Staff/Clerk Guide
Complete guide to daily court operations and case administration
🔖 Quick Reference: Most Common Tasks
📁 Create a New Case
Left menu → Cases → "Create Case" button (top right)
📄 Upload a Document
Open case → Documents tab → "Upload" button
📅 Schedule a Hearing
Open case → Hearings tab → "Schedule Hearing"
🔍 Find a Case
Left menu → Search → Type case number or name
Role Overview
As Court Staff or Clerk, you handle the day-to-day administrative operations of the court. You create cases, upload documents, schedule hearings, and maintain records.
Your Responsibilities
✓ You Can:
- • Create new cases
- • Update case details
- • Upload documents
- • Schedule hearings
- • Record transcripts
- • Search and view cases
✗ You Cannot:
- • Delete cases
- • Make rulings
- • Manage users or roles
- • Change system settings
- • Access other organisations
Daily Tasks
- 1. Review Daily Cause List - Check scheduled hearings for the day
- 2. Prepare Case Files - Ensure all documents are ready for hearings
- 3. Check New Filings - Process any new case submissions
- 4. Update Case Statuses - Mark cases as needed based on outcomes
Creating Cases
- 1.
Go to Cases Page
👉 Look at the left side of your screen. Click the button that says "Cases" 📁
- 2.
Click "Create Case"
👉 Look at the top right corner. You'll see a button. Click it.
- 3.
Fill in Required Information
- • Case Type: Civil, Criminal, Family, etc.
- • Case Title: Brief description
- • Filing Date: Date case was filed
- • Parties: Add plaintiff, defendant, and other parties
- • Legal Representatives: Add lawyers if known
- 4.
Save Case
🆗 Click the "Save" button. The system will automatically create a case number likeHC-CV-2024-001 (you don't need to type this yourself!)
Tip: Case numbers are auto-generated based on your organisation's format. You don't need to manually enter case numbers.
Edit Case Details
Click on case → "Edit" button → Update information
Add Parties
In case details, go to Parties section → "Add Party"
Update Status
Change status to Active, Pending, Closed, etc. as case progresses
Document Management
Upload case-related documents to keep everything organized:
- 1.
Open Case
Navigate to the relevant case
- 2.
Go to Documents Tab
- 3.
Click "Upload Document"
- 4.
Select Document Details
- • Document Type (Affidavit, Motion, Order, etc.)
- • Document Title/Description
- • Filed By (Party name)
- • Filed Date
- 5.
Choose File and Upload
PDF, Word documents, and images are supported
Important: Always double-check you're uploading to the correct case. Documents cannot be moved between cases once uploaded.
View Documents
Click on any document to view or download
Update Metadata
Edit document description or categorization if needed
Cannot Delete
You don't have permission to delete documents. Contact an administrator if needed.
Scheduling Hearings
Schedule hearings for cases:
- 1. Open the case (click on it from your list), then look for tabs near the top. Click the "Hearings" tab
- 2. Click "Schedule Hearing"
- 3. Enter hearing details:
- • Date and time
- • Hearing type
- • Courtroom
- • Presiding judge (if known)
- • Expected duration
- 4. Save hearing
Tip: Hearings automatically appear in the daily cause list for the selected date
Recording Transcripts
Record hearing transcripts manually or upload audio recordings:
Manual Transcription:
- 1. Go to hearing details
- 2. Click "Add Transcript"
- 3. Type or paste transcript text
- 4. Use the editor to format speaker names and timestamps
- 5. Save transcript
Audio Recording:
- 1. Go to hearing details
- 2. Click "Upload Recording"
- 3. Select audio file (MP3, WAV supported)
- 4. Add notes about recording quality or gaps
- 5. Upload
Finding Cases
Quickly find cases using the search function:
Search by:
- • Case number
- • Party names
- • Judge name
- • Date range
- • Case type or status
🔍 Where to find it: Look at the left menu and click "Search", OR look at the very top of your screen for a search box (it looks like a text box with a magnifying glass icon)
Best Practices
Double-Check Case Numbers
Always verify you're working on the correct case before making changes
Organize Documents Properly
Use correct document types and clear descriptions for easy retrieval
Keep Information Current
Update case statuses promptly after hearings or significant events
Verify Party Details
Ensure names and contact information for parties are accurate