Roles & permissions

How roles work

Open More → Team → Roles and select New role. Give the role a name, pick a colour, and tick the permissions it should carry. Then assign it to people from the Members screen. A change to a role applies to everyone who holds it straight away, with no need to sign out.

A member can hold more than one role. Their access is everything their roles allow, added together. The Workspace Owner always has full access, whatever roles exist.

• Every member needs at least one role. A role that is still assigned to someone cannot be deleted; move those members to another role first.
• You can only put a permission into a role if you hold it yourself, and you can only give someone a role whose permissions you hold. The Owner has no such limit.
• Role names must be unique in the workspace and need at least one English letter or number.

What each action means

Each module card in the role editor shows only the actions that module actually uses. The section for each module below says what each of its boxes does.

• Read: see the module and open its records.
• Create: add new records.
• Update: edit existing records.
• Delete: remove records permanently.
• Manage: a shortcut that includes Read, Create and Update (and Assign, where the module has it) in the same module. It never includes Delete or Approve; tick those separately.
• Assign: add or remove people on a record's team. Used by Cases and Tasks.
• Approve: approve or reject actions waiting for sign-off. Used by Automations and Notifications.

The roles every workspace starts with

QubitPilot creates a set of system roles for every workspace. Only the Workspace Owner can change their permissions, and they can never be deleted. The Roles screen shows the ones that fit your profession: CA Partner, CA Staff and Accountant for CA firms; Senior Lawyer and Associate Lawyer for advocates.

• Owner: everything. Held only by the person who owns the workspace and cannot be given to anyone else.
• Admin: everything except most deletes. Admins can still delete clients, cases and team members.
• Manager: sees every module, and can add and edit clients and cases, run tasks and the calendar, and handle documents.
• CA Partner: sees every module, and manages clients, billing, invoices, documents and tasks.
• CA Staff: works on clients, tasks and documents, and can view billing and invoices.
• Senior Lawyer: manages cases, documents, tasks and the calendar, and uses the assistant and knowledge.
• Associate Lawyer: works on cases, tasks and documents, sees the calendar, and uses the assistant.
• Accountant: billing, invoices and payments, plus clients and documents to read.
• Intern: read-only access to clients, cases, calendar, tasks and documents.
• Viewer: the dashboard only.

Who sees which cases and tasks

Permissions decide what someone can do. Which cases, tasks and hearings they can see is decided separately, by the team they are on.

Members holding the Owner or Admin role see every case, task and hearing in the workspace. Everyone else sees only the cases whose team they are on (or where they have a task), only the tasks assigned to them or whose team they are on, and only the hearings on cases they can see. Ticking more boxes in a custom role does not widen this; adding the person to a case or task team does.

Clients, documents and invoices are not limited this way: anyone with Read on those modules sees all of them in the workspace.

Dashboard

The home screen with your firm's summary. Each card on the dashboard also needs the Read permission of the module it shows, so a role with Dashboard Read but no Calendar Read will not see the hearings card.

• Read: opens the Dashboard, and lets the assistant give a daily brief (together with Calendar Read and Tasks Read).

Clients

Your client register. Anyone with Read sees every client in the workspace, not only the clients of cases they work on.

• Read: see the client list and client profiles, find clients in search, and run GSTIN and PAN checks. Also needed to create a case from a document with Smart Fill.
• Create: add new clients.
• Update: edit client details.
• Delete: permanently delete clients.
• Manage: Read, Create and Update together.

Cases

Matters and everything attached to them. Which cases a member can open depends on the case team (see Who sees which cases and tasks); these permissions decide what they can do.

On the case screens, each button follows these boxes: New case and Smart Fill need Create (and Clients Read), Edit needs Update, Delete needs Delete, and changing a case team needs Assign. Adding a task or hearing from a case needs Tasks Create or Calendar Create.

• Read: find cases in search, see case figures on the dashboard, and use Court Intelligence (advocate workspaces).
• Create: open new cases, including with Smart Fill. A member who is not Owner or Admin is added to the team of any case they open, so they can see it.
• Update: edit case details, add notes and timeline entries, and track or untrack cases in Court Intelligence.
• Delete: delete cases.
• Assign: add or remove people on a case team, which is what lets them see the case.
• Manage: Read, Create, Update and Assign together.

Tasks

To-dos for your team. Members who are not Owner or Admin see only tasks assigned to them or whose team they are on. Whoever creates a task joins its team automatically.

• Read: see tasks and their comments.
• Create: create tasks and choose who they are assigned to.
• Update: edit and complete tasks, reassign them, and add or remove comments.
• Delete: delete tasks. The member must also hold the Owner or Admin role. The built-in Admin role does not include this box, so out of the box only the Owner can delete tasks.
• Assign: add or remove people on a task team. Also needs the Owner or Admin role.
• Manage: Read, Create, Update and Assign together.

Calendar

Hearings and other dated events. Members who are not Owner or Admin see only the hearings on cases they can see.

• Read: see the calendar and hearings, and the hearing cards on the dashboard.
• Create: schedule hearings and events.
• Update: edit hearings and record their outcome.
• Delete: delete hearings.
• Manage: Read, Create and Update together. It is also required, along with Settings › Integrations Manage, to connect Google Calendar and to keep that connection running. Removing it disconnects that member's Google Calendar.

Documents

The files and folders themselves, wherever you open them: the File Manager, a case, or the assistant. Anyone with Read sees every file in the workspace, including files on cases they are not part of.

• Read: browse, open and download files, and let the assistant search and read documents.
• Create: upload files, create folders, and save court orders from Court Intelligence.
• Update: rename and move files and folders.
• Delete: delete files and folders.
• Manage: Read, Create and Update together. Also lets the assistant draft documents, together with Read on Clients, Cases and Calendar.

File Manager

This card only controls whether File Manager appears in the menu. What someone can do with files is decided by the Documents card, so tick File Manager Read and Documents Read together.

• Read: shows File Manager in the menu and the quick Upload document command.

Billing

The money side around your invoices: payments received, Razorpay payment links and time entries. The invoices themselves are the Invoices card.

The Billing screen needs both cards: Billing Read puts it in the menu, and Invoices Read loads the invoice list.

• Read: shows Billing in the menu, and lets the member see payments and time entries.
• Create, Update, Delete: add, edit and remove time entries. Time entries are currently logged through the assistant.
• Manage: record, edit and delete payments against invoices, and create Razorpay payment links.

Invoices

The invoices your firm raises to its clients, with their line items.

• Read: see invoices, the ageing view, invoice figures on the dashboard, and invoices in search.
• Create: raise new invoices.
• Update: edit invoices and their line items, and change invoice status.
• Delete: delete invoices and line items. Manage does not include this, so the built-in CA Partner and Accountant roles cannot delete invoices.
• Manage: Read, Create and Update together.

Subscriptions

Your firm's own QubitPilot plan and payments to QubitPilot, not your clients' invoices. Give it only to whoever looks after your QubitPilot bill.

• Read: see the current plan and its history, and the notice when a QubitPilot payment fails.
• Update: change plan, billing cycle or seats, and cancel or reactivate the plan.
• Manage: opens Billing & plan in Settings, where the member can subscribe and pay, and apply a referral code. It includes Read and Update.

Referrals

The QubitPilot referral programme, where your firm earns rewards for referring other firms.

• Read: open the Referrals page and see your referral code and progress.
• Manage: activate the programme, opt out, and claim rewards.

Assistant

The QubitPilot AI assistant. The assistant can only do what the member's other permissions allow: each thing it does is checked against their role at the moment it does it. A member without Invoices Create cannot get the assistant to raise an invoice.

• Read: use the assistant (chat, voice, saved conversations and Ask from anywhere in the app), and see the Approvals inbox for their own chats. Each member sees only their own assistant runs; the Owner and Admins can see every run in the workspace.

Automations

Automations that run steps for you, on demand or on a schedule. A scheduled automation runs with the permissions of the person who created it, so it can never do more than they could.

• Read: see automations, their run history and saved automation logins.
• Create: create and duplicate automations.
• Update: edit automations, switch them on or off, and add, change or remove saved automation logins.
• Delete: delete automations.
• Manage: run automations now, stop a run, allow unattended runs, and control the automation's browser. Includes Read, Create and Update.
• Approve: approve or reject steps an automation has paused on, in the Approvals inbox. Approving from a notification also needs Notifications Approve.

Canvas

Canvas notes: shared whiteboards and working notes. Members see notes they created or were invited to.

• Read: open canvas notes shared with them and pin notes. It is also needed to be invited to a note; take it away and the member is removed from notes shared with them.
• Create: start new canvas notes.
• Update: rename notes, share them, manage who can collaborate (on notes they own), and use Canvas Pilot.
• Delete: delete notes. Only the note's creator, the Owner, or an Admin can delete a note, even with this box ticked.
• Manage: open every canvas note in the workspace as an editor without an invitation. Includes Read, Create and Update.

Knowledge

Your firm's knowledge sources that the assistant can answer from, such as circulars, judgments and internal notes.

• Read: see knowledge sources and ask questions over them (together with Assistant Read).
• Create: add sources and upload files, including indexing a file from the File Manager (with Documents Read).
• Delete: remove sources. Manage does not include this.
• Manage: Read and Create together.

Notifications

Every member always gets their own notification bell and can change their own notification preferences, whatever this card says.

• Approve: use the approve and reject buttons that some notifications carry. For automation approvals the member also needs Automations Approve.
• Create: lets the assistant set reminders for the member.

Settings

Workspace-wide settings. Manage here does not include the two Settings sub-cards below, which are granted on their own.

• Read: see Settings, the firm profile, the activity ledger, Workspaces, Storage, and the AI policy and AI usage.
• Manage: edit the firm profile, logo and letterhead, change the AI policy, budget and firm memory, use Always allow for workspace on approvals, and finish onboarding. Creating or archiving workspaces and changing storage stay with the Owner.

Settings › Notifications

Workspace-wide notification settings. Every member can always change their own notification preferences, quiet hours, digests and rules in Settings → Notifications without this card.

• Read: view the workspace's WhatsApp digest and nudge settings.
• Manage: change the workspace's WhatsApp digests and nudges, and set court case alerts and reminders.
• Tick both boxes. Manage does not include Read on this card.

Settings › Integrations

Connections to outside services: Google Calendar, WhatsApp and the Court Intelligence integration.

• Read: open the Google Calendar and WhatsApp settings, see connection status and WhatsApp conversations, and refresh a calendar.
• Manage: connect, disconnect and resync Google Calendar (together with Calendar Manage), and change the Court Intelligence integration.
• Tick both boxes. Manage does not include Read on this card.

Team Members

The people in your workspace. Some limits apply to everyone except the Owner: nobody can edit, lock or remove themselves; only the Owner can edit, lock or remove an Admin; and the Owner can never be removed.

• Read: see the Team menu and the member list. To filter members by role, also tick Roles Read.
• Create: invite new members.
• Update: edit member details and roles, and resend, cancel or copy invitations.
• Delete: remove members from the workspace.
• Manage: lock and unlock members. Includes Read, Create and Update.

Roles

The roles themselves. System roles can only be edited by the Owner and can never be deleted.

• Read: open the Roles screen and see each role's permissions.
• Create: create custom roles.
• Update: edit custom roles.
• Delete: delete custom roles that nobody holds.
• Manage: Read, Create and Update together.

User Profile

Every member can always open and edit their own profile from Settings. This card only controls a shortcut.

• Read: shows Profile under Settings in the left menu.

How to

Good to know

• Changes to a role take effect immediately for everyone who holds it.
• "You cannot grant permissions you do not hold" means the role asks for something your own role does not have. Ask the Owner, or someone who holds that permission, to make the change.
• Locked members and members who have not yet accepted their invitation have no access, whatever their role.