If you have the appropriate access rights, you can manage users yourself: add users, edit users, and mark users as no longer employed.
If you want to know more about managing and editing your own user profile, see the article User Profiles.
Managing users
Go to Users to see all active, inactive, and archived users in your environment. Users can be filtered on their specific function, or the status of their profile (Active, Inactive, Archived). Users are set to Inactive when their begin date has not been reached, or their declared end date has been reached. Archived refers to a distinct status manually set by system administrators when user profiles are no longer being used. Both states block the account from logging in, but can reversed by unarchiving the account or setting a new end date for the user.
The status of a user determines if they are selectable or unselectable. Selectable users appear within drop-downs across Legalsense (matters, dashboards, reports, etc.), while unselectable users remain hidden. Unselectable users still remain selected wherever they already were selected previously, since the restriction only blocks new selections. This lets a firm stop assigning someone to new work without breaking or hiding their existing historical assignments
Adding a user
The following sections describes how to add new users within Legalsense. If you prefer a visual walkthrough of this process, see the video Adding a user to Legalsense.
Click New user to open the form for entering the new user's data.
Fields marked with an asterisk (*) are mandatory. The fields Title, Initials, First name*, Last name*, and Abbreviation are self-explanatory. By default, a user is referred to as their first name + last name throughout the application and on invoices, but this can be adjusted to include the title or use initials instead.
The other fields are explained below.
Last name prefix: An additional component of a full last name. This is common in some languages (Dutch), but obsolete in others (English)
Is fee earner: when you mark a new user as a fee earner, Legalsense also designates them as a fee earner, and a subscription for this fee earner is charged to you starting from the provided begin date.
Dashboard note: type a note here to display on the user's personal dashboard.
Begin date*: set the new user's begin date. You can create a user whose employment starts later. A new user can only login on or after their start date.
End date: enter the user's end date here. Until this date, the user can still log in to Legalsense; after that, they no longer have access. Their unbilled time remains available for billing.
Employee number: the employee number is included in the user export and can be used, for example, to build a matter number or distribute turnover to Twinfield.
Expected hours factor*: the value entered here determines whether a factor applies to this user's expected billable hours. This is useful in cases of extended illness or leave.
See the article Expected hours factor for further insight into where this is applied.
Billing assistant: assign one user as an assistant for the billing process. The billing assistant can then be used within the billing workflow.
Username*: a mandatory, unique field. This is the name the user enters when logging in to Legalsense.
Email*: used to send a welcome email or a password reset link. This is a required field.
Permissions*: the groups determine which rights a user has within Legalsense. A user must belong to at least one group.
For more information about permission groups, see the article Default permission groups in Legalsense.
Practice group: if your organization uses practice groups, specify the relevant practice group here.
For more information about practice groups see the article Practice groups in Legalsense.
Function*: A field describing the occupation of the user. See the article Rates and Functions in Legalsense for a more elaborate description of the different occupations.
The different functions are also defined under Settings → Lists → Functions.
Send welcome mail: if selected, Legalsense automatically emails the user a request to create a password. This email can be send immediately, or it can be scheduled for a later date when a new employee starts in the future. The email address must already exist; if it doesn't, Legalsense rejects the welcome email and sets the email address to inactive, and you can no longer send a welcome email or a password reset to it until you correct the address. Sending a welcome email instructs the user to set up their Legalsense account.
Welcome email and SSO
If you use single sign-on (SSO) and don't want users to create their own Legalsense account, don't send a welcome email. Instead, provide them the web address of your Legalsense installation and ask them to use SSO login on the login page. See Configure Single Sign-on for instructions on enabling SSO logins.
Click Save to create the user or save your changes.
Editing user data
To edit a user's details, go to Users and click the edit icon next to the user's name.
Adjusting rates and functions
Adjust the personal rate and function on the user's profile. See Rates and Functions in Legalsense for further details. In the user list (Users), click the user you want to adjust.
Rates: click the edit icon to adjust, add, or remove existing rates.
Function: click Edit to assign a new function to the user, or modify an existing one.
Insolvency
If your firm handles insolvency matters, Legalsense support can activate this functionality for you. Once enabled, you see an Insolvency section on the user, recording everything relevant for calculating the Recofa hourly rate. Legalsense adjusts the Recofa rate each year, so the correct hourly rate is automatically applied to time entries on the matter. See Insolvency for additional information about Dutch insolvency options.
Click the edit icon to edit this information.
Targets and presence rosters
Legalsense can also add a presence roster and/or a target to a user. Neither is active by default; Legalsense support can activate them free of charge. Once activated, you see an extra tab on the user.
Targets appear in the user's personal dashboard and performance overview. The presence roster appears in the user's calendar, so the user can easily see whether they've met the hourly norm. More details about the use of targets and presence rosters can be found under Targets and Presence Rosters respectively.
Notifications and Security
The user detail page also displays the settings for Notifications and Security. The former displays what kinds of actions trigger a notification for this specific user, while the latter describes the appliances and authentication tokens that are already connected to this accounts.
Deactivate a user
Click Edit next to the user in Users and enter an end date. From this date, the user can no longer log in and is marked as inactive.
You can also archive both active and inactive users, by clicking on the Archive icon next to a user on the User tab.
A badge on the user's profile shows whether they're inactive or archived, and whether they're selectable.
Reactivate a user
If a previously archived user returns, you don't need to create a new user, because you can restore the existing one from the archive.
Go to Users and filter by Status → Archived to see all archived users.
Click the Unarchive icon next to the user.
This activates the user, and you can send them a welcome email so they can reset their login credentials.
Note: Unarchiving a user does not change their end date. As a result, a user will be set to Inactive instead of Active if their end date has already passed. The end date needs to also be manually removed or updated for the user to become Active again.
Welcome mail
When you create a new user, you can select Send welcome mail at the bottom of the form.
When you click Save, Legalsense creates the user and sends a welcome email. The user can set a password within 48 hours using the link in that email.
Note: If the user takes longer than 48 hours to set their password, the link will become invalid. The user can then request a new password through the Forgot password? button on the login screen.
You can also open the user in Legalsense and, through the Options button, send a welcome email.
Applying actions to multiple users at once
From the user list, use the Send welcome email and More actions... buttons to apply a desired action to multiple users at once.
You can also send the welcome email in bulk from the main Users menu — useful, for example, during a new Legalsense installation, when pre-creating users, or when adding several new users at once:
Select the desired users, or select all users, using the checkboxes next to their names.
Click Send welcome email at the top of the list.
Confirm the action.
Legalsense sends the welcome email to all active email addresses in the selection.
Note: Sending welcome emails isn't recommended when you use single sign-on (SSO) to require or allow access to Legalsense — see Welcome email and SSO above.
More actions... offers the following options:
Make selectable: marks selected users who are currently unselectable as selectable again.
Make unselectable: marks selected users who are currently selectable as unselectable.
New function: assigns a new function to the selected users.
New target: assigns a new target to the selected users.
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