Roles & Permissions
Updated Oct 19, 2026
This chapter covers firm user management. Matterly does not provide a separate Super Admin “Users & Roles” module; firm accounts are managed here.
Create a staff user
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Sign in as Firm Admin (or a manager with Staff access).
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Open Staff.
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Click Add / Create.
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Enter:
Field Notes Name Display name Email Login email (unique) Password Temporary password; ask them to change later Role See roles below Permissions Tick the modules they may use -
Save. Share the login URL (
/login) and credentials securely.
The Add Staff form: set the account details and Role at the top; the Module Access section below is where you tick exactly which menus this person can use.
Roles
Firm staff roles commonly include:
| Role | Typical use |
|---|---|
| Manager | Broad access; often same as firm admin style control |
| Receptionist | Matters, clients, start/out |
| CaseTask | CaseTask board and service status |
| Accountant | Invoices, expenses, reports |
| Restaurant | Limited ops if enabled for your workflows |
| Maintenance | Maintenance-related case-tasks tasks |
Exact permission checkboxes matter more than the role label, so always set permissions deliberately.
Permissions
Permissions map to sidebar menus, for example:
| Permission area | Menus unlocked |
|---|---|
| Matters | Matters, Client Inbox |
| Services | Practice Areas |
| Clients | Clients |
| CaseTask | CaseTask |
| Invoices | Invoices, Expenses |
| Reports | Reports |
| AI | AI Assistant, AI Staff, Knowledge Base |
| Website | Website Builder, Languages, Campaigns, Reviews |
| Settings | Settings, Staff |
If a menu is missing for a user, edit their staff record and enable the permission.
Firm assignment
- Each staff user belongs to one firm (the firm where they were created).
- They cannot switch to another firm from the sidebar.
- Super Admins use Impersonate on the Firms page to enter a firm without a staff login.
When Super Admin creates a firm, the form also creates that firm’s first admin user (manager). That person is the primary Firm Admin login.
Best practices
- Use a unique email per person.
- Give receptionists matters + clients, not full settings.
- Give case-tasks only case-tasks access.
- Remove or disable staff who leave.
- Never share the Super Admin password with firm staff.