Welcome to Spellbook's user management guide. This article walks you through everything you need to know about adding, managing, and removing users on your account, and who can do what.
Quick tip: Most user management actions are handled by your account Admin. If you're not sure who your Admin is, check the Users tab in the Word Add-In or reach out to us at support@spellbook.legal.
What can you manage, and where?
Adding users to the Word Add-In
Admins can invite new users directly from the Users tab in the Word Add-In. When an Admin sends an invite, the new user will receive an email with a one-time activation link — no license key required, and no extra steps needed.
If your organization manages apps centrally through a system like Okta, Azure AD, or Microsoft 365, users may not be able to install Spellbook themselves. In this case, your IT team will need to deploy the Spellbook Add-In through your company's app management system.
If you're not sure whether this applies to you, reach out to your IT team or contact us and we can help coordinate the setup.
Getting access to Associate
Access to Spellbook Associate is managed at the account level by the Spellbook team. Once your account has been set up with Associate access, users can sign up by following these steps:
Go to login.spellbook.legal
Create a user profile and password
Confirm your email address
Enter your License Key — your Admin or Customer Success Manager can provide this
Using the same login as your Word Add-In
If you sign up for Associate using the same email address as your Word Add-In account, your credentials will work across both products automatically, no need to manage two separate accounts.
If you used a different email, you will have two separate accounts. Reach out to us if you'd like help consolidating them.
Viewing and managing your team
Viewing all users
Admins can see a full list of everyone registered on the account, along with their roles, from the Users tab in the Word Add-In.
Admins can organize users into teams from the Users tab. Note that a user must have completed registration before they can be assigned to a team, you cannot pre-assign a team before they sign up.
Changing user roles
All new users are assigned the Editor role by default when they register. Admins can update any user's role at any time from the Users tab.
About the Admin role: The Admin role cannot be self-assigned. Your first Admin is set up as part of your Spellbook onboarding. Once that Admin is in place, they can assign Admin permissions to additional users directly in the app.
If you need to change who your Admin is, contact your Customer Success Manager or reach out at support@spellbook.legal.
Admins can remove a user's access at any time from the Users tab in the Word Add-In by blocking them. This takes effect immediately and frees up their seat.
Users can be re-activated (unblocked) at any time from the same location.
This is the best approach when a team member leaves and you want to reassign their seat to someone new.
Have questions? Reach out to our Support team at success@spellbook.legal