Your firm's portal users are managed on Settings → Team. Everyone at your firm can open the Team page, but only admins can add, edit or deactivate users.
Add a user
- Go to Settings → Team.
- Select Add user.
- Enter their Full name and Email, choose their Role and Location.
- Select Add user.
Quilia emails them that they have been added to your firm, so they can set up their account and sign in to the portal. If the email gets lost, open the ... menu on their row and select Resend Invite.
To add many people at once, select Import on the Team page and upload a CSV or Excel file of your team.
Roles
- Admin: everything in the portal, including the admin-only settings pages (Features, Integrations, Case Types and Billing) and adding, editing and deactivating users.
- Attorney and Legal Staff: work with your cases and clients, but cannot open the admin-only settings pages or manage users.
Edit a user
Select the pencil icon on a user's row to open Edit user. The form has these sections:
- Profile: photo, name and email.
- Contact: phone, timezone, city and state.
- Professional: job title and an About introduction for clients.
- Social Profiles: LinkedIn, X, Facebook and Instagram.
- Access: their Role and Location, plus Add to every case.
Add to every case puts the user on every case your firm creates, and on your existing open cases when you save. When it is on, Show them to the client decides whether clients see them as part of their case team, or whether they are only added for notifications. See Adding a Team Member to Every Case.
What the icons on a row mean
The logos next to a name are the integrations that person is linked to. Quilia links each team member to their own user account in every integration your firm connects, such as your case management system and CreoRx. That link is how Quilia knows who is who: when your case management system says a staff member is on a case, Quilia puts the matching team member on it, and tasks and notifications reach the right person.
- An integration's logo: they are linked to their account in that integration. Hover over it to see which one. A faded logo means they were invited but have not signed up there yet.
- No logo: they are not linked to any integration yet.
- Inactive: they were deactivated and can no longer sign in.
Someone you add from a case team in your case management system is linked from the start. Quilia also checks every night for team members who are not linked and matches them by email address. A Not in label, such as Not in Clio, means no user there has their email address, so check that it matches in both places. To link someone right away, select the Sync from button on the Team page. It never adds new users to Quilia.
The Every Case column shows Every case when they are added to every new case, or Every case, visible when clients also see them on their case team.
Deactivating a user
When someone leaves your firm, open the ... menu on their row and select Deactivate, then confirm. They can no longer sign in to the portal. Select Reactivate from the same menu to give them access again.
Deactivating is the normal way to remove someone. A user who is inactive and has no recorded activity can also be deleted with Delete permanently.