Before starting the H-1B electronic registration process, a U.S. employer should make sure each person in its USCIS organizational account has the right role and access level.

USCIS organizational accounts let multiple people inside a company, law firm, or legal team collaborate on H-1B registrations, H-1B petitions, and related premium processing requests.

In general, people who need authority to sign, pay, or submit filings should have either the Administrator or Representative role. People who help prepare cases but do not complete final filing actions usually need the Member or Paralegal role.

Official USCIS Links:

(Always check the current valid official USCIS links.)

USCIS Organizational Account Roles

USCIS organizational accounts use four roles:

Company Group: Administrator & Member
Legal Team: Representative & Paralegal

Each role has a different set of permissions. The table below shows who can set up teams, prepare forms, and complete filing actions.

The fastest way to assign roles is to ask one question first: who needs authority to sign, pay for, or submit filings?

This Role Can…	Administrator	Member	Representative	Paralegal
Set up Company Group	Yes	No	Yes	No
Add/remove people in Company Group, modify roles	Yes	No	No	No
Set up Legal Team, add/remove paralegal(s)	No	No	Yes	No
Start, edit & delete forms	Yes	Yes	Yes	Yes
View case status & notices	Yes	Yes	Yes	Yes
Sign, pay for & submit forms	Yes	No	Yes	No
Respond to RFE/NOID & upload unsolicited evidence	Yes	No	Yes	No
Submit Form G-28	No	No	Yes	No

For example, if HR collects information and reviews drafts while outside counsel prepares and files the case, HR will usually need the Member role and outside counsel will usually need the Representative role.

Administrator Role 🛡️

The Administrator is the main company-side user in a USCIS organizational account. This role is best for someone who manages the Company Group, controls access, and has authority to sign, pay for, and submit H-1B filings.

Because this role carries final responsibility, employers usually limit it to a small number of trusted internal users, such as a senior HR lead or immigration manager.

Every Company Group needs at least one Administrator, but having only one can create delays if that person becomes unavailable. For that reason, many employers assign at least two Administrators as a backup.

Member Role 🗂️

A Member belongs to the Company Group but does not control the group itself. Members can help prepare, start, edit, and review forms, which makes this role useful for internal HR, mobility, or operations staff who support the H-1B process.

However, a Member cannot add or remove people, change roles, sign forms, pay filing fees, or submit filings. In practice, this is a drafting and collaboration role rather than a final-approval role.

Legal Representative ⚖️

The Legal Representative is the filing authority on the law firm side of the USCIS organizational account. This role fits the attorney or accredited representative who is responsible for preparing the case, coordinating strategy with the employer, and completing legal filing actions.

Unlike a Paralegal, the Legal Representative can do more than support drafting. This role can sign forms, pay filing fees, submit filings, respond to government notices, upload evidence, and file Form G-28. It also controls the Legal Team by inviting and managing paralegal support.

How the Legal Team Is Structured

A Legal Team is built around one Legal Representative. That representative may add one or more paralegals to help prepare and manage cases, but the team itself is still centered on a single filing authority.

From the company’s perspective, the important point is that collaboration happens between the Company Group and a specific Legal Team, not between the company and an entire law firm account. That means a company can work with more than one attorney at the same firm, or with attorneys at different firms, by connecting separately with each representative’s Legal Team.

This structure keeps responsibilities clear. The company controls its own internal users through the Company Group, while each attorney controls their own support staff through the Legal Team. It also limits visibility, because one Legal Team does not automatically see the work handled by another.

Paralegal Role 📝

A Paralegal supports the Representative within a Legal Team. This role can start, edit, and help prepare forms, and it can view case status and notices.

However, a Paralegal cannot sign forms, pay filing fees, submit filings, file Form G-28, or manage the Company Group. This makes the role appropriate for legal support staff who help prepare cases but do not have filing authority.

Can a Beneficiary Join a Company Group?

There is nothing that technically prevents a beneficiary from being invited to a Company Group. However, USCIS does not provide a separate Beneficiary role inside the organizational account.

Companies should keep in mind that people inside a Company Group may be able to see and edit H-1B registrations and Form I-129 petitions. Because of that access, employers should think carefully before inviting anyone who is not an authorized company employee or legal professional.

Which Role Should HR Have?

In most cases, HR should have either the Member role or the Administrator role, depending on how much authority the person has inside the company.

When Is Member Enough?

If HR is helping collect information, review drafts, and coordinate with outside counsel, the Member role is usually enough. It allows HR staff to support case preparation without giving them permission to sign, pay, or submit forms.

When Should HR Be an Administrator?

If the HR professional is authorized to act on behalf of the company and needs to sign, pay, or submit H-1B filings, then the Administrator role is more appropriate. Many employers reserve this higher-level access for senior HR, immigration managers, or another internal decision-maker.

As a practical rule, HR should be given the lowest level of access that still allows the person to perform their job efficiently.

Common Mistakes When Assigning Roles

One common mistake is giving too many people Administrator access. While it may seem convenient, broad high-level access increases the risk of unnecessary changes, filing errors, and confusion over who is responsible for final actions.
Another mistake is assigning someone a role that is too limited for their actual responsibilities. For example, if an internal HR lead is expected to sign or submit filings, the Member role will not be enough.
Companies also run into problems when they rely on only one Administrator. If that person leaves the company, becomes unavailable, or loses access to the account, the organization may face avoidable delays.
It is also important not to invite people into the Company Group unless they genuinely need access. Anyone inside the group may be able to view sensitive case information, including H-1B registration details and Form I-129 materials.
The safest approach is to review roles periodically and confirm that each person has the minimum level of access needed for their current job.

Practical Takeaway

The key to using a USCIS organizational account correctly is assigning each person the lowest role that still lets them do their job. Administrators and Representatives handle actions that require authority, while Members and Paralegals support drafting and case preparation.

The right role structure saves time, protects sensitive information, and helps prevent avoidable filing problems during H-1B season.

Useful Links

U.S. Citizenship and Immigration Services (USCIS) Website

Social Media

Statistics

Annual Caps for H-1B for Fiscal Years: 85,000 visas

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