Roles at a glance

Roles in TaxNotice.ai at a glance: what Partners, Case Administrators, Case Preparers, and the Superadmin can each do, and how role access is enforced.

Last updated 2026-06-24

TaxNotice.ai uses four roles to match how a firm actually works a notice: Case Preparer, Case Administrator, Partner, and Superadmin / Firm Owner. Each person holds exactly one role at a time, and that role decides what they see and what they can do. The point is simple — approval stays with partners, user management stays with the firm owner, and everyone else gets a focused view of their own work.

The four roles

Role	What they do	Key authority
Case Preparer	The day-to-day operator: gather evidence, request documents, draft the response package, submit for review, and work tasks.	Drafting and submit-for-review on assigned cases.
Case Administrator	Runs firm operations: intake, case creation and assignment, client records, settings, delivery and proof, closeout, dashboards, and reporting.	Operational control of cases — but not approval or signing.
Partner	Provides oversight and the review gate: the Partner Review Queue, reviewing packages, requesting revisions, and approving and signing the final response.	The only role that can approve and sign a response.
Superadmin / Firm Owner	Manages access: invites users, assigns and changes roles, and disables or revokes accounts.	User management, and can pass other checks when needed.

Case Preparer

Preparers do the hands-on work: working the evidence checklist, requesting missing documents, building the response package in the Drafts tab, and submitting it for partner review. They don't approve or sign responses, manage users, change client or settings records, close cases, or export reports or case Activity Log CSV files by default.

Case Administrator

Case Administrators keep the firm's notice operation running — intake, turning reviewed intakes into assigned cases, maintaining the client master, logging delivery proof, closing cases, and running reporting. They can export the filtered Metrics case-list CSV and the case Activity Log CSV when oversight or compliance work needs a file outside the workspace. Administrative authority over cases does not include drafting authorship or partner signature authority. (Note: the role label is "Case Administrator," not "Admin.")

Partner

Partners are the review and approval authority. They watch the Partner Review Queue, review the exact submitted version of a package, request revisions or approve and sign it, and weigh in on policy-sensitive settings. They can export the filtered Metrics case-list CSV for oversight and a case Activity Log CSV when they need the history behind a review or compliance question. Approval and the typed signature are reserved for partners. By default, partners don't manage users.

Superadmin / Firm Owner

The Superadmin owns the access lifecycle: inviting team members, assigning their single role, changing roles when responsibilities shift, and disabling or revoking access when someone leaves. Superadmin is the highest-authority override role, not an everyday business role — and the firm can't be left without an active Superadmin.

How roles are enforced

One role at a time. A person is a Preparer, Administrator, Partner, or Superadmin — not a blend. Changing what someone can do means changing their role.
Access starts with an invitation. The Superadmin invites a user, who signs in through the firm's authentication (Microsoft SSO). An invitation alone doesn't grant access — the user becomes active only after they accept and sign in.
Sensitive actions are checked on the server. TaxNotice.ai confirms your role before a sensitive action runs. Hidden or disabled buttons are a convenience that keep the screen relevant to your role — they are not the security control.
Exports are role-gated. Partners and Case Administrators can export the filtered Metrics case list and case Activity Logs by default. Case Preparers can work the case history they are allowed to see, but export authority stays with oversight and operations roles.
History keeps its author. Changing or removing a role never rewrites past work: prior drafts, approvals, signatures, delivery logs, and audit entries stay attributed to the person who did them.

See role-based notice work in your firm