Overview

Job titles define how employees are identified within the system. While they do not control system permissions, they play an important role in the billing structure.

Each user is assigned:

• A Job Title (e.g., Lawyer, Paralegal, Assistant)
• A System Role (which controls permissions)
• A Billing Grade (which determines billing rates)

Multiple users can share the same job title but have different billing grades depending on experience and seniority.

What are Job Titles?

A Job Title represents a staff member's role or position within your firm.

Examples include:

• Lawyer 
• Secretary
• Partner
• Assistant
• Paralegal

Job titles:

• Help standardise staff roles across the firm
• Work in conjunction with billing grades and rates
• Are assigned during user creation
• Do not control access or permissions

Permissions are controlled by System Roles, not job titles. For more information see the guide Roles & Permissions here.

Why use Job Titles?

Using job titles consistently provides several benefits:

• Clear staff classification across the firm
• Flexible billing structures, allowing different rates for staff with the same title
• Improved data consistency when managing users
• Scalability, as new staff or roles are added

Especially useful in firms where multiple staff share the same role but bill differently or where billing rates vary by experience.

Creating a New Job Title

To add a new job title.

1. Navigate to Settings → Firm Settings
2. In the Employees & Teams section, select Job Titles
3. Click Add Job Title at the top of the screen
4. Enter the Job Title name 
5. Click Publish Job Titles to save

The new job title will now be available when creating or editing users.

Editing a Job Title

To update an existing job title:

1. Navigate to Settings → Firm Settings → Job Titles
2. Locate the job title, then double-click the name
3. Edit the text as required 
4. Select Publish Job Titles to save
   

Only the job title name is edited; billing grades or roles are managed separately.

Changing an Employee's Job Title

To update the job title assigned to a user:

1. Navigate to Directory
2. Open the relevant Employee Card
3. Click Update → Employee → Update Employee
4. In the Job Title field, select the new job title from the drop-down list
5. Make any additional changes if required
6. Click Save to apply the changes

Changing the job title here does not affect billing grade or system permissions. Those are managed separately.

Deleting a Job Title

To remove a job title:

1. Navigate to Settings → Firm Settings → Job Titles
2. Click on the job title you wish to delete, 
3. Select the trash can icon to remove
4. Click on Publish Job Titles to save the changes

Ensure the job title is not actively assigned to any user before deletion.

How Job Titles Work with Billing

Although job titles do not control permissions, they are closely linked to billing:

• Multiple users can share the same job title
• Each user can have a different billing grade
• Billing grades can determine charge out rates

This provides flexibility while maintaining consistent job naming.

Example:                                                                                                        

Tips & Best Practices

• Use clear, consistent naming conventions
• Align job titles with billing structures
• Review job titles periodically as your firm grows
• Keep titles generic enough to allow flexibility
• Avoid using job titles to manage permissions
• Avoid creating duplicate or similar job titles

Job titles work closely with billing grades and billing rates. For more information please see the Billing Grades and Billing Rates guides here.