Invite users & manage roles
Learn how to invite users to TaxNotice.ai and manage roles: invite a team member, assign their single role, and change or revoke access as your firm changes.
Last updated 2026-06-19
To invite users and manage roles in TaxNotice.ai, you open your firm's workspace settings, invite each team member by email, and assign the single role that fits their job. Access starts with an invitation, not a login — a new member becomes active only after they accept and sign in through your firm's authentication.
Before you start
Managing access is the Superadmin / Firm Owner's job. Partners, Case Administrators, and Case Preparers don't invite users or change roles. Open the user menu at the bottom of the sidebar — your name and your firm — and choose Organization to open your firm's workspace, where members and pending invitations live.
Each person holds exactly one role
A user is a Case Preparer, Case Administrator, Partner, or Superadmin — never a blend. Changing what someone can do means changing their role. Choose high-authority roles deliberately: only Partners can approve and sign a response, and only the Superadmin manages access. For who-can-do-what, see Roles at a glance.
Steps
Open your firm's workspace settings
Open the user menu in the bottom-left of the sidebar (your name and firm). Under Settings, choose Organization. This opens your firm's workspace, where the Members and Invitations views live. The neighboring Account option is your personal profile, not firm access.
Invite a team member
Open Invitations, choose Invite, enter the person's firm email address, and pick a role. TaxNotice.ai sends an invitation — the person does not have access yet. New members default to Case Preparer; set a higher-authority role only on purpose.
Choose the right role
Match the role to the work: Case Preparer drafts and submits on assigned cases; Case Administrator runs intake, cases, clients, delivery, and reporting; Partner reviews, approves, and signs; Superadmin / Firm Owner manages access. Partner and Superadmin carry sensitive authority, so confirm those before you send the invitation.
Change a member's role
Open Members, find the person, and set a new role. The new permissions apply to their session — they may need to refresh or sign in again, and old authority stops working right away. Past work keeps its author: prior drafts, approvals, and signatures stay attributed to the person who did them.
Disable or revoke access
When someone leaves or changes firms, remove them from Members. Their access ends and active sessions stop. Reassign their open cases, reviews, drafts, and delivery work to another person in the same role first so nothing is left unowned. TaxNotice.ai won't let you remove the firm's last active Superadmin.
What happens next
An invited person accepts the invitation and signs in through your firm's authentication (Microsoft SSO). Only then do they become active, land on the view their role allows, and start appearing as an assignable owner across the firm's notice work. Role and access checks run on the server every time a sensitive action is attempted — hidden or disabled buttons keep the screen relevant to a role, but they are not the security control. To see exactly what each role can do, read Roles at a glance; to follow the approval authority you grant a Partner, see Partner review & approval.
FAQ
Why can't I find user management? Only the Superadmin / Firm Owner sees it. Partners, Case Administrators, and Case Preparers can work cases but cannot invite users or change roles.
How does an invited person get in? They accept the invitation and sign in through your firm's authentication (Microsoft SSO). The invitation alone does not grant access — a valid identity with no active role still can't open the app.
What role should a new hire get? New members default to Case Preparer. Raise it deliberately: reserve Partner for people who approve and sign responses, and Superadmin for whoever manages firm access.
Does removing someone delete their past work? No. Drafts, approvals, signatures, delivery logs, and audit history stay attributed to the person who did them. Removing access changes what they can do next, not the record of what they already did.
Set up your firm the right way from day one
TaxNotice.ai is opening to a small group of founding firms before launch. Request founding firm access to give each person on your team the right view of your notice work.