User management

Within Legalsense, if you have specific access rights, it is possible to manage users yourself. 

Managing users

Managing users includes adding users, editing users, and marking users as no longer employed. You can manage users under the tab 'Users'. 

Above you can see the users who are active, inactive, or archived within this environment.

Adding a user

To add a new user click on 'New user'. The screen to enter the data of the new user will then open:

Fields marked with * are mandatory. The fields 'Title', 'Initials', 'First name', 'Last name prefix', 'Last name', and 'Abbreviation' speak for themselves.

The other options are explained below:

Is fee earner

If you activate new users as fee-earners, Legalsense will charge you for those new users/fee earners. 
 

Dashboard note

In the 'Dashboard note' box, you can type a note that will be displayed on the user's personal dashboard. 

Begin date and end date

The relevant dates can be entered here.

Begin date

The begin date of the new user can be set. So you can already create a user who's employment will start at a later date.

End date

The end date of the user can be entered here. Until the set date, the user can still log in to Legalsense, after that the user no longer has access to Legalsense. However, the unbilled time of this user remains available for billing.

Employee number / Username / E-mail

Employee number

The employee number is also included in the user export and can be used, for example, as a basis for creating a matter number or distribution of turnover to Twinfield.

Username

The username is a mandatory field and must be unique. This is the name the user enters as a user name when logging in to Legalsense.

E-mail

The mail address is used to send a welcome e-mail or to send a password reset link. It is therefore a required field.

Permissions

The groups are important because they determine which rights a user has within Legalsense. A user must at least be linked to one group and this is the Timekeeper group.

Practice group / function / send welcome email

Practice group

If practice groups/sections are used in your organization, you can specify the relevant practice group here.

Function

The function is mandatory. The functions are defined under 'Settings' - 'Lists' - 'Functions'.  

Send welcome mail

If this is ticked, an e-mail will automatically be sent to the user with a request to create a password. The mail address must already exist. If it does not already exist and Legalsense sends a welcome e-mail, it will be rejected and the e-mail address will be set to inactive. You will then no longer be able to send or create a welcome e-mail or a new password.
If you click on 'Save' the employee will be saved in the database.

A short explanation about adding a user can be found in this video: Adding a user

Editing a user

Editing user data

To edit a user's details, go to 'Users' and click on 'Edit' next to the user name.

You will then return to the same screen as when creating a new user where it is possible to modify the desired data. 

Adjusting rates and functions

The adjustment of the personal rates and the function is done by the user himself. In the user list (Via 'Users'), click on the user whose rates or function you wish to modify:

Rates

To adjust the rates, click on Edit:

You can adjust, add or remove existing rates here.

Function

 Here you can modify the user's function by clicking on 'Edit':

The screen above allows you to assign a new function to a user or modify an existing function.

Insolvency

Under insolvency, everything that is relevant for calculating the Recofa hourly rate is recorded. You can edit this data by clicking on the 'Edit' button:

Legalsense also offers the possibility to add a presence roster and a target to a user. The functionality of the presence roster and targets is not active by default and can be activated free of charge. If you would like to have this activated, please send an e-mail to support@legalsense.nl.

Targets and Presence rosters

Targets and presence rosters can be defined for the users. The targets become visible in the user's personal dashboard and in his or her performance overview. The presence roster is visible in the user's calendar. The user can then easily see whether the hourly norm has been met.

Targets

Adding a target

To set a target, first open the corresponding user and then click on 'targets' and 'New target'.

The screen to add or edit a target will now open:

In this screen you can set the total workable time based the FTE percentage of the user (if necessary) taking into account holidays, illness, etc.

In addition to the total time, you can also indicate how many hours a person should be billable. Based on the value in this field and the hourly rate available to the user, the field 'Amount' is already filled in by Legalsense. This amount represents his or her turnover target. Of course you can adjust this amount to a value that you have determined yourself.

Amount 2 is an internal target and is not visible to the user by default, but can be made visible in the Performance report for the organization.

You can enter targets for multiple periods. This can be done by adjusting the From and To date.

Click on save and the target is saved for this person.

Adding a Presence roster

In Legalsense it is now possible to add a presence roster for an employee.

Clicking 'Presence roster' will open the roster:

In this roster can be indicated for the even and odd weeks on which days and how many hours the employee works. Based on this, it is possible that an employee will receive an email if he or she has not yet fully registered his or her hours.

Inactivate user

Click 'Edit' next to the user in the 'Users' screen and enter an end date for this user. From this date the user will no longer be able to log in and will be marked as inactive.

Reactivate user

It is possible that an already archived user needs to be reactivated. You do not have to create a new user but you can retrieve the existing user from the archive.
This is done by going to 'Users' and then clicking on the 'Filter' button and choosing 'Archive'. You will then see all archived users:

To remove a user from the archive, click on 'Unarchive'. The user is reactivated and you can send a new welcome email.

Passwords

Legalsense prefers to let users set their own password. As soon as they have been created as a 'user', you can click on 'forgot password' on the login page. An e-mail address needs to be entered, so that an e-mail can be sent about setting the password. In this way, only the user knows his or her password.

However, you can also assign a password to a user yourself by opening the user in question and then clicking on Edit:

You will then see a "Change Password" button and can click on it:

You can then enter a password that meets the characteristics of a strong password. Once you have clicked on save, the password has been changed and can be given to the employee.

Sending welcome mail to multiple users

Sending the welcome mail can also be done in bulk from the main menu "Users". This can be useful when, for example, a new installation of Legalsense has been made, when a user has been made in advance user or when multiple new users are added at the same time. By this way you can send the welcome mail to multiple or all users at the same time.
To do this, select the desired or all users using the name selection boxes from the main "Users" menu. And click on the button at the top .

Confirming this action will send the welcome mail to affected users.

Legalsense will now offer the welcome email to all active email addresses from the selection.