Getting Started
User Roles and Permissions
Vilulia uses a role-based access model to control what each user can see and do within your organization. There are five customer-facing roles: tenant admin, mediator, arbitrator, case manager, and viewer. Each role has a specific set of permissions for creating cases, accessing AI tools, and managing the account.
What you'll learn
- What each role can and cannot do
- Which roles have access to AI tools
- How to assign the right role when inviting a team member
- How parties (clients) access their case information
Roles reference
| Role | Create cases | Manage billing | Invite users | AI tools access |
|---|---|---|---|---|
tenant_admin | Yes | Yes | Yes (all roles) | All AI tools (mediation + arbitration, subject to tier) |
mediator | Yes | No | No | Mediation AI only (on assigned cases) |
arbitrator | Yes | No | No | Arbitration AI only (on assigned cases) |
case_manager | Yes | No | No | Mediation AI: draft-agreement only (not priority-analysis) |
viewer | No | No | No | None |
Role notes
Tenant admin is the full organization administrator. Only admins can invite new team members, manage billing, and access all cases regardless of assignment.
Mediator manages mediation cases. Mediators have access to all nine mediation AI tools on cases they are assigned to. They cannot access arbitration AI tools.
Arbitrator manages arbitration cases. Arbitrators have access to all 21 arbitration AI tools on cases they are assigned to. They cannot access mediation AI tools.
Case manager supports mediators. Case managers can create cases and generate draft settlement agreements, but cannot run priority analysis or access arbitration AI tools.
Viewer has read-only access to cases and case data. Viewers cannot create or modify anything.
Client and party access
Dispute parties (complainants and respondents) access their case information through a separate client portal at portal.vilulia.com. Parties do not create a Vilulia account or set a password. Access is granted via a magic link that encodes a 7-day JWT stored in sessionStorage. Each magic link is scoped to a single case — a party cannot navigate to other cases or the main Vilulia application. See Client Portal and Magic Links for details.
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