About users
What a user is
Section titled “What a user is”A user is someone with access to KLERQ. This is distinct from a specialist, which is a profile that appears on pitches and submissions.
The two overlap but are not the same:
- A fee earner usually needs both — a profile to be submitted, and an account to sign in.
- A marketing or BD colleague usually needs only a user account.
- A departed partner usually keeps only a specialist profile, so their work still counts.
Why permission groups matter more than the invitation
Section titled “Why permission groups matter more than the invitation”Inviting someone creates the account and sends a sign-in link. What they can actually do is decided entirely by their permission groups. A user with no groups can sign in and see almost nothing, which is a common cause of “I have access but the page is empty”.
Account status
Section titled “Account status”The Status column tells you where someone is in the access lifecycle. There are four values.
| Status | What it means | What to do |
|---|---|---|
| Not invited | A user record exists, but no account. Usually a colleague who was added as a specialist so their work could be recorded, and who has never needed to sign in | Invite them if they now need access |
| Pending invitation | Invited, but they have not completed sign-in yet | Re-send the invitation if it has been a while |
| Active | Registered and able to sign in | Nothing |
| Access revoked | Their access has been withdrawn. The record and its history remain | Restore access if it was withdrawn in error |
Not invited is the one that surprises people. It is not an error — it is the normal state for a fee earner who appears on submissions but never opens KLERQ.
Account source
Section titled “Account source”The Source column records how the account came to exist. It matters mainly because it tells you whether you can manage the user in KLERQ at all.
| Source | Meaning |
|---|---|
| Invite | Created by someone inviting them from the Users page |
| Manual | Created directly by an administrator |
| SSO | Created through federated sign-in with your identity provider |
| JIT | Created just-in-time on first SSO sign-in, without being invited first |
| SCIM | Provisioned automatically from your identity directory |
| Legacy | Predates the current account system |
Where your firm uses SSO or SCIM, the identity provider is authoritative. KLERQ shows “The users on this application are managed by the company system admin” rather than letting you invite people, because adding them here would be overwritten at the next sync.
What you can do to a user
Section titled “What you can do to a user”The ⋮ menu on each row offers:
- Edit — their name, email and permission groups
- Edit permissions — their permission groups only, which is the quicker route
- Send reset password — for someone locked out of a password-based account
- Revoke access — withdraw access, keeping the record and its history
- Delete — remove the record entirely
Revoking is almost always the right choice for a leaver. Deleting removes the account; it does not remove their specialist profile, and their recorded work stays credited to them either way.
How users connect to the rest of KLERQ
Section titled “How users connect to the rest of KLERQ”| Connected to | How |
|---|---|
| Permission groups | Determine every action the user can take |
| Specialists | A specialist profile can be linked to a user account |
| Responsible users | Practices, industries and records can name a user as owner |
| Activity log | Changes are attributed to the user who made them |