Add your team

A SwiftChecklist account is most effective when the right people can see and act on client submissions without everyone having full access to everything.

This guide covers inviting team members, assigning roles, configuring access, and setting up notification routing so handoffs happen without someone having to manually alert the next person.

Understanding team roles

Owner

• Full access to billing, Stripe connection management, team controls, and every workspace setting
• Can permanently delete bin items and manage role defaults for Members and Viewers
• Assign to: the firm owner or the single person accountable for workspace ownership

Admin

• Full access to workspace settings, integrations, client records, and team management
• Cannot use owner-only account controls such as Stripe disconnect unless promoted to Owner
• Can create, edit, and delete checklist templates and instances
• Can view and manage all client records and submissions
• Receives all notifications by default (configurable)
• Assign to: firm partners, practice managers, and the account owner

Member

• Scoped to assigned clients by default
• Typically can create templates, review assigned submissions, upload files, and work the onboarding queue
• Can gain or lose specific powers such as client creation, checklist deletion, or bin access through role defaults and per-user overrides
• Cannot access billing settings or owner-only account controls
• Assign to: intake coordinators, paralegals, accountants, and consultants who run the onboarding workflow

Viewer

• Read-only access to assigned checklist instances and client records by default
• Can see company checklists in read-only mode
• Can gain scoped review or bin permissions if an owner or admin explicitly enables them
• Cannot create templates, clients, or broad workspace settings unless granted specific exceptions
• Assign to: attorneys or partners who need limited visibility, audit or compliance reviewers, and external contractors who should only see assigned matters

Inviting team members

From the Team page (accessible from the main sidebar), click Invite member:

1. Enter the team member's email address
2. Select their role (Admin, Member, or Viewer)
3. Add an optional personal message
4. Click Send Invitation

The team member receives an invitation email with a link to set their password and access the account. Invitations expire after 7 days — use Resend invitation from the Team page if a member has not accepted. You can resend an invitation up to three times.

Configuring scoped access

Members and Viewers already work inside an assigned-client scope. On Firm and above plans, you can configure exactly what each role can do inside that scope.

1. Open the Team page from the main sidebar
2. Click the Roles & Permissions tab (visible when your plan includes this feature and you have more than one team member)
3. In the Scoped Access Editor, review the defaults for Member and Viewer
4. Toggle the actions available across the role — such as creating checklists, reviewing submissions, viewing the bin, or restoring deleted items
5. In Per-member overrides, adjust only the individuals who need an exception from the role default

Use overrides sparingly. The cleanest setup is a strong default role plus a small number of exceptions.

Plan note: The Roles & Permissions tab and scoped permissions editor require a Firm plan or above. On Pro, all team members have standard access without fine-grained per-user overrides.

Setting default assignees on checklists

To prevent submissions from landing in an unowned queue:

1. Open the checklist in the builder
2. Click More (⋯) and open the checklist settings
3. Under Default assignee, select the team member who should own new instances created from this checklist

New instances will be automatically assigned to the designated team member. The assignee receives a notification when a client submits their checklist.

Default assignees can be overridden when sending to a specific client — useful when a different team member handles a particular engagement.

Notification routing

Configure notifications at two levels:

Personal notification settings (Settings → Notifications): Each team member can control their own notification preferences for New Submission, Client Messages, and Signed Documents.

Organization-level defaults (Settings → Notifications, owner/admin only): Control Automated Reminders, Deadline Warnings, and Status Updates sent to clients. The Enable Team Notifications toggle controls whether admins and members receive email notifications globally — team members assigned directly to a client are always notified regardless of this setting.

Avoiding notification fatigue: Encourage team members to review their personal notification settings. Overnotification causes people to ignore the inbox. Route only to the person who needs to act on a given event.

The team member's daily workflow

For team members managing intake, the typical daily workflow:

1. Open the Checklists → Dashboard and filter by Awaiting Review to see new submissions
2. Review each submission, approve it, or send a change request with specific instructions
3. Assign approved submissions to the working team member if not already assigned
4. Check the In Progress filter for any instances that have been stalled for more than 3 days — consider sending a manual follow-up

For team members who only review:

1. Notifications arrive when a submission is assigned to them for review
2. Open the instance, review the submission, and add comments or approve
3. If approval or change-request actions are missing, check their effective permissions in Settings → Team → Scoped Access Editor

Deactivating a team member

When a team member leaves the firm:

1. Before deactivating: Review their active instances from the Team page. Reassign each active instance to the appropriate team member using the Reassign action on the instance.
2. Deactivate the account: On the Team page, open their profile row, click the ⋯ menu, and select Remove from team. Their access is revoked immediately. Their submitted notes and activity history are preserved and attributed to their name.
3. Update default assignees: If they were set as the default assignee on any checklists, update those checklists to assign a new default.

Do not delete team member records if they have activity history — removal is the correct option for departures.

Continue with

• Workspace setup — configure workspace-level settings
• Build your first checklist — assign team members to checklists
• Review and handoff — the internal workflow after client submission