👥Understanding User Roles in Client Hub
Client Hub offers four distinct user roles to help manage access and permissions across your firm and client workspaces. Here's a complete overview of what each role can do:
👑 Subscriber
Best for: The owner of the firm's subscription.
Permissions:
- Full control over the subscription (billing, plan, ownership)
- All permissions of an Admin
- Can modify every permission level within the account
- Has ultimate authority over all firm settings, client workspaces, and user management
🛠️ Admin
Best for: Firm administrators who need full access but do not manage the subscription.
Permissions:
- Full access to all client workspaces and firm settings
- Can add, edit, and remove firm users
- Can add, archive, and manage clients
- Can view and manage all jobs and team members in the Jobs Dashboard
- Access to Setup & Settings
- Can delete jobs
Limitations:
- Cannot manage subscription ownership or billing settings
👨💼 Manager (Advanced Staff Role)
Best for: Senior team members who supervise work but don't need admin-level control.
Permissions:
- All the same permissions as a Staff user, plus additional oversight tools
- Can view all team members and job assignments in the Jobs Dashboard (same filter options as Admin)
- Can view all their assigned workspaces, including associated staff and jobs
Additional Configurable Permissions:
Admins can enable or disable the following permissions for Managers in Settings > Client Hub:
General
- Can access Setup & Settings
- Can edit start and end dates for Jobs
- Can access client password vaults
- Can view time entries from others
- Can delete Jobs
File Manager
- Can upload files in File Manager
- Can create folders in File Manager
- Can delete files in File Manager
- Can delete folders in File Manager
Limitations:
- Cannot manage firm users
- Cannot manage subscription or billing settings
👤 Staff
Best for: Team members focused on completing their own work.
Permissions:
- Can access only the client workspaces they've been assigned to
- Can view and manage jobs and tasks assigned to them in the Jobs Dashboard
- Can view all their assigned workspaces and work
Additional Configurable Permissions:
Admins can enable or disable the following permissions for Staff in Settings > Client Hub:
General
- Can access Setup & Settings
- Can edit start and end dates for Jobs
- Can access client password vaults
- Can view time entries from others
- Can delete Jobs
File Manager
- Can upload files in File Manager
- Can create folders in File Manager
- Can delete files in File Manager
- Can delete folders in File Manager
Limitations:
- Cannot manage firm users
- Cannot manage subscription or billing settings
🧾 Client User
Best for: Your clients.
Permissions:
- Can access their own company workspace
- Can view and respond to jobs, tasks, messages, and file requests
Additional Configurable Permissions:
- Allow clients to create folders
Limitations:
- Cannot access firm-level or staff-level tools
- No access to internal team data or settings
🕐 Last Activity
The Manage Firm Users screen in Manage Practice displays a Last Activity column showing the date and time each staff user was last active in Client Hub. This gives admins quick visibility into team engagement without leaving the user management screen.
This structure ensures your team has the right level of access while keeping sensitive data and firm controls secure.