional Profiles for specific permissions. More in Profiles.
9. Save.

ImmCase sends a welcome email with sign-in instructions.

Deactivate (don't delete) a user

When someone leaves the practice:

1. Open the user → Edit.
2. Change Status to Inactive.
3. Save.

The user can't sign in, but all their records (assigned cases, comments, sent emails) are preserved. This matters for audit — a case that person handled still shows the history of who did what.

Don't delete a user. Deleting breaks relationships (orphan cases, comments without an author). Deactivating is correct.

Reassign an inactive user's work

Before deactivating, reassign their open cases:

1. Open the user who's leaving → Assigned cases tab.
2. Mass select → Reassign to → another consultant.
3. Apply.

This prevents cases from being left without an owner when the person leaves.

Force a password change

If a user forgot their password or you need them to change it for security:

1. Open the user → actions menu → Reset password.
2. Pick between:
3. Generate random password and send by email.
4. Send recovery link to the user's email.
5. Define temporary password the user must change on first sign-in.

Force sign-out of sessions

If the user forgot to sign out on a public computer, or you suspect their account was compromised:

1. Open the user → menu → Sign out all sessions.
2. Confirm.

The user is disconnected on every device. They'll have to sign in again.

Assign role and profiles

Every user has:

• One role (the baseline) — defines their general level (Consultant, Admin, etc.).
• Zero or more profiles — add specific permissions. For example, a "Collections profile" adds invoice and payment permissions without changing the main role.

More detail in Roles and Profiles.

Watch out for

• Don't reuse emails. If a person leaves and months later another joins, don't give them the same email. Each email is a distinct user in history. Create a new one.
• Don't change an existing user's email "to fix it". If you made a mistake on onboarding, deactivate and create a new one with the correct email. Changing the email orphans the old one in notifications, sent emails, etc.
• Super Admins are a special category. Only assign that role to the 1-2 people who really need it (typically a founding partner and an IT lead). Super Admin bypasses every permission — a Super Admin mistake can wipe out critical configuration.

Where to next

• Roles — the general levels you assign to each user.
• Profiles — additional, specific permissions.