There are two separate sets of roles in Litem, and they do different jobs.
Agency portal roles are set at the account level. Every user at your agency has one, and it controls what they see and do when they log in.
Event participant roles are set on each event. You choose them when you add participants, and they control what each person can do during the proceeding and afterward.
A person can have both. The two sets are chosen in different places, and one does not override the other.
This article covers what each role can access. For step by step instructions, see the related articles at the end.
About the Provider role: Provider means the same thing in both places. It is one role, not two. When you add someone as a Provider on an event, Litem creates their agency portal user with the Provider role if they do not already have one, so a reporter who has never been set up in the portal still gets an account.
Agency portal roles
Every user at your agency has one of three roles. Member is the default.
Role | What it allows |
Member | The default role. Can do everything at your agency except manage users. |
Provider | For court reporters and videographers. Works only on the cases, events, and depositions they are added to. |
Admin | Everything a Member can do, plus Settings for managing agency users. |
The only difference between a Member and an Admin is Settings. Admins see a Settings button that opens agency user management, where they can invite users, change roles, and remove users. An Admin cannot change their own role. There are no other account-wide settings in the agency portal, and billing is not handled here.
Most agencies keep at least one Admin so they can add their own staff without contacting support.
How cases, events, and depositions fit together
The portal organizes work as Case > Event > Deposition. One event can hold several depositions.
If a case has multiple depositions on the same day with the same court reporter and the same attorney participants but different deponents, they can all be created under a single event. Every deposition in that event shares the same participant list. When more than one deposition is attached, your agency's Zoom app shows that and lets the provider switch between them.
What a provider can do in your agency's Zoom app
Inside the proceeding, a provider can:
Start and stop the session
Turn recording on and off
Upload and present exhibits during the proceeding
Digitally stamp exhibits and exhibit certificates
Change a participant's role, limited to Taking Representative, Opposing Representative, or Guest
A provider cannot promote anyone to Provider from inside the session. Members and Admins get these same abilities whenever they join a deposition.
Joining a proceeding you were not added to
A provider who has the link to a proceeding can join and run it, even if they were not added to it as a participant. Depositions change at short notice, and this gives your agency a way to hand a proceeding to a different provider when the assigned one cannot make it.
That proceeding does not appear in the covering provider's portal, so the link has to come from someone at your agency.
Event participant roles
When you set up an event, you add participants and pick a role for each one. Those roles apply to every deposition in the event. Three roles are selectable. Guest is not.
Role | Who it is | What they can do |
Provider | The court reporter or videographer covering the proceeding | Full session controls. See the Zoom app list above. Can also be designated as the Zoom host. |
Taking Representative | The taking attorney, from the firm your agency is contracted with | Sees the speech-to-text feed when it is enabled for the event. Uploads and presents exhibits. Receives Post-Proceeding Assets by default. |
Opposing Representative | Opposing counsel | Sees the speech-to-text feed when it is enabled for the event. Can upload and present exhibits, although in practice opposing counsel rarely has any. Receives nothing by default. |
Guest | The deponent | Sees when an exhibit is being presented, and nothing else. No speech-to-text feed and no portal access. |
The speech-to-text feed is not automatic. It is turned on per event with the Enable speech-to-text transcription option, and representatives only see a feed when it is enabled.
Note: Participants added as a Provider cannot be modified afterward, so double check the role before saving.
Where participant accounts are created
Adding a participant can create an account, so it is worth knowing where each one lands.
Provider creates a user in the agency portal with the Provider role, if they do not already have one. It is the same role in both places, so there is no second setup step.
Taking Representative and Opposing Representative create a user in the attorney portal, if they do not already have one. If their organization already exists with a matching email domain, they are added to that organization automatically based on their email address.
The deponent
Guest is not a role you assign. The deponent is added separately from the rest of your participants, and Guest is inferred from being the deponent.
A deponent joins by clicking Login as guest and entering a name. There is no password and no email verification, and they have no portal access of any kind. During the proceeding they cannot see the speech-to-text feed. Until an exhibit is presented, they see a "waiting for an exhibit to be shared" message.
Only a provider can change participant roles once the proceeding is underway.
Entitlements for representatives
When you add a Taking or Opposing Representative, you also choose what they get access to. The options are the same for both roles, but the defaults are different.
Features
Post-Proceeding Assets -- after the proceeding ends, the attorney can watch or listen to the recording in their own portal and download the rough transcript as a PDF, with or without any notes they added during the deposition.
AI Upgrade
Choose one. This controls which tools the attorney has in the firm portal.
None -- no additional tools.
AI w/o Live Upgrade -- the attorney can use the Prep, Live, and Review workspaces and the Litem Agent chat, but without live analysis during the proceeding.
AI w/ Live Upgrade -- the same workspaces and chat, plus live analysis during the proceeding. Live analysis surfaces insights in the moment, including inconsistencies and contradictions in testimony.
Defaults
Participant | Post-Proceeding Assets | AI Upgrade |
Taking Representative | Checked | None |
Opposing Representative | Not checked | None |
Entitlements are not locked in at scheduling. You can edit them after the event has been created.
Quick reference
| Member | Provider | Admin |
See all agency cases, events, and depositions | Yes | Assigned only | Yes |
Create customer organizations and their users | Yes | No | Yes |
Create cases | Yes | No | Yes |
Schedule events and depositions | Yes | No | Yes |
Edit, reschedule, or cancel a deposition | Yes | No | Yes |
Manage exhibits from the portal | Yes | Assigned only | Yes |
Download recordings and rough transcripts | Yes | Assigned only | Yes |
Comprehensive Summaries and Medical Record Summaries | Yes | No | Yes |
Join a deposition as a provider | Yes | Assigned or with direct link | Yes |
Settings: invite, change roles, remove users | No | No | Yes |
Choosing the right role
A court reporter or videographer who covers proceedings. Provider. They see only their own work and have everything they need inside your agency's Zoom app.
A scheduler who books depositions and manages firm contacts. Member. Full visibility and full scheduling, without the ability to change your user list.
Someone who both schedules and reports. Member. Members can join any deposition as a provider without being added to it first, so there is no need for a second account.
An office manager or owner who also adds and removes staff. Admin.