In this article, you will learn how to invite new users to your LeanLaw account, manage their roles and permissions, and remove them if necessary. This is crucial whether you're setting up LeanLaw for the first time or adding new users as your firm grows.
Note: To carry out these steps, you must have access to the Firm Setup section of Settings. If you don't, you will need to ask a Firm Manager or Principal user to perform these actions.
Inviting New Users
Inviting new members to join your LeanLaw account is a straightforward process.
1. Open Settings
Click the gear icon ⚙️ on the top right of any page in LeanLaw to open your Firm Settings page.
2. Open Users
From the Firm Settings page, click Users on the left-hand menu.
Users are now organized into Active and Inactive tabs for easier management
The Active tab shows current users, while Inactive shows disabled users
3. Click Invite User
Click the green Invite User button.
This opens the Invite User form, where you can enter the user’s details.
4. Add user information and send an invite
Fill out each of the listed fields. At a minimum, you must provide:
Email
First and Last Name
Role
Rate
Then click Add User and Send Invite to finalize.
Once the user is invited:
They will receive an email to set up their account
Your subscription will automatically adjust to accommodate the new user
Monthly and Annual subscriptions are prorated based on the remaining term
Note: If a user didn’t receive their invite or the email needs to be changed, contact Support.
Invite User Fields Explained
Here’s what each field in the Invite User form does:
Email – Where the user receives their invite and logs in
First/Last Name – Used for time entries, fees, and expenses
Name/Initials for Invoicing – Displays on invoices (optional)
Initials for LEDES – Used for LEDES billing (if applicable)
Invoice Class – Set if your firm uses class tracking
Distribution Category – Override firm default if needed
Role – Determines access level within LeanLaw
Access to Firm Setup – Grants admin-level settings access
Include on all matters – Gives access to all matters (recommended for Principals, Operators, Accountants)
Standard Rate – Default billing rate (defaults to $0 if left blank)
Please note that if you leave the Standard Rate blank, it will default to $0.00.
If you do not wish for it to be $0.00, you must enter a rate.
Adding Accounting Partners
For Accounting Partners:
Click Add Accounting Partner instead of Invite User
The process is otherwise the same
Accounting partners:
Are not billed as users
Have access to billing-related data
Are not able to bill time against clients or matters
Managing Users
Open a User Profile
Navigate to Settings > Users
Click on a user’s name
This opens a slide-in panel on the right side of your screen (instead of a pop-up).
Update User Information
Within the panel, settings are organized into tabs:
Details – Name, role, and core settings
Rates – User billing rates
Advanced – Additional settings, actions, and custom fields
You can update:
Role
Name
Rates
Access to firm settings
Matter access
Click Save to apply changes.
Managing User Status (Disable / Re-invite)
To manage a user’s access:
Open the user’s profile
Navigate to the Advanced tab
Use available actions to:
Disable a user
Re-invite a user
Disabled users will move to the Inactive Users tab on the Users page.
Removing Users
If a user leaves the firm or was added incorrectly, you can remove their access.
1. Open Settings
Click the gear icon ⚙️ in the top-right corner.
2. Open Users
Select Users from the left-hand menu.
3. Locate the User
Find the user in either:
Active Users (currently active)
Inactive Users (already disabled)
4. Disable the User
Open the user’s profile
Go to the Advanced tab
Select the option to disable the user
Disabling a user removes their access while preserving historical data.
Best Practices
Review inactive users regularly to avoid unnecessary billing
Assign appropriate roles when inviting users
Use Include on all matters carefully for broader access roles
Set a Standard Rate during setup to avoid $0 billing entries
Need Help?
If you need help inviting or managing users, reach out to our support team—we’re happy to assist.