Managers cannot assign the Admin role during an invite. Ask an admin on your team to send the invitation, or select a different role.
View roles and permissions
Chronicle uses a fixed role hierarchy to control who can view cases, manage team members, change settings, and access billing. There are six canonical roles, ranked from least to most access.
Role hierarchy
Roles are ordered by rank. A team member can perform actions allowed for their rank and below, but cannot assign a role higher than their own.
Role | Rank | Summary |
|---|---|---|
View only | Lowest | Read client and case data only |
Restricted | Low | Limited client and document access |
Staff | Mid | Standard case work and document handling |
Manager / Rep | High | Team oversight, ERE triggers, and reporting |
Admin | Higher | Full account and team management |
Billing owner | Highest | Admin access plus billing ownership |
Legacy role names are automatically mapped: Member becomes Staff, and ERE Member becomes Manager / Rep.
What each role can do
Chronicle derives specific permission flags from a user’s role. These flags control what UI sections and actions are visible and allowed.
Client and document access
Capability | View only | Restricted | Staff | Manager | Admin | Billing owner |
|---|---|---|---|---|---|---|
View all clients | Yes | Assigned Only | Yes | Yes | Yes | Yes |
Edit clients | No | No | Yes | Yes | Yes | Yes |
Create clients | No | No | Yes | Yes | Yes | Yes |
Delete documents | No | No | Yes | Yes | Yes | Yes |
Add SSN | No | No | Account setting | Account setting | Yes | Yes |
Restricted users can only view the clients an admin assigns to them, unlike View only users who see all clients.
Workflow and notifications
Capability | View only | Restricted | Staff | Manager | Admin | Billing owner |
|---|---|---|---|---|---|---|
Trigger ERE checks | No | Yes (assigned cases only) | Yes | Yes | Yes | Yes |
ERE Uploads | No | Yes (assigned cases only) | Yes | Yes | Yes | Yes |
Individual notifications | No | Yes (No follow rules) | Yes | Yes | Yes | Yes |
Digest notifications | No | No | Yes | Yes | Yes | Yes |
OTP forwarding | No | No | Yes | Yes | Yes | Yes |
ERE credentials | No | No | No | Yes | Yes | Yes |
Team and account management
Capability | View only | Restricted | Staff | Manager | Admin | Billing owner |
|---|---|---|---|---|---|---|
View team page | No | No | No | Yes | Yes | Yes |
Manage team members | No | No | No | Yes | Yes | Yes |
Change roles | No | No | No | No | Yes | Yes |
Manage account settings | No | No | No | No | Yes | Yes |
Manage integrations | No | No | No | No | Yes | Yes |
Manage API keys | No | No | No | No | Yes | Yes |
View billing | No | No | No | No | Yes | Yes |
Manage billing | No | No | No | No | No | Yes |
Reporting and generated content
Capability | View only | Restricted | Staff | Manager | Admin | Billing owner |
|---|---|---|---|---|---|---|
View reports | No | No | Account setting | Account setting | Yes | Yes |
AARPS access | No | No | No | Account setting | Yes | Yes |
Start medical chronology | No | No | Yes | Yes | Yes | Yes |
Start briefs | No | No | Yes | Yes | Yes | Yes |
Start transcripts | No | No | Yes | Yes | Yes | Yes |
How roles are assigned
Managers and admins can invite new team members and assign roles. Admins can also change existing members’ roles. Only admins can assign the Admin role.
Invite a new team member
Go to Settings > Team.
Click Invite.
Enter the person’s name and email, then select a role.
Click Submit.
The default role is Staff. If you need full details on the invitation flow, see Invite team members to your firm.
Change an existing member’s role
Go to Settings > Team.
Find the team member in the list.
Open their row menu and select the option to edit their role.
Choose the new role and confirm.
Account-level access toggles
Some capabilities are gated by both role and account-level settings. Admins control these from account settings.
Toggle | Allowed roles |
|---|---|
Add SSN | Staff, Manager, Admin, Billing owner |
View reports | Staff, Manager, Admin, Billing owner |
AARPS access | Manager, Admin, Billing owner |
If a user’s role qualifies for a capability but the account toggle disables it, that capability is hidden. If a user’s role does not qualify, the toggle has no effect for that user.
Common role errors
“Only admins can invite at ADMIN role”
“This user is already on your team”
The email address belongs to an existing member of your firm. Verify the address or check the team table for duplicates.
“This user belongs to another firm”
The email is tied to an existing Chronicle account under a different firm. The invitee must use a different email or contact support to transfer their account.
Billing ownership
Billing owner is the highest rank. It includes all admin permissions plus the ability to manage subscriptions and payment details. Transferring billing ownership requires support assistance.
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