Admin Settings

Permission required: admin.read Accessible to: users with the Admin role only.

Admin settings is the control center for your whole CaseBright organization. Changes made here affect every user and all data in your account.

The whole area is reserved for administrators: a user without the Admin role sees an "administrator access required" message, even if their role includes individual admin permissions. Inside the area, each page appears in the menu only if you also hold the permission listed for it. Administrators hold every permission, so they see every page.

Opening Admin settings

1. Click your organization's name at the top of the left sidebar.
2. Under Admin, choose Admin Settings (or go straight to one of the pages listed there).

The admin pages are also listed in the left-hand menu of Org Settings, under Admin.

The menu on the left of Admin settings contains these pages:

Page	What it is for	Permission
AI	Models, quotas and usage	ai.settings.read
Integrations	Connect third-party services	admin.read
Form templates	Manage official PDF form templates	pdf-form.manage
Ticket routing	Configure bug ticket routing defaults	ticket.settings.manage
Activity log	Sign-ins, record changes and case activity in one feed	admin.audit.read
Data transfer	Monitor import/export jobs and manage transfers	admin.read
Global fields	Define fields applied to new cases across the organization	org.custom-fields.read
Metadata	Manage dropdown values and options	admin.read
Security	Security and authentication	admin.read
Notifications	Configure system notifications	admin.read
Appearance	Customize branding and theme	admin.read

Staff accounts, departments, roles, shadow login and staff password resets are managed in Org Settings.

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1. AI

Permission required: ai.settings.read to view, ai.settings.update to change

The AI page decides which AI models people may use and how they run, sets monthly allowances, and shows who used how much. Without the change permission you see the page with the note You can view these settings but not change them.

The page has four tabs: Models, Allowances, Usage and General.

Models

The tab has an Organization card, which applies to everyone, and a Department settings section. A department can narrow the models and change any setting; everything it leaves as is follows the organization. People who belong to several departments get the models of all of them.

Each card has three sections:

Available models — the models people can pick in the assistant.

• Choose Every available model (on a department card: Same as the organization), or Selected models and tick the models you allow.
• Models are grouped by provider. A model marked Not configured on this server cannot be selected.
• At least one model must stay selected.

Models per feature — which model answers in each place:

Setting	What it controls
Chat default	The model preselected in chat. People can still switch model per message.
Assistant window	The model that answers in the assistant window. People cannot choose here.
Case summary	The model that writes case summaries.
Cross-check	The model that runs cross-checks.

Speed and quality — one row per allowed model:

• Effort: how much the model thinks before answering, from Low · fastest to Max · slowest, or Model default. Lower effort answers faster and uses fewer tokens.
• Max answer length (tokens): leave empty for the default.
• Web search: switch web search on or off for that model.

Models that do not support a setting show Not supported.

To give a department its own settings:

1. Under Department settings, pick the department in Add a department….
2. Change what you need on its card.
3. Click Save (or Discard to drop your changes).

To remove a department's own settings, click Use organization settings on its card and confirm. The department's own models, defaults and allowance are removed; its usage history is kept.

Allowances

Monthly allowances limit how many AI tokens can be used each month.

1. In Monthly allowances, enter a limit Per department and/or Per person (leave empty for No limit) and click Save.
2. In the Departments table, click a department's Monthly limit to give it its own limit. Press Enter or click away to save. Leave it empty to use the organization's limit.

How allowances work:

• Usage is counted in tokens from the first of each month. Tokens read from cache do not count.
• People are warned at 80% and stopped at 100% until the month ends or you extend it.
• A person's usage counts toward their own per-person limit and toward the limit of their main department.

The Departments and People tables show this month's usage and a status:

Status	Meaning
Within limit	Below 80%, or no limit.
Near limit	80% or more used.
Limit reached	100% used; AI is blocked.
Extended this month	An administrator lifted the block for the rest of the month.

To unblock a department or person, choose Extend this month (in the department's ⋯ menu or on the person's row). The limit is lifted until the end of the month.

Usage

The Usage tab reports AI use for a period (the current month by default).

• Tiles show total Tokens, tokens Read from cache, Requests and People.
• The Breakdown table groups usage by Person, Department, Model or Feature.
• Click Export CSV to download the breakdown.

General

The General tab switches AI features on or off for the whole organization:

Switch	Effect
Case detail AI summary	Shows AI-generated insights on case detail pages.
AI chat	Enables the chat for asking questions about cases.
Assistant window	Staff can ask the assistant from any page. Requires AI chat.
Select the case on a case page	With a case open, the assistant answers from that case.
Select the client on a client page	With a client open, the assistant answers from that client.

Under Data sent to AI for summaries you can set:

• Summary retention (days): summaries older than this are removed automatically (1 to 3650 days).
• Case detail summary fields: tick the case fields that may be sent to AI for summaries. Fields marked Required are always included. Use Select recommended, Select all or Clear optional to speed things up.

Click Save configuration to save everything on this tab.

For how staff use AI, see AI Assistant and AI Workflows.

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2. Integrations

Permission required: admin.read to open the page; each tab has its own permissions (below)

The Integrations page has five tabs: HubSpot, Stripe, Google Drive, Case status check and Hearing feed. Each tab shows a Connected or Not connected badge where relevant.

HubSpot

Permission required: integration.hubspot.read to view, integration.hubspot.manage to connect and change settings

HubSpot contacts are synced with CaseBright clients in both directions. Name, email and phone are exchanged.

To connect:

1. Click Connect HubSpot.
2. Sign in to HubSpot and approve access.
3. You are returned to the Integrations page. Open the HubSpot tab to check that it shows Connected.

Once connected, the tab shows the connection Status, Contacts synced, Last sync and Sync status, plus these Sync settings (each switch saves as soon as you change it):

Setting	Effect
Sync in (HubSpot → CaseBright)	Contacts created or changed in HubSpot are imported as clients. A contact is matched to its linked client, then by email; otherwise a new client is created.
Sync out (CaseBright → HubSpot)	Client changes made in CaseBright are sent to HubSpot.

When Sync in is on, Sync filters let you limit the import to certain Lifecycle stages. Click the stages to include (leave all unselected to sync every stage) and click Save filters. Contacts outside the chosen stages are skipped.

Other actions:

• Start initial sync imports all existing HubSpot contacts. It may take a few minutes. Sync in must be on.
• Show webhook logs lists the last 100 events received from HubSpot, which you can filter by success, error or filtered.
• Disconnect stops automatic syncing (you are asked to confirm).

Deleting a contact in HubSpot does not delete the client in CaseBright, and a client deleted in CaseBright is not brought back by the sync.

Stripe

Permission required: integration.stripe.read to view, integration.stripe.manage to connect and manage

Connect Stripe to accept client invoice payments in the client portal (see Invoices & Fees and Client Portal).

To connect:

1. Click Connect Stripe.
2. Complete Stripe's account setup pages. You are returned to the Stripe tab.
3. If Onboarding still shows Pending, click Continue onboarding and finish the remaining steps.
4. Click Refresh to update the status.

The tab shows Connection, Account, Onboarding, Charges enabled, Payouts enabled and Default currency. Until onboarding is complete, clients cannot pay invoices.

• Open dashboard opens your Stripe dashboard.
• Disconnect stops online payments until you reconnect. Your Stripe account itself is not deleted.

Google Drive

Permission required: integration.gdrive.read to view, integration.gdrive.manage to connect, disconnect and import files

Connect one Google account for the whole organization so staff can import files from Google Drive into CaseBright (for example as case documents or step attachments). Access is read-only. Google Docs, Sheets and Slides files must be exported to a regular file format first.

To connect:

1. Click Connect Google Drive.
2. Choose the Google account and allow access.
3. Open the Google Drive tab again to check that it shows Connected.

The tab shows the connected Account and when the access Token expires. Activity logs list every connection and import, with filters for success and errors. Click Disconnect to stop Drive imports.

Case status check

Permission required: integration.case-status-check.read

CaseBright automatically checks USCIS for status updates on submitted applications. A submission is checked when its authority is USCIS and a receipt number has been entered on the submission step. Each submission is checked about once a day; once the status shows a final result (for example approved, denied or withdrawn), checking stops.

This tab has no settings. It lists recent checks, which you can filter by Success (the status changed), No change and Errors, and by authority. Each row shows the receipt number, time and case; click View metadata for details.

Hearing feed

Permission required: integration.hearing-feed.read to view, integration.hearing-feed.manage to manage keys and waiting hearings

An outside docket-watching system can send your firm's immigration court hearings to CaseBright. Each hearing is matched to a client by A-number and recorded, or moved, on the client's open case (see Events & Hearings).

Creating a key for the sending system:

1. Click New key.
2. Enter a name that says which system uses it and click Create key.
3. Copy the key and give it, together with the Endpoint shown on the tab, to the people who run the sending system. The key is shown only once. If it is lost, revoke it and create a new one.
4. Click Done.

To stop a key from working, click Revoke on its row and confirm. The sending system is refused until it gets a new key.

Waiting for a case: a hearing that cannot be placed automatically waits here, with the reason: No client with this A-number, Client has no open case or Several open cases.

1. Open the Waiting view.
2. Pick one of the suggested cases, or search for a case.
3. Click Record on case, or Dismiss if the hearing should not be recorded.

Use Recorded and Dismissed to see past decisions. Recent deliveries shows each batch the system sent and how many hearings were New, Rescheduled, Updated, Unchanged, Waiting or Rejected.

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3. Form templates

Permission required: pdf-form.manage

Form templates holds the official government PDF forms that CaseBright fills from case and client data (see Government Forms). Newly published editions are downloaded automatically every day but are not used for filings until an administrator approves them here.

The Editions table shows each Form, its Edition date, its State and the Changes compared with the previous edition.

State	Meaning
In use	The edition used for new forms.
Awaiting approval	A newly downloaded edition waiting for review.
Retired	A previous edition that is no longer used.

Checking for new editions: click Check now.

Approving an edition:

1. Find the row marked Awaiting approval.
2. Review the Changes column (fields added and removed).
3. Click Approve. The edition becomes In use and the previous one becomes Retired.

Approve is not available when the edition shows No field mapping is written for this edition yet. or reports mapped fields that are missing. Such an edition first needs its fields prepared by the CaseBright team; contact support. Templates cannot be uploaded or replaced by hand.

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4. Ticket routing

Permission required: ticket.settings.manage

Ticket routing sets what happens to new bug tickets when the reporter does not choose an assignee (see Tickets).

Under Default bug assignee, choose an Assignment target:

Option	Effect
No default assignee	New tickets stay unassigned.
Route to an account	New tickets go to the account you pick in Default assignee account.
Route to a department	New tickets go to the department you pick in Default assignee department.

Under Ticket behavior:

Option	Effect
Auto-watch reporter	The reporter is added as a watcher on new tickets.
Allow reporter edits after creation	The reporter can edit the ticket details after submitting it.

Click Save ticket settings.

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5. Activity log

Permission required: admin.audit.read

The Activity log shows, in one feed, who signed in, who changed accounts, roles, clients and settings, and what happened inside cases. Use it for audits, compliance checks and investigating problems.

Filters:

Filter	Options
Source	All activity, Sign-ins, Record changes, Case activity
Status	Any status, Succeeded, Failed, Critical, Warning
Search	Email, action, IP address or case
From / To	Date range

Each entry shows the Time, Source, Action, Status, Actor (who did it), Target, Where (IP address) and Details; click View payload to see the full record. Use Clear filters to reset and Refresh to load new entries. The log shows 50 entries per page.

To see the sign-ins of one person, you can also use Login history on the Team page (see Org Settings).

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6. Data transfer

Permission required: admin.read to open the page. Which jobs you see and can act on depends on your import and export permissions (case.import, case.export, lead.import, lead.export, contact.import, contact.export, workflow.import, workflow.export).

Data transfer is where you follow import and export jobs, download files, commit imports and undo imported cases. Imports and exports are started from the Actions menu of the lists: Cases, Leads, Contacts and Workflows. After you start an import, CaseBright opens this page.

Filter the list by Entity (Contacts, Cases, Leads, Workflows, Case notes), Job type (Import, Export) and Status. Each row shows who started the job, when, how long it took and how many rows were processed, created, updated or failed.

Status	Meaning
Pending	Job created and waiting to start.
Validating	The uploaded file is being checked.
Ready to commit	The import has been checked and is waiting for you to click Commit.
Processing	The import or export is running.
Completed	Finished without errors.
Partial success	Some rows were saved and some had errors.
Failed	Nothing was saved, or the job stopped with an error or timed out.
Canceled	Canceled by a user.

Jobs left in Pending, Ready to commit or Processing for too long fail automatically.

Importing: the commit step

1. Start the import from the list page and upload your file.
2. On Data transfer, wait until the job shows Ready to commit.
3. Optionally click the column icon (Review column mapping) to see which columns were recognized and which were ignored. For case custom fields, name the column cf: followed by the field key.
4. Click Commit. Valid rows are saved; rows with errors are skipped.
5. If the job ends as Partial success, click Errors to download the row error report, fix the rows and import them again.

Other actions

Action	When it appears
Export	Downloads the file of a finished export.
Errors	Downloads the row error report of an import.
Cancel	Stops a job that has not finished.
View failure details	Shows the error message of a failed or canceled job, with tips under What to check.

Click a job to open its details page. There you can also:

• download the Uploaded file of an import,
• Resume commit for a failed import that had already saved part of its rows,
• see the Linked entities the job created or updated, and open each record,
• Roll back created cases for a finished case or lead import. This deletes the records the import created (after you confirm); records it updated are not changed back.

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7. Global fields

Permission required: org.custom-fields.read to view, org.custom-fields.manage to change

Global fields are custom fields defined once for the whole organization. The page has two tabs:

Tab	Behaviour
Case fields	Added to every new case that matches the field's scope. Existing cases are not changed.
Client fields	Shown on every client, including existing ones. Not limited by department or workflow.

Adding or changing a field

1. Open Case fields or Client fields and click Add case field or Add client field.
2. Enter a Label. The Key is filled in automatically.
3. Choose a Type: Text, Long text, Number, Date, Yes/no, Select or Multi-select. For the two select types, type each option under Options and press Enter.
4. For a case field, set its scope:
   • Departments: All departments or Selected departments (sub-departments are included).
   • Workflows: All workflows or Selected workflows. A summary line tells you which new cases will get the field.
5. Tick the options you need: Required, Show in case detail, Show in case list (or Show in client list), Filterable, Sortable.
6. Click Save. Review the summary of added, updated and removed fields and click Save changes.

To delete a field, click Remove on its card, then Save and confirm. A removed case field is no longer added to new cases; cases that already have it keep the field and its value. Fields appear in the order of the cards; new fields are added at the end.

Global fields per department or workflow

A department's page has a Global fields tab (see Org Settings), and a workflow's case fields screen has a similar list. Tick a field there to apply it to new cases of that department (and its sub-departments) or workflow. Changes save immediately. Fields that already apply to all departments are marked All departments and cannot be unticked there. Field definitions themselves are only edited on the Admin page.

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8. Metadata

Permission required: admin.read

Metadata values are the organization-specific dropdown options used throughout CaseBright. Choose a type under Metadata type:

Metadata type	Where it is used
Case member roles	Titles people hold on a case team (also managed under Org Settings → Roles → Seat & case roles)
Payment types	Payment types on fee and invoice records
Submission	Options used in workflow submission steps
Mail / service of documents	Options used in service of documents steps
Workflow categories	Categories used to organize workflows

Adding and removing values

Values are grouped under a key.

1. Click Add value.
2. Enter a Key and a Value and click Add value.

To change the values of an existing key, click Edit next to it. In the dialog you can type a new value and click Add, or delete a value with its delete icon (you are asked to confirm). Click Close when done.

Note: Deleting a value that is already used on existing records may change how those records display. Check before deleting.

Workflow categories

Workflow categories form a tree (for example Immigration / Family-Based / I-130).

1. Choose Workflow categories.
2. Click Add category.
3. Enter a Category name and, optionally, a Parent category to nest it. Leave the parent empty for a top-level category. The Full path preview shows the result.
4. Click Create category.

To delete a category, click its delete icon and confirm. All of its subcategories are deleted too.

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9. Security

Permission required: admin.read

The Security page shows authentication and access control options (two-factor authentication, strong password policy, session timeout and IP allowlisting). In the current version these switches are for display only: changes on this page are not saved and have no effect.

How staff sign in (with a password, with Microsoft, or both) is shown under Org Settings → General and is set up for your firm by the CaseBright team. Staff password resets and shadow login are done from Org Settings → Team. See Org Settings.

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10. Notifications

Permission required: admin.org.read to view; changes are made by administrators

The Notifications page sets the Organization defaults: what the app tells your team about, and whether it also reaches their inbox.

Each notification type has two switches, In app and Email. Examples of types:

• Someone tags you in a comment
• A case is assigned to you
• A task is assigned to you
• A to-do is assigned to you
• A client sends a message
• A case status changes
• A task is completed
• A document is delivered

Changes save as soon as you flip a switch. People can narrow notifications for themselves under Profile → Notifications, but switching something off here overrides their choice: nobody in the organization receives it. See Search, Notifications & Profile.

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11. Appearance

Permission required: admin.read

Under Branding you can set your firm's look on documents CaseBright produces:

1. Under Organization logo, choose an image file (PNG or JPG recommended). The logo appears on exported invoice PDFs.
2. Under Primary brand color, pick a color or type its code.
3. Click Save branding.

The Client portal customization and Email templates sections are marked as coming soon and cannot be used yet.