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 which users can assess specific matters
• Run performance and financial reports by team
• Assign Team Lead responsibilities

A user can only 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 control matter access:

• Matters can be restricted to specific teams
  
• Only team members can view or work on the matter
• Ensures confidentiality and proper segregation of work

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

Default Permissions:

• The Person Responsible + their team: read/write access
• The Person Acting + their team: read/write access
• The Person Assisting + their team: read/write access
• Matter Creator: automatic read/write access

To restrict access further, remove the team's read/write permissions and manually add only the necessary users.

Creating and Managing Teams

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

Teams can be updated anytime 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 → Update Employee
3. Start typing the name of the team  → select  → 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 to control matter visibility
• 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.