The two roles at a glance
| Role | Intended for | Sees and edits | Manages the firm |
|---|---|---|---|
| Team member | Everyone who works on matters: lawyers, trainees, secretarial and accounts staff | All of the firm's contacts, matters, tasks, time entries, documents and invoices, except restricted matters they are not entitled to | No |
| Administrator | The partner or office manager who runs the firm | Everything, and always every matter, restricted ones included | Yes: team, firm details, subscription and payment method |
There are only two roles. The only difference is managing the firm. Who sees which matter is set per matter with matter access.
What can a team member do?
- Create and edit contacts and matters, add parties (with an automatic conflict-of-interest check).
- Record time entries, use timers, create tasks and send them for review.
- Upload, search (including in scanned documents) and open documents.
- Record costs on a matter; draw up, approve and email invoices and record payments (with the Advanced plan or higher).
- View and export reports.
- Restrict a matter: name the entitled users and an exclusive administrator or team member.
- Change their own name and phone number on the Team page.
What can only the administrator do?
- Invite colleagues and revoke invitations.
- Change colleagues' role, name and phone number. There is always at least one administrator.
- Fill in the firm details: address, VAT number, company number, IBAN and BIC (needed to send invoices).
- Choose or change the subscription, add or manage the payment method and renew or stop the student discount.
- Always see every matter, restricted ones included.
Matter access: entitled users and an exclusive administrator or team member
By default the whole firm sees every matter. For a sensitive matter you name entitled users in the matter, and optionally an exclusive administrator or exclusive team member.
- No entitled users and no exclusive administrator or team member: the whole firm sees the matter.
- Entitled users or an exclusive administrator or team member: only those people and all administrators see the matter, and everything attached to it: documents, time entries, tasks and invoices.
- This is enforced on the server, including in search, direct links and reports. Someone who is not entitled cannot find the matter anywhere.
- Anyone who can see the matter can set its access. A team member cannot lock themselves out.
Who becomes administrator?
Whoever creates a new firm automatically becomes its administrator. With every invitation the administrator chooses the role: team member or administrator. A second administrator is useful, for example a second partner or the office manager.