Manage Users in Clio Manage

In Clio Manage, the primary subscriber, users with administrator permissions, or those who have been granted relevant firm settings permissions can change account settings. This includes adding new users, managing account licenses, and managing account settings. This article guides you through managing users, licenses, and roles, including transferring account ownership.

Manage licenses

In Clio Manage, you can easily add (purchase) and delete licenses depending on the number of users for your firm. You can then assign each license to a firm user by inviting them to the Clio account.

Add licenses

Adding a license immediately incurs an additional prorated charge according to your billing cycle. The additional license will be reflected in the next billing cycle.

1. Go to Settings > Manage Users > Manage licenses.
   • The modal shows the number of licenses available out of your firm's total licenses.
2. Click Add licenses.
3. Specify the number of licenses you need to add, then click Update and pay.

Remove licenses

1. Go to Settings > Manage Users > Manage licenses.
   • The modal shows the number of licenses available out of the total number of licenses your firm has.
2. Click Remove licenses.
3. Specify the number of licenses you need to remove, then click Update.

Allocate and deallocate Personal Injury licenses

If you purchased Clio's Personal Injury Add-On, you can allocate and deallocate your available licenses to active firm users directly in Clio Manage. You cannot allocate licenses to deactivated users or users with pending invitations.

Allocate Personal Injury licenses

1. Go to Settings > Manage Users.
   • You can view the total number of personal injury licenses and the number of available licenses that your firm has in the Licensing Information banner at the top..
2. Find the firm user who will receive the license.
3. Under the Actions column, click the down arrow next to Edit, then select Allocate Personal Injury.
   • You can only allocate a personal injury license to an active user.
   • Once allocated, you can view which firm users have personal injury licenses under the Personal Injury column of the table.

Deallocate Personal Injury licenses

1. Go to Settings > Manage Users.
2. Find the firm user who has the license that you want to deallocate.
3. Under the Actions column, click the down arrow next to Edit, then select Deallocate Personal Injury.

Allocate and deallocate Clio Work licenses

If you use Clio Work, learn how to allocate and deallocate your available Clio Work licenses to Clio users at your firm or how to opt out of Clio Work at the end of your trial period.

Invite users

After adding licences in Clio Manage, you can invite new users using an unassigned email. You can invite a single user or invite users in bulk.

Add a single user

1. Go to Settings > Manage Users. Select Invite User. To add a user to Clio Grow, see Manage User in Clio Grow.
2. Complete the user invitation details. The user's email is required.
3. You can add a message and choose whether the user is an attorney or a non-attorney.

4. Optional: Select Groups.

   Tip: Groups categorize firm users, and you can assign them to specific matters, limiting matter access.
5. Assign Roles.
   • Learn about roles and permissions in Clio Manage here.
6. Click Send Invite. The user will receive an email to finish setting up their account.

Import users in bulk

1. Open this template and populate it with your users' information. Once finished, save it to your computer.
   • email: Enter the user's email address. Required.
   • first_name: Enter the user's first name. Required.
   • last_name: Enter the user's last name. Required.
   • initials: Enter the user's initials without any periods or spaces between letters.
   • time_zone: Enter the user's timezone.
   • address: Enter the user's street address.
   • city: Enter the user's city.
   • state: Enter the user's state or province.
   • zip: Enter the user's zip code or postal code.
   • country: Enter the user's country.
   • phone: Enter the user's phone number.
   • subscription_type: Enter either "Attorney" or "Non-attorney." Required.
2. Go to Settings > Manage Users.
3. Select Bulk Import.
4. Optional: Check the box for Send automatic welcome email if you want the users on the CSV file to receive a welcome email once they are imported.
5. Click Choose File and select your completed CSV file.
6. Click Upload CSV.
7. If your import has any errors, click Download and fix to review the error report, then upload a new CSV file with the appropriate corrections.

Resend invitation

1. Go to Settings > Manage Users > Invited.
2. Verify the user's email address and click Resend.

Understand account roles

In Clio Manage, there are three types of account roles: the primary subscriber, administrator, and user. Each has specific available actions.

Primary subscriber: This user is the first to sign up for the account, making them the account owner by default. Only one primary subscriber exists per account. This user is the only person who can transfer account ownership to someone else and control the firm calendar.

Administrator: Administrators can change settings, but cannot make changes to the primary subscriber’s account. All users with administrator permissions can edit the personal, login information, and permissions for all other users at the firm except the primary subscriber. Multiple administrators can exist per account.

User: Users are standard users on an account who cannot change any account settings or other users' permissions. Users can access various areas of Clio Manage, depending on the user permissions an administrator sets for them.

Assign user roles

In Clio Manage, you will need to assign at least one role when inviting a new user. Once the user is active, you can change or add to their role anytime. Users can have multiple roles with permissions according to the most permissive role. With admin permissions, you can assign roles from the user profile, which you can access from your account settings.

Assign user roles in bulk

1. Go to Settings > Manage Users.
2. Click the box to select firm users.
3. Click Actions in the upper left and select Assign roles.
4. In the pop-up modal, type and select roles under Choose role(s) to assign.
5. Click Assign roles to update user permissions.

Assign single user roles

You can update the role and permissions of a single user from Manage Users in your account settings. When you edit a user, you can update their profile, which includes assigned roles and permissions.

1. Go to Settings > Manage Users.
2. Under Actions, click Edit next to a user’s name.
3. Scroll down to Roles. Select or deselect the appropriate permissions.
4. Click Save New Information.

Manage user groups

You can create groups of firm users to help you simplify how you grant access to matters and set user rates in Clio Manage. After creating a group, you can add and remove users by editing it, then archive groups you no longer need. You can use groups to allow matter access to all members of the groups at once and set a custom billing rate for the group on a matter or a contact.

View user activity

The Firm Feed provides an overview of the entire account’s activity. You can also view an individual user’s firm activity in settings.

1. Go to Settings > Manage Users.
2. Click the user’s name.
3. View the user's activity in the Firm Feed section.
4. Click the Filter dropdown to view other users’ activity, view the type of activity, and view only the activity that the user deleted.

Troubleshoot new user login

If a new user at your firm is having trouble logging in to their account, follow the steps below:

• Ask the new user to find and click the sign-up link in their email. If the user has previously been able to access the account, contact Clio's support team.
• Verify that the new user is using the email address you sent the invitation to.
• Verify that the new user is on the Settings > Manage Users account.

Change login email

In Clio Manage, administrators can change the login email for anyone at the firm other than the primary subscriber. You can also change your own login email, unless your firm has set up access to Clio via an Identity Provider.

Change your own login email

1. Go to Settings > Profile > Change Login Email.
2. Click Change email. Enter your new email and your password.
3. Click Save.

Change login email for other firm users

1. Go to Settings > Manage Users.
2. For a user name, click Edit.
3. Click Change Login Email.
4. Enter the new address.
5. Click Change Login Email.

A confirmation email will be sent to the user's new email address for the user to accept the email address change.

Transfer account ownership

Only the primary subscriber can transfer account ownership to a firm administrator. The steps for transferring account ownership depend on whether the primary subscriber is still at the firm.

Primary subscriber at the firm

If the primary subscriber is still at the firm, they can transfer account ownership to another firm administrator. To transfer account ownership, provide your government-issued ID. The name on your ID must match the name in your Clio account.

1. Go to Settings > Account and Payment Info > Account Administration.
2. Under Transfer the role, choose the new Primary Subscriber.
3. Click Transfer Primary Subscriber.

Primary subscriber no longer at the firm

If the primary subscriber is no longer at the firm, try the steps below in the order they appear.

1. Check if you can reach them, then transfer ownership of the account. See the steps for transferring account ownership above.
2. Contact your internal IT or domain provider to gain access to the primary subscriber’s account. This only works if you know the email and it is a custom firm-wide domain.
3. Once you gain access, you can reset the password and transfer ownership once you gain access. If neither step one nor step two is feasible, you will need to provide an affidavit. Contact Clio's support team to request more information.