Nominating an admin
This page only applies if your firm has individual logins (one account per person). On a shared login there is only one user, so there's nothing to "nominate" — the shared account already does everything.
Most organisations have one or two admins — usually the practice owner or operations lead. Admins are the only people who can manage the team and reassign work across the org, so think of it as a senior-trust role rather than a default.
How to grant admin
Admin is a toggle on the user form, separate from data scope. You can set it either when inviting a new user or after the fact.
When inviting a new user
- In Settings → Manage Users, click Add
- Fill in the user's name, email, and feature access
- Tick Grant admin access
- Click Invite
The blue summary box at the bottom of the form updates to reflect their new powers — including reassigning ownership of policies/LoAs and bulk-reassigning a user's records before deletion.
For an existing user
- In Settings → Manage Users, click the access dropdown on their row
- Tick Grant admin access
- Save
The user picks up the admin powers immediately — no re-login needed.
You can revoke admin the same way: untick Grant admin access.
What an admin sees that other users don't
Once you've granted admin, the user gets a different Settings page next time they open it:
Full usage dashboard
Non-admins see only their own work in the Usage card. Admins see the organisation-wide totals:
- Plans run across the whole team this billing period
- Time saved across the whole team
- Amount due — the actual invoice amount with any negotiated discount visible (non-admins see this section blurred)
- Click Explore Usage for a detailed per-user breakdown
This is also the place to track who's using 4admin most, spot under-utilisation, and reconcile billing against your finance system.
Manage Users
Admins get the Manage Users card on Settings, with the team table, add-user button, and per-user access dropdown. This is hidden from non-admins.
From this card admins can:
- Add and remove team members
- Change data scope and admin flags on existing users
- Trigger the reassign-and-delete flow when a colleague leaves
Mailbox and email configuration
Admin-only sections include:
- LoA mailbox setup — connecting the shared inbox that receives provider replies
- Chasing email signatures and templates — controlling how chase emails are signed and worded for the whole org
- Notification email rules — who is alerted when status changes on shared LoAs
These all live in Settings but are gated by the admin flag, since they affect everyone in the org.
Ownership management across the org
Admins can use Reassign owner on any client row (Clients & Cases) or any LoA settings panel, regardless of who currently owns the record. Non-admins only see the action on records they themselves own.
See Reassigning a client and Reassigning a LoA for the flows.
What admin is not
A common point of confusion: admin and full data access are independent flags.
- A user with full data access but no admin can view all clients and LoAs, but cannot reassign other people's records, cannot manage users, and cannot see the org-wide usage totals.
- A user with admin but only their own data scope can manage users and reassign across the org, but their own kanban only shows their own work.
In practice, most admins want both — admin and all data access.
Best practice
- Keep the admin pool small. Two admins is usually enough.
- The practice owner / operations lead is the most common choice.
- Before deleting an admin, make sure at least one other admin exists in the org. Otherwise you'll lock yourself out of user management.