Administrator Guide
Complete guide to managing users, roles, and organisation settings
Role Overview
As an Administrator, you have full control over your organisation. You can manage users, assign roles, configure settings, and handle all operational aspects of your organisation in Totolaw.
Administrator Capabilities
✓ You Can:
- • Invite and manage users
- • Assign and revoke roles
- • Approve join requests
- • Configure organisation settings
- • Manage all cases and hearings
- • Access all documents and evidence
✗ You Cannot:
- • Access other organisations
- • Delete your organisation
- • Grant Super Admin status
- • Modify system-wide settings
- • Access System Admin panel
Organisation Scope
Your administrator privileges are limited to your current organisation. If you're a member of multiple organisations, switch between them using the organisation switcher in the top navigation.
Getting Started
As an Administrator, you have access to additional menu items and features:
Settings Menu
Navigate to Dashboard → Settings to access user management, roles, and organisation configuration.
Users Section
Settings → Users shows all users in your organisation, pending invitations, and join requests awaiting approval.
Roles Section
Settings → Roles allows you to create custom roles and configure permissions specific to your organisation's needs.
User Management
Invite new users to join your organisation with pre-assigned roles:
- 1
Navigate to Users
Go to Settings → Users
- 2
Click "Invite User"
Opens the invitation form
- 3
Enter User Details
- • Email: User's email address (required)
- • Role: Select appropriate role(s) for the user
- • Message: Optional welcome message
- 4
Send Invitation
User receives email with magic link to accept invitation
Email Notification: Invited users receive a magic link email. The invitation expires in 7 days. You can resend or revoke pending invitations from the Users page.
Users can browse organisations and request to join. You review and approve/reject these requests:
Viewing Requests
Go to Settings → Users → Join Requests to see pending requests
Approving a Request
- 1. Review user's profile and request message
- 2. Select appropriate role(s) for the user
- 3. Click "Approve"
- 4. User is notified and gains access immediately
Rejecting a Request
- 1. Click "Reject" on the request
- 2. Optionally provide a reason
- 3. User is notified of the decision
Tip: Review user profiles carefully before approving. Check their email domain and any provided context about why they need access.
You can modify user details, roles, and access status:
Assign/Revoke Roles
Click on a user → "Manage Roles" → Add or remove role assignments
Set Judicial Titles or Designations
Judicial titles (e.g., "Magistrate", "Justice") and court designations (e.g., "Registrar", "Court Clerk") can be set for users. These appear in daily cause lists and formal documents. The full user profile editor interface is under development - contact Super Admin for assistance.
Deactivate User
Temporarily disable access without removing the user. User can be reactivated later.
Remove from Organisation
Permanently remove user from your organisation. Use this when someone leaves permanently.
Role Management
Roles are collections of permissions that determine what users can do in the system.
Common Roles:
Create custom roles tailored to your organisation's specific needs:
- 1
Go to Roles Settings
Navigate to Settings → Roles
- 2
Click "Create Role"
Opens role creation form
- 3
Configure Role
- • Name: Descriptive role name
- • Description: Purpose and responsibilities
- • Permissions: Select specific capabilities
- 4
Save and Assign
New role is immediately available for user assignment
Note: System roles (like Administrator) cannot be edited or deleted. You can only modify custom roles created by your organisation.
Permissions are grouped by resource type:
Case Permissions
- • cases:read
- • cases:create
- • cases:update
- • cases:delete
Hearing Permissions
- • hearings:read
- • hearings:schedule
- • hearings:update
- • hearings:cancel
Document Permissions
- • documents:read
- • documents:upload
- • documents:update
- • documents:delete
User Management
- • users:read
- • users:invite
- • users:manage
- • roles:assign
Organisation Settings
Roles & Permissions
Create custom roles and manage permissions from Settings → Roles & Permissions
Case Number Format
Case numbers are automatically generated based on court level and type. Format is managed by system administrators.
Organisation Profile Settings
Full organisation profile editing (name, contact info, logo) is currently managed by Super Administrators. Additional settings features are under development.
Best Practices
Principle of Least Privilege
Grant users only the permissions they need to perform their job. Start with minimal access and add more as needed.
Regular Access Reviews
Quarterly, review user access and remove permissions for users who have changed roles or left the organisation.
Document Role Changes
Keep records of why roles were assigned or modified, especially for sensitive positions.
Onboard Properly
When inviting new users, provide clear instructions about their role and what they can access in the system.
Monitor Activity
Regularly review audit logs for unusual activity or potential security issues.
Related Resources
Need Help?
If you have questions about managing your organisation or need assistance with user management, we're here to help.