Summary and recommendation
MyCase user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
MyCase is a legal practice management platform with a role-based permission model built around three firm-user roles: Administrator, Attorney, and Staff. Administrators can toggle specific permission categories per individual user - such as case access scope, invoicing, trust accounting, and reports - but fully custom role names are not available.
Every app in a law firm's stack that touches client data or billing will feel the downstream effects of how these roles are configured from day one.
Quick facts
| Admin console path | Settings → Firm Settings → Users & Permissions |
| Admin console URL | Official docs |
| SCIM available | No |
| SCIM tier required | Unknown |
| SSO prerequisite | No |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Administrator | Full access to all firm settings, billing, user management, all cases, documents, contacts, calendar, time entries, invoices, and reports. Can add, edit, and deactivate users. | All plans (Basic, Pro, Advanced) | Same per-user rate as the firm's plan tier | At least one Administrator must remain active on the account; you cannot deactivate the sole admin without first promoting another user. | |
| Attorney | Access to cases, contacts, documents, calendar, time tracking, invoicing, and client communication assigned to or shared with them. Can be granted access to all firm cases or restricted to assigned cases only. | Cannot access firm billing settings or manage other users unless also assigned Administrator role. | All plans (Basic, Pro, Advanced) | Same per-user rate as the firm's plan tier | Case-level visibility is controlled per user; an Attorney not assigned to a case will not see it by default. |
| Staff | Access to cases, contacts, documents, calendar, and tasks as assigned. Permissions can be restricted relative to Attorney role (e.g., no invoicing access). | Cannot manage users, access firm billing, or perform actions outside their permission set. | All plans (Basic, Pro, Advanced) | Same per-user rate as the firm's plan tier | Staff role permissions are configurable per user but within predefined permission categories; fully custom roles are not available. |
| MyCase Accounting User | Access to MyCase Accounting module (general ledger, chart of accounts, bank reconciliation, financial reports). | Accounting add-on access is separate from standard case management permissions; a user must be an active firm user first. | Requires MyCase Accounting add-on ($39/mo per accounting user) | $39/mo per accounting user (add-on, billed separately) | Accounting user seats are billed as an add-on on top of the base per-user plan cost. |
Permission model
- Model type: role-based
- Description: MyCase uses a role-based permission model with three primary firm-user roles (Administrator, Attorney, Staff). Within the Staff and Attorney roles, administrators can toggle specific permission categories (e.g., access to invoices, trust accounting, reports) on or off per individual user. There are no fully custom-named roles.
- Custom roles: No
- Custom roles plan: Not documented
- Granularity: Per-user toggles within predefined permission categories including case access scope (all cases vs. assigned only), invoicing, trust accounting, reports, and document management.
How to add users
- Log in as an Administrator.
- Navigate to Settings → Firm Settings → Users & Permissions.
- Click 'Add New User' (or 'Invite User').
- Enter the new user's first name, last name, and email address.
- Select the user's role (Administrator, Attorney, or Staff).
- Configure individual permission toggles as needed (e.g., case access scope, invoicing, reports).
- Click 'Send Invitation'. The user receives an email invitation to set their password and activate their account.
Required fields: First name, Last name, Email address, Role (Administrator, Attorney, or Staff)
Watch out for:
- The invited user must accept the email invitation before their account is active; the seat is counted and billed once the invitation is sent, not upon acceptance (verify with MyCase billing at time of purchase).
- Email address must be unique; an address already associated with another MyCase firm account may cause conflicts.
- Permission toggles default to a standard set for the chosen role; administrators should review and adjust before the user logs in.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | No | Not documented |
| Domain whitelisting | No | Automatic domain-based user add |
| IdP provisioning | Yes | Available via OneLogin and Microsoft Entra ID (Azure AD) integrations; specific plan tier requirement not publicly documented - confirm with MyCase sales. |
How to remove or deactivate users
- Can delete users: No
- Delete/deactivate behavior: MyCase does not permanently delete firm user accounts. Administrators can deactivate a user, which revokes login access and removes the seat from active billing. The user's historical data (cases, time entries, documents, notes) is retained and remains accessible to active users.
- Log in as an Administrator.
- Navigate to Settings → Firm Settings → Users & Permissions.
- Locate the user in the active users list.
- Click the user's name or the edit/action option next to their account.
- Select 'Deactivate User' and confirm the action.
| Data impact | Behavior |
|---|---|
| Owned records | All cases, contacts, documents, time entries, and notes created by or assigned to the deactivated user are retained in the firm's account and remain accessible to active administrators and other users. |
| Shared content | Shared documents, calendar events, and tasks associated with the deactivated user remain visible to other firm users who had access. |
| Integrations | Any calendar sync (e.g., Google Calendar, Outlook) or email integration configured for the deactivated user will stop syncing upon deactivation. |
| License freed | The seat is freed upon deactivation and the per-user charge is removed from the next billing cycle. |
Watch out for:
- You cannot deactivate the last remaining Administrator on the account; promote another user to Administrator first.
- Deactivated users cannot be reactivated without adding a seat back, which may affect billing.
- Client portal users (clients invited to the client portal) are separate from firm users and are not billed as seats; deactivating a firm user does not automatically revoke client portal access for that user's clients.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Firm User (Basic plan) | Full access to Basic-tier features: case management, contacts, calendar, documents, time tracking, invoicing, client portal. | $39/user/mo (annual billing) or $49/user/mo (monthly billing) |
| Firm User (Pro plan) | All Basic features plus Pro-tier features: advanced reporting, e-signature, online payments, intake forms, and additional integrations. | $89/user/mo (annual billing) or $99/user/mo (monthly billing) |
| Firm User (Advanced plan) | All Pro features plus Advanced-tier features: advanced analytics, priority support, and additional customization options. | $109/user/mo (annual billing) or $119/user/mo (monthly billing) |
| MyCase Accounting Add-on User | Access to MyCase Accounting module (general ledger, bank reconciliation, financial reporting). Must also hold a standard firm user seat. | $39/mo per accounting user (add-on) |
- Where to check usage: Settings → Firm Settings → Users & Permissions (shows active user count and roles)
- How to identify unused seats: Review the active users list in Settings → Firm Settings → Users & Permissions. MyCase does not natively display last-login timestamps in the admin UI; administrators must manually track user activity or contact MyCase support for usage data.
- Billing notes: All firm users on an account are billed at the same plan tier; MyCase does not support mixed-tier user seats within a single firm account. Client portal users (clients) are not billed as seats. The MyCase Accounting add-on is billed separately per accounting-enabled user.
The cost of manual management
User provisioning and deprovisioning in MyCase is entirely manual, handled through Settings → Firm Settings → Users & Permissions.
There is no last-login timestamp visible in the admin UI, so identifying inactive seats requires either manual tracking or a support request to MyCase - a real friction point for firms trying to audit access across every app.
Deactivating a user preserves all historical data (cases, time entries, documents) but does not automatically revoke client portal access for that user's associated clients, which must be handled separately.
Firms on annual plans should note that reducing seat count mid-term typically does not produce immediate billing credits; adjustments generally take effect at renewal. The MyCase Accounting add-on is billed separately at $39/mo per accounting-enabled user, on top of the standard per-user plan cost.
What IT admins are saying
Practitioners and firm administrators consistently flag the absence of last-login data in the admin panel as the top operational pain point - there is no native way to surface inactive users without escalating to support.
Permission granularity draws mixed feedback: the per-user toggle system is functional, but the lack of custom-named roles is a limitation for larger firms with nuanced access requirements.
Billing edge cases around deactivation and reactivation cause recurring confusion, particularly for firms that seasonally adjust headcount. A secondary complaint worth noting: new-user invitation emails occasionally land in spam, which can delay onboarding if not proactively flagged to incoming staff.
Common complaints:
- Users report that MyCase does not display last-login dates in the admin panel, making it difficult to identify inactive users without contacting support.
- Some administrators note that permission granularity is limited compared to competitors - there are no fully custom role names, only toggles within preset role categories.
- Firms report that deactivating a user and reactivating them later can cause confusion around billing cycles and seat counts.
- Users on annual plans note that reducing seat count mid-term may not result in immediate billing credits; changes typically take effect at renewal.
- Some users report that the invitation email for new users occasionally lands in spam, delaying onboarding.
The decision
MyCase suits small-to-midsize law firms that can absorb manual provisioning workflows and do not require programmatic user lifecycle management. The role-based model with per-user toggles covers most access control needs for Attorney and Staff roles, and the Administrator safeguard (at least one must remain active) prevents accidental lockout.
Firms that need to audit access across every app in their environment, enforce automated deprovisioning on departure, or integrate user lifecycle events into a broader identity workflow will find MyCase's current tooling insufficient without a third-party layer on top.
Bottom line
MyCase delivers a workable, role-based user management experience for legal teams willing to operate manually.
The core provisioning flow is straightforward, but the absence of last-login visibility, no-delete-only-deactivate architecture, and lack of any automated provisioning path mean that access hygiene across every app connected to your firm depends entirely on administrator discipline.
Firms with compliance requirements or frequent staff turnover should plan for the operational overhead that entails.
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