How to Add and Manage Users in Your Law Firm Account

Dernière mise à jour Aug 05, 2026

This article explains how law firm administrators can add users to a law firm account, assign access, update user details, deactivate users, and troubleshoot common invitation or login issues in MedXimity. The exact labels in your account may vary slightly, but the workflow below follows the standard user management process.

Audience: Attorneys and authorized law firm account administrators.

Overview: Managing Users in a Law Firm Account

User management controls who can access your law firm account and what each person can do once signed in. A well-managed account helps your firm keep workflows organized while limiting access to the people who need it for their role.

In most law firm accounts, user management includes the ability to:

Invite attorneys, paralegals, case managers, intake staff, billing users, or other authorized team members.
Assign a role or permission level to each user.
Resend or cancel pending invitations.
Edit user profile details after an invitation has been accepted.
Deactivate users who no longer need account access.
Review access as part of your firm’s internal security practices.

User permissions in MedXimity are administrative account controls. They do not replace your firm’s internal policies, ethical obligations, confidentiality procedures, or jurisdiction-specific compliance requirements. Laws and professional responsibilities vary by jurisdiction, so your firm should decide internally who may access account information and under what circumstances.

Who Can Add or Manage Law Firm Users

If you are wondering who can add law firm users, the answer is usually a firm administrator or another user with permission to manage account settings. Staff users may be able to work inside the account but may not have access to invite new users or change permissions.

To check whether you have permission to manage users:

Sign in to your MedXimity law firm account.
Open your account menu or firm dashboard.
Look for Settings, Account Settings, or Team.
Select Users, Team Members, or a similar option.
If you can view invitation and role options, your account likely has user management access.

If you do not see user management options, your account may not have administrative permissions. Contact your firm’s MedXimity administrator or reach out to support for law firm user management help.

Before You Invite a New User

Before adding someone to your law firm account, confirm that the user has a business need for access and that your firm has approved the appropriate permission level. This helps prevent unnecessary access and reduces future cleanup.

Before you invite a new user, gather the following information:

Full name: Use the person’s professional name as your firm wants it displayed.
Work email address: Use a firm-controlled email address whenever possible.
Role or title: Examples include attorney, paralegal, case manager, intake coordinator, or billing staff.
Permission level: Decide whether the person needs admin access or a more limited staff role.
Location or department, if applicable: Multi-office firms may use this to keep users organized.

Avoid sending invitations to shared inboxes unless your firm has a specific policy allowing that use. Individual accounts are generally better for accountability because each person signs in with their own credentials.

How to Add a User to Your Law Firm Account

Use the steps below to add users to law firm account access. Only users with the proper administrative permissions can complete this workflow.

Sign in to your MedXimity law firm account.
Open the firm dashboard.
Go to Settings or Account Settings.
Select Users, Team Members, or the user management option shown in your account.
Choose Add User, Invite User, or a similar button.
Enter the user’s name and work email address.
Select the appropriate role or permission level.
Review the information for accuracy.
Select Send Invitation.

After the invitation is sent, the new user should receive an email with instructions to accept the invitation and set up access. If the invitation does not arrive, ask the user to check spam, junk, quarantine, or email filtering folders before sending another invitation.

Choosing the Right Role or Permission Level

This section provides law firm account user roles explained in practical terms. The role you choose should reflect the user’s job function and the minimum access needed to complete assigned work.

Role names may vary by account configuration, but law firm accounts commonly include permission levels such as:

Administrator: Can manage firm settings, invite or deactivate users, and update permissions. This role should be limited to trusted account managers.
Attorney: May access legal workflow features relevant to assigned matters or firm activity, depending on your account setup.
Staff or Team Member: May use day-to-day account features but usually cannot manage firm-wide settings or user permissions.
Billing or Finance User: May access billing-related areas if enabled for your account.
Read-only or Limited Access User: May view certain information without making broader account changes, if this option is available.

When choosing a role, avoid giving admin permissions simply because a user is senior or frequently uses the account. Admin access should be reserved for users who need to manage settings, invitations, permissions, or account-level configuration.

Common Law Firm User Types and Access Needs

Understanding admin vs staff law firm permissions can help reduce accidental over-access. The examples below are general and may not match every firm’s internal structure.

Attorney

An attorney may need access to firm activity, communications, referrals, case-related workflows, or account tools relevant to their responsibilities. Whether an attorney also needs administrative permissions depends on your firm’s internal policy.

Paralegal

A paralegal may need access to day-to-day matter support tools, document-related workflows, messages, or assigned case information. A staff role is often more appropriate than full admin access unless the paralegal also manages account administration.

Case Manager

A case manager may need access to communication, status tracking, and assigned workflow features. Limit access to the areas required for the case manager’s operational responsibilities.

Intake Coordinator

An intake coordinator may need access to new inquiries, referral intake, and communication tools. This user may not need access to billing or account-wide settings.

Billing User

A billing or finance user may need access to billing settings, invoices, subscriptions, or payment-related information if those features are enabled. This role may not need access to broader case workflows.

These examples are informational only. Your firm is responsible for deciding access based on internal policies, professional duties, confidentiality requirements, and applicable rules in your jurisdiction.

How to Resend or Cancel a Pending Invitation

If a user has not accepted an invitation, you may be able to resend pending law firm user invitation emails or cancel law firm user invitation access from the user management page.

Resend a pending invitation

Sign in as an administrator or authorized user.
Open Settings or Account Settings.
Select Users or Team Members.
Find the user listed as Pending, Invited, or similar.
Open the user actions menu.
Select Resend Invitation.
Ask the user to check their inbox, spam folder, and any email security quarantine.

Cancel a pending invitation

Go to the Users or Team Members page.
Find the pending invitation.
Open the user actions menu.
Select Cancel Invitation, Revoke Invitation, or the closest available option.
Confirm the cancellation.

Cancel invitations that were sent to the wrong email address, sent to the wrong person, or no longer needed. If the user still needs access, send a new invitation with the correct email and permission level.

How to Edit an Existing User’s Details

You may need to edit law firm user account details when a user’s name, title, department, or role changes. Some details may be controlled by the individual user profile and may require the user to update their own information.

Sign in with an account that has user management permissions.
Go to Settings or Account Settings.
Select Users or Team Members.
Find the user you want to update.
Select Edit, Manage User, or the user’s name.
Update the available fields, such as title, department, role, or status.
Review the changes carefully.
Select Save or Update User.

If an email address was entered incorrectly and the invitation has not been accepted, it is usually best to cancel the pending invitation and send a new one. If the user has already accepted the invitation, contact MedXimity support if the email address cannot be changed from your account settings.

How to Update User Roles and Permissions

Use this process to manage law firm user permissions when a team member’s responsibilities change. Review access whenever someone changes departments, takes on a new role, or no longer needs certain account features.

Sign in as an administrator or authorized user.
Open Settings or Account Settings.
Select Users or Team Members.
Choose the user whose permissions need to be updated.
Select the new role or permission level.
Review what the new role allows the user to access.
Select Save or Update Permissions.
Notify the user if the change affects their workflow.

Permission changes may take effect immediately or after the user signs out and signs back in. If the user still sees the wrong access level, ask them to refresh the page, sign out, and sign back in before contacting support.

As a best practice, use the least-access approach: give each user only the permissions needed for their work. This keeps account administration cleaner and helps support your firm’s privacy and confidentiality procedures.

How to Deactivate a User Who No Longer Needs Access

Use deactivation when a user leaves the firm, changes responsibilities, or no longer needs access to the law firm account. To deactivate user in law firm account access, follow these steps.

Sign in with administrative user management permissions.
Open Settings or Account Settings.
Select Users or Team Members.
Find the user you want to deactivate.
Open the user actions menu or user detail page.
Select Deactivate, Disable Access, or a similar option.
Review any confirmation message explaining what will happen.
Confirm the deactivation.

Deactivation is different from deleting account history. In most systems, deactivating a user prevents future sign-in while preserving historical account activity. Do not rely on deactivation alone as a substitute for your firm’s offboarding policy, device retrieval process, email access controls, or document management procedures.

What Happens to Records When a User Is Deactivated

When a user is deactivated, the goal is to stop that person from accessing the account while preserving the account’s business records. Exact behavior may depend on your account configuration, but deactivation generally does not erase prior activity.

After deactivation:

The user should no longer be able to sign in to the law firm account.
Historical activity may remain visible for audit, continuity, or administrative purposes.
Records previously created or updated by the user may remain associated with that user’s name or account history.
Assignments may need to be transferred to another active user if your workflow uses task ownership.
Billing or notification settings may need separate review if the deactivated user was a billing contact or notification recipient.

Before deactivating a user, consider whether any active work should be reassigned. This is an operational account step only and does not determine legal responsibility, case strategy, or any jurisdiction-specific obligation.

Troubleshooting User Access Issues

If a user says they can’t access law firm account features, start with the most common causes below before opening a support request.

Invitation not received

Confirm the invitation was sent to the correct email address.
Ask the user to check spam, junk, promotions, and quarantine folders.
Verify that the firm’s email security tools are not blocking MedXimity messages.
Resend the invitation from the pending user list.
If the email was incorrect, cancel the invitation and send a new one.

Invitation expired

Open the Users or Team Members page.
Find the expired or pending invitation.
Use Resend Invitation if available.
If resend is not available, cancel the invitation and create a new one.

Duplicate email address

An email address can usually be associated with only one user account. If you see a duplicate email message, check whether the user already has an account, previously accepted an invitation, or was invited under another firm or organization.

Search the user list for the email address.
Check pending and deactivated users if those filters are available.
Confirm the user is using their correct firm email.
Contact support if the email appears unavailable but does not show in your account.

User can sign in but cannot access the expected area

Confirm the user is signing in with the invited email address.
Review the user’s assigned role and permissions.
Update the role if the user needs additional access.
Ask the user to sign out, sign back in, and refresh the page.
If the issue continues, contact support with the user’s email address and a description of the missing access.

Password or sign-in issue

If the user has accepted the invitation but cannot sign in, have them use the password reset option on the sign-in page. If they still cannot access the account, support can help review the account status.

Security Best Practices for Law Firm Accounts

Use these law firm account security best practices to keep access appropriate and easier to manage. These are general account administration suggestions and do not replace your firm’s professional, ethical, or jurisdiction-specific compliance obligations.

Use individual accounts. Avoid shared logins so activity can be tied to the correct person.
Limit administrator access. Give admin permissions only to users who need to manage settings, billing, or user access.
Review users regularly. Check active users and permissions on a recurring schedule.
Deactivate promptly. Remove access when a user leaves the firm or no longer needs the account.
Use firm-controlled email addresses. This helps your firm manage access if a user’s employment or role changes.
Confirm pending invitations. Cancel invitations that are no longer needed or were sent incorrectly.
Keep billing and notification contacts current. Update these settings when administrative responsibilities change.
Coordinate with internal policies. User roles in MedXimity should align with your firm’s confidentiality, records, and technology policies.

Security is strongest when account settings match real responsibilities. If someone only needs intake access, they should not automatically receive full administrative permissions.

Still Need Help?

If you still need law firm user management help, contact MedXimity support from your account or through the support option on medximity.com. Include the firm name, the affected user’s email address, the action you were trying to complete, and any error message you received. Do not include confidential case details unless support specifically requests information through an approved channel.