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The Users & Roles page is where firm admins manage who can sign into HoLaCe and what they can do once they’re in. It lives at Admin → Users. [Screenshot: Users list showing name, email, role, last sign-in, and active status columns]

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Adding a user

  1. Click Add User in the top-right of the Users list.
  2. Enter the new teammate’s full name and work email.
  3. Choose a role (see the role table below).
  4. Optionally assign them to a team or pod if your firm uses team-scoped views.
  5. Click Send Invite.
HoLaCe emails the new user a magic-link sign-in. They click the link, set a password if they want one (magic-link works on its own), and they’re in. No license activation, no admin approval step on their end.
Magic-link first-time sign-in is described in Getting Started → Login. Send the new hire that link if they ask for orientation.

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Roles

RoleTypical userWhat they can do
FIRM_ADMINManaging partner, COO, ops leadEverything attorneys can do, plus the entire admin portal (users, billing, branding, integrations)
ATTORNEYLawyers handling casesFull case-management surface — pipeline, journeys, demand letters, settlements
PARALEGALParalegals, case managersMost of what attorneys see, with some sign-off actions reserved for attorneys
SERVICE_PROVIDERExternal investigation companiesTheir own portal — only sees jobs assigned to them
CONTRACTORField investigators, freelancersA simplified contractor portal for the assignments they own
SUPER_ADMIN is reserved for HoLaCe staff and is not assignable from the firm admin UI. [Screenshot: Add User modal with role dropdown expanded]

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Editing a user

Click any row to open the user detail panel. From there you can:
  • Change the user’s role (effective immediately on their next request).
  • Update name, email, phone.
  • Assign or change avatar.
  • Toggle email notification opt-ins on their behalf.
  • Enable or disable the 2FA required flag.
Email changes invalidate any pending magic-link tokens and require the user to reverify the new address.

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Triggering a password reset

If a user is locked out or has forgotten their password:
  1. Open their detail panel from the Users list.
  2. Click Send Password Reset.
  3. They receive an email with a one-time reset link.
The link is valid for 24 hours. You can re-trigger it as often as needed; each new link invalidates the previous one.

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Deactivating a user

When a teammate leaves the firm, deactivate them rather than deleting:
  1. Open their detail panel.
  2. Click Deactivate User.
  3. Confirm.
A deactivated user immediately loses sign-in. Their historical work (assignments, comments, document uploads, settled cases) is preserved untouched — billing, audit, and journey history all stay intact. You can reactivate later if they return.
Don’t delete users. Deletion would orphan years of activity records. Deactivation is the correct action in 99% of cases.

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Bulk invite

Need to onboard 10 teammates at once? Click Bulk Invite above the user list, paste a list of name,email,role rows, and HoLaCe sends individual magic-link emails to each. Useful for firm-wide migrations.
Tightening security across the firm? See Settings → Integrations for SSO and 2FA enforcement options.