Overview

Teams are used to group users for the purposes of access control, reporting, and role management.

They play a key role in:

• Controlling access to matters
• Structuring performance reporting
• Managing Team Lead responsibilities
• Organising users by department or function

Correct setup of Teams is essential before assigning roles or running team-based reports.

What is a Team?

A Team is a group of users linked together for matter access control and reporting purposes.

Teams allow firms to:

• Group users by department, role, or practice area
• Control access to matters when Restricted Access is enabled
• Run performance and financial reports by team
• Assign Team Lead responsibilities

New matters are created with Open Access by default and are visible to all users in the firm. If a matter contains sensitive information, enable Restricted Access and grant access to the appropriate users and/or teams.

A user can belong to only one Team at a time.

Where Teams are Used

Teams are used throughout the system in the following areas:

Performance Reporting

Teams are used in reports such as:

• Fee Earner Snapshot
• Aged WIP

These reports default to the selected Team, preventing users from seeing data outside their team.

Financial & Management Reporting

When running the Profit & Loss report, Teams can be used to segment data via tags or filters, including:

• Person Responsible Team
• Person Acting Team
• Person Assisting Team

This allows firms to:

• Analyse financial performance by team
• Compare productivity across departments
• Create structured, management reports

Teams must be manually applied using relevant filters when generating reports.

Access Control

Teams can be used to control access to matters when Restricted Access is enabled.

For restricted matters:

• Teams can be granted access to a matter
  
• Team members inherit access through their team membership
• Access can also be granted directly to individual users

New matters are Open Access by default and do not require team assignment for visibility.

Role Assignment

Teams work with the Team Lead role.

Before assigning a Team Lead, ensure the user is assigned to the correct Team. Team Leads can manage or report only on users within their team.

Matter Permissions

For matters using Restricted Access, permissions can be granted through:

• Team membership
• Individual user assignment

To limit visibility:

1. Open the matter
2. Navigate to (gear icon) → Permissions
3. Enable Restricted Access (toggle on)
4. Add the required users and/or teams
5. Remove access entries as required

Once Restricted Access is enabled, only assigned users and teams can access the matter.

Creating and Managing Teams

1. Navigate to Settings → Firm Settings → Teams
2. Click Add Team
3. Enter a Team Name. The description is optional. Click Save
4. A confirmation message will appear briefly
   

Teams can be updated at any time to add or remove users.

Assigning Users to Teams

Option 1: From the Employee Record

1. Navigate to Directory → Employee
2. Open the employee record →  Update → Employee Section 
3. Click on Team field → select the Team from the drop down menu
4. Click → Save
   

Option 2: From the Teams Menu

1. Navigate to Settings → Firm Settings → Teams
   
2. Click on the pencil icon next to the Team
3. Add a user  → start typing their name  → select  → Add  → Save
4. To reassign a user  → click the reassign icon  →  select new team  → Save  
   

Disabling a Team

1. Click on the relevant Team  → select Disable
2. Click on the pencil icon next to the Team  → select Disable
3. A confirmation message will appear briefly on your screen

Disabled Teams can no longer be assigned to users or matters.

Teams & Reporting

• Run reports at team level or filter by tags/team-based filters
• Enables performance tracking by department or group
• Supports management and financial analysis
• Ensures structured, consistent reporting 

Teams and Role Assignment

• Team Leads must be assigned to the correct Team
• Users outside the Team will not be visible to the Team Lead

Incorrect team assignment can cause:

• Incomplete reporting
• Wrong access permissions
• Limited visibility for Team Leads

Tips & Best Practices

• Create teams that reflect your firm's structure
• Assign users to teams before applying roles
• Use teams when configuring Restricted Access to sensitive matters. Teams simplify permission management by granting access to groups of users rather than assigning users individually.
• Review team membership regularly
• Keep team names consistent and meaningful

Teams work closely with Roles & Permissions, Matter Based Permissions, Cost Centres and  Reporting. For further information refer to these guides.