Users
How to Manage Users
8 min read
Updated Sep 6, 2026
Add people to your agency, assign roles, review permissions, and remove access from the Users page in eCourtDate as a Super Admin.
The Users page is where you add people to your agency, set what they can reach, and remove access when they leave.
Overview
- What: Create user records, edit their details, assign roles, review permissions, and remove people from your agency
- Why: Keeping the user list current makes sure the right people reach the right screens and that access ends when someone leaves
- Who: Super Admins. Creating a user, changing Super Admin or Roles, and trashing a user are all rejected unless you are a Super Admin in the current agency
- Expected outcomes: Everyone on your team has a user record with the roles they need, and access is revoked as soon as it is no longer required
Prerequisites
- You must be a Super Admin in the agency you are working in, because creating a user, changing Super Admin or Roles, and trashing a user are rejected for everyone else
- Your account needs the create_users permission to add a user, update_users to save changes, and trash_users to remove one
- Your agency needs at least one role before you can assign one. Roles are managed on the Roles tab of the Users page
- To remove a person from every agency, you need access to the eCourtDate Console and Super Admin access in each agency they belong to
How-To Steps
Step 1: Create a User
- Go to Admin > Users from the main navigation bar.
- Enter the Name in the Create User card (required).
- Enter the Email (required).
- Enter the Phone if you want the record to carry a phone number.
- Leave Super Admin checked to grant full access to the agency, or uncheck it to assign a role instead.
- Select a Role from the dropdown. The Role dropdown is hidden while Super Admin is checked.
- Leave Notify User checked so the new account receives a notification to sign in.
- Click Create.
If your agency signs in through a custom identity provider, the Create User card is replaced by a Custom Identity Provider card. You do not create records by hand in that case. Click Open Sign In Page or Copy Link to share the sign in link, and an account is created the first time the person signs in.
Step 2: Find a User
- Enter a value in Name, Email, or Phone in the Search Users card.
- Select a Language or a Role to narrow the list further.
- Check Super Admin to list only Super Admins.
- Click Search.
- Click Reset to clear every filter and start again.
Step 3: Edit a User
- Click Edit in the first column of the users table.
- Update Name, Phone, Extension, Preferred Language, or Photo URL.
- Check or uncheck Super Admin to change full agency access.
- Select one or more entries under Roles. The Roles field is only shown to Super Admins.
- Click Save.
The email address is shown under the name at the top of the page and cannot be edited. Click the copy button beside it to copy the address to your clipboard.
Step 4: Review What a User Can Reach
- Open the user record from the users table.
- Review the permission badges below the Roles field. The count above them shows how many permissions the assigned roles grant.
- Click Assigned Clients in the left column to open the Clients list filtered to that person.
- Click Assigned Events in the left column to open the Events list filtered to that person.
- Click View in Console to open the same record in the eCourtDate Console. This link is only shown to Super Admins.
- Review the Audit Logs card at the bottom of the page for Created By, Updated By, Created, and Updated values.
Step 5: Remove a User From Your Agency
- Open the user record from the users table.
- Click Tools.
- Click Trash.
Step 6: Send a Message to Your Users
- Run a search so the list holds only the people you want to reach.
- Enter a Subject in the message card on the right of the page.
- Enter the body in the Message field.
- Check Simulate Mode to test the send without delivering it.
- Click Send.
Each matching record receives the message at the email address and the phone number on file.
Step 7: Remove a User From Every Agency
- Log in to the eCourtDate Console.
- Click Users in the top navigation bar.
- Click Edit next to the person you want to remove.
- Review the assigned agencies list to see every agency they belong to.
- Click Detach Agency under each agency listed.
Detaching only succeeds for agencies where you are a Super Admin. If your agency signs in through a custom identity provider, remove the person from that directory too, because an account is created again the first time they sign in.
What to Expect
A new record appears at the top of the users table right away and the page confirms with a User added message.
With Notify User checked, the new account receives a notification to sign in. With it unchecked, no sign in notification is sent and the person has to reset their password on the sign in page before they can get in.
If the email address already belongs to an eCourtDate account, that existing account is attached to your agency instead of a second account being created.
Saving the edit page confirms with a User updated message, and the new roles and permissions apply the next time that person loads the app.
Trash removes access to the current agency immediately. The account itself stays active, along with access to any other agency it belongs to.
Best Practices
- Uncheck Super Admin and assign a role instead unless the person genuinely needs full control of the agency.
- Leave Notify User checked so the person can sign in without waiting on you.
- Sort or scan the Last Active column to spot accounts nobody is using any more.
- Open Assigned Clients and Assigned Events before you trash a record, so you know what needs reassigning.
- Check the Audit Logs card after a role change to confirm who made the update and when.
Frequently Asked Questions
Q: Why can I not select a Role when I create a user?
A: The Role dropdown stays hidden while Super Admin is checked. Uncheck Super Admin and the dropdown appears.
Q: Why is the Roles field missing when I edit someone?
A: The Roles field on the edit page is only rendered for Super Admins. Ask a Super Admin in your agency to make the change.
Q: Can I change a user's email address?
A: No. The email is display only on the edit page. Create a record with the correct address, then trash the old one.
Q: What happens if the email already belongs to an eCourtDate account?
A: The existing account is attached to your agency rather than duplicated, so the person keeps the same profile and simply gains access to your agency.
Q: Can I remove my own access?
A: No. Trashing your own record is rejected with a You cannot trash yourself message. Ask another Super Admin in the agency to do it.
Q: Does trashing a user delete their records?
A: No. It removes the link between that account and your agency. Anything they created in your agency stays in place.
Troubleshooting
Issue: The Create User card is not on the Users page.
Symptoms: A Custom Identity Provider card appears in its place.
Solution:
- Share the sign in link shown on the card using Open Sign In Page or Copy Link.
- Ask the person to sign in once so the account is created.
- Open the new record and set the Roles they need, because signing in does not always assign a role.
Issue: Creating or trashing a user is not authorized.
Symptoms: The action is rejected and nothing changes in the users table.
Solution:
- Confirm you are a Super Admin in the agency you are currently in.
- Confirm your role includes create_users or trash_users.
- Ask another Super Admin in the agency to run the action.
Issue: A new account never receives a sign in notification.
Symptoms: The person reports no email after you created the record.
Solution:
- Search the users table by Email to confirm the address you entered is correct.
- Ask them to check their spam or junk folder.
- Confirm Notify User was checked when the record was created.
- Ask them to reset their password on the sign in page, which works whether or not the notification arrived.
Issue: Detach Agency does not remove an agency in the Console.
Symptoms: The page reloads and the agency is still in the assigned agencies list.
Solution:
- Confirm you are a Super Admin in that specific agency, since detaching is blocked otherwise.
- Reload the user record in the eCourtDate Console and try again.
- Contact eCourtDate support if the agency is still listed.
Related Articles
The **Users** page is where you add people to your agency, set what they can reach, and remove access when they leave.
### Overview
- **What:** Create user records, edit their details, assign roles, review permissions, and remove people from your agency
- **Why:** Keeping the user list current makes sure the right people reach the right screens and that access ends when someone leaves
- **Who:** Super Admins. Creating a user, changing **Super Admin** or **Roles**, and trashing a user are all rejected unless you are a Super Admin in the current agency
- **Expected outcomes:** Everyone on your team has a user record with the roles they need, and access is revoked as soon as it is no longer required
### Prerequisites
- You must be a Super Admin in the agency you are working in, because creating a user, changing **Super Admin** or **Roles**, and trashing a user are rejected for everyone else
- Your account needs the **create_users** permission to add a user, **update_users** to save changes, and **trash_users** to remove one
- Your agency needs at least one role before you can assign one. Roles are managed on the **Roles** tab of the **Users** page
- To remove a person from every agency, you need access to the [eCourtDate Console](https://console.ecourtdate.com) and Super Admin access in each agency they belong to
### How-To Steps
#### Step 1: Create a User
1. Go to **Admin** > **Users** from the main navigation bar.
2. Enter the **Name** in the **Create User** card (required).
3. Enter the **Email** (required).
4. Enter the **Phone** if you want the record to carry a phone number.
5. Leave **Super Admin** checked to grant full access to the agency, or uncheck it to assign a role instead.
6. Select a **Role** from the dropdown. The **Role** dropdown is hidden while **Super Admin** is checked.
7. Leave **Notify User** checked so the new account receives a notification to sign in.
8. Click **Create**.
If your agency signs in through a custom identity provider, the **Create User** card is replaced by a **Custom Identity Provider** card. You do not create records by hand in that case. Click **Open Sign In Page** or **Copy Link** to share the sign in link, and an account is created the first time the person signs in.
#### Step 2: Find a User
1. Enter a value in **Name**, **Email**, or **Phone** in the **Search Users** card.
2. Select a **Language** or a **Role** to narrow the list further.
3. Check **Super Admin** to list only Super Admins.
4. Click **Search**.
5. Click **Reset** to clear every filter and start again.
#### Step 3: Edit a User
1. Click **Edit** in the first column of the users table.
2. Update **Name**, **Phone**, **Extension**, **Preferred Language**, or **Photo URL**.
3. Check or uncheck **Super Admin** to change full agency access.
4. Select one or more entries under **Roles**. The **Roles** field is only shown to Super Admins.
5. Click **Save**.
The email address is shown under the name at the top of the page and cannot be edited. Click the copy button beside it to copy the address to your clipboard.
#### Step 4: Review What a User Can Reach
1. Open the user record from the users table.
2. Review the permission badges below the **Roles** field. The count above them shows how many permissions the assigned roles grant.
3. Click **Assigned Clients** in the left column to open the Clients list filtered to that person.
4. Click **Assigned Events** in the left column to open the Events list filtered to that person.
5. Click **View in Console** to open the same record in the eCourtDate Console. This link is only shown to Super Admins.
6. Review the **Audit Logs** card at the bottom of the page for **Created By**, **Updated By**, **Created**, and **Updated** values.
#### Step 5: Remove a User From Your Agency
1. Open the user record from the users table.
2. Click **Tools**.
3. Click **Trash**.
#### Step 6: Send a Message to Your Users
1. Run a search so the list holds only the people you want to reach.
2. Enter a **Subject** in the message card on the right of the page.
3. Enter the body in the **Message** field.
4. Check **Simulate Mode** to test the send without delivering it.
5. Click **Send**.
Each matching record receives the message at the email address and the phone number on file.
#### Step 7: Remove a User From Every Agency
1. Log in to the [eCourtDate Console](https://console.ecourtdate.com).
2. Click **Users** in the top navigation bar.
3. Click **Edit** next to the person you want to remove.
4. Review the assigned agencies list to see every agency they belong to.
5. Click **Detach Agency** under each agency listed.
Detaching only succeeds for agencies where you are a Super Admin. If your agency signs in through a custom identity provider, remove the person from that directory too, because an account is created again the first time they sign in.
### What to Expect
A new record appears at the top of the users table right away and the page confirms with a **User added** message.
With **Notify User** checked, the new account receives a notification to sign in. With it unchecked, no sign in notification is sent and the person has to reset their password on the sign in page before they can get in.
If the email address already belongs to an eCourtDate account, that existing account is attached to your agency instead of a second account being created.
Saving the edit page confirms with a **User updated** message, and the new roles and permissions apply the next time that person loads the app.
**Trash** removes access to the current agency immediately. The account itself stays active, along with access to any other agency it belongs to.
### Best Practices
- Uncheck **Super Admin** and assign a role instead unless the person genuinely needs full control of the agency.
- Leave **Notify User** checked so the person can sign in without waiting on you.
- Sort or scan the **Last Active** column to spot accounts nobody is using any more.
- Open **Assigned Clients** and **Assigned Events** before you trash a record, so you know what needs reassigning.
- Check the **Audit Logs** card after a role change to confirm who made the update and when.
### Frequently Asked Questions
**Q: Why can I not select a Role when I create a user?**
A: The **Role** dropdown stays hidden while **Super Admin** is checked. Uncheck **Super Admin** and the dropdown appears.
**Q: Why is the Roles field missing when I edit someone?**
A: The **Roles** field on the edit page is only rendered for Super Admins. Ask a Super Admin in your agency to make the change.
**Q: Can I change a user's email address?**
A: No. The email is display only on the edit page. Create a record with the correct address, then trash the old one.
**Q: What happens if the email already belongs to an eCourtDate account?**
A: The existing account is attached to your agency rather than duplicated, so the person keeps the same profile and simply gains access to your agency.
**Q: Can I remove my own access?**
A: No. Trashing your own record is rejected with a **You cannot trash yourself** message. Ask another Super Admin in the agency to do it.
**Q: Does trashing a user delete their records?**
A: No. It removes the link between that account and your agency. Anything they created in your agency stays in place.
### Troubleshooting
**Issue:** The **Create User** card is not on the Users page.
**Symptoms:** A **Custom Identity Provider** card appears in its place.
**Solution:**
1. Share the sign in link shown on the card using **Open Sign In Page** or **Copy Link**.
2. Ask the person to sign in once so the account is created.
3. Open the new record and set the **Roles** they need, because signing in does not always assign a role.
**Issue:** Creating or trashing a user is not authorized.
**Symptoms:** The action is rejected and nothing changes in the users table.
**Solution:**
1. Confirm you are a Super Admin in the agency you are currently in.
2. Confirm your role includes **create_users** or **trash_users**.
3. Ask another Super Admin in the agency to run the action.
**Issue:** A new account never receives a sign in notification.
**Symptoms:** The person reports no email after you created the record.
**Solution:**
1. Search the users table by **Email** to confirm the address you entered is correct.
2. Ask them to check their spam or junk folder.
3. Confirm **Notify User** was checked when the record was created.
4. Ask them to reset their password on the sign in page, which works whether or not the notification arrived.
**Issue:** **Detach Agency** does not remove an agency in the Console.
**Symptoms:** The page reloads and the agency is still in the assigned agencies list.
**Solution:**
1. Confirm you are a Super Admin in that specific agency, since detaching is blocked otherwise.
2. Reload the user record in the [eCourtDate Console](https://console.ecourtdate.com) and try again.
3. Contact eCourtDate support if the agency is still listed.
### Related Articles
- [Roles and Permissions](/roles-and-permissions)
- [How to Manage Roles Assigned to a User](/how-to-manage-roles-assigned-to-a-user)
- [How to Edit Your User Profile](/how-to-edit-your-user-profile)
- [How to Filter Assigned Clients by Users](/how-to-filter-assigned-clients-by-users)
- [How to Reset Your Password](/how-to-reset-your-password)
- [How to Switch Agencies](/how-to-switch-agencies)
- [How to Check the Audit Logs](/how-to-check-the-audit-logs)