Managing Users

In this article:

• Adding a New User
• Adding an Existing Legal Accounting User to a Different Books
• Resetting the Password
• Resetting a User Password as an Admin
• Disabling a User
• Unlocking Account 
• Understanding Licenses: Shared vs. Full-Time

This article will cover how to add, edit and disable a user. A timekeeper must be added as a user regardless of if the will login to the system or not.

Adding a New User

1. Go to Admin > Users > Users.
2. Click the Add button, which you'll find at the bottom left of your screen.
3. The "New User Setup" screen will open.
   NOTE:  When adding your new user, you may come across a licensing pop if you have more users than the licenses, the system will not prevent you from adding the user, but you may need to add on additional licenses depending on usage. Click Yes to continue. 
4. Enter the user's basic details. Fields with red lines are required, the two essential fields are Display Initials and Email/Logon. If the user needs full control over the system check the Administrator box.
5. Click Next.
6. Enter a password that meets the system's requirements.
7. Review the password settings:
   • Force password change on next logon: Check this if you want the user to set their own password when they first log in.
   • Password Never Expires: Check this if the user should never be asked to change their password.
   • Disable ‘Keep me logged in': Turn this on if the user should always enter their username and password to log in.
8. Click Next.
9. Toggle on Records Time if the user will be tracking their work hours.
10. Toggle On Partner if the user is a partner in your firm. This option won't appear for corporate firms.
11. Review the GL Account Extension, it will automatically fill with the user's initials. Only change this if the user is a partner and you need to link it to specific GL Accounts.
12. (Optional) Set Goals for users who record time. 
13. (Optional) Set Default Accounts.
14. Click Next.
15. Add any relevant association, membership, or tax numbers for the user.
16. Click Save to finish setting up the new user.

Adding an Existing Legal Accounting User to a Different Books

This often happens for firms with multiple books, or external consultants, accountants and bookkeepers.

1. Go to Admin > Users > Users.
2. Click the Add button, which you'll find at the bottom left of your screen.
3. The "New User Setup" screen will open.
4. Enter the user's basic details. Fields with red lines are required, the two essential fields are Display Initials and Email/Logon. If the user needs full control over the system check the Administrator box.
5. Click Next.
6. The system will detect that the email already exists in Legal Accounting database and will ask if you want to send them an invitation to have access to your books, click Yes to proceed.
   
7. You will get a notification that the invite was sent including a code that the user needs to accept the invite, and the user will also receive this via email. 
8.  The user will show as *Pending Invitation* on your users list until they accept your invitation.
   
9. The user will have to relog-in to any of their existing books and upon login, they will get a prompt indicating they've been invited by the firm and will ask for the code.
   NOTE:  If the user did not get the invite code or you need to get a new code, edit the user from the users list and click Save again, it will prompt if you want to send a new invite, choose Yes.

Resetting the Password

If you forgot your password, and you need to reset it, please use the Forgot Your Password? link:

1. From the login screen, click on the Forgot Your Password? link.
2. Enter the Username and click the Next button.
3. Click the Send Email button.
4. Copy the code from the email to the system
5. Click the Validate button. 
6. Click the Personal Validation Question button and enter the answer.
   NOTE:  If you can't remember your answer, please reach out to your firm's admin to reset the password for you.
7. Enter a new password and click the Continue button then login using the new password.

Resetting a User Password as an Admin

1. Go to Admin > Users > Users.
2. Click on the pencil for user that requires a password reset.
3. Go to Security sub-menu.
   
4. Set the temporary password and toggle on Force password change on next logon.
5. Click Save and have the user login using the temporary password and change it to their own password.

Disabling a User

Since user deletion is not an option in Legal Accounting, you can disable a user instead to restrict them from accessing the system. To do this:

1. Go to Admin > Users > Users tab.
2. Locate the user account you want to disable.
3. Click the pen icon on the right to edit the user.
4. Go to Security submenu of the user.
5. Toggle on the Disable user (they will not have access to the system until they are manually enabled) option.
6. Click Save.

Unlocking Account 

If a login was attempted three (3) times with incorrect username or password, the profile will be locked out. The user will need to wait 20 minutes to try again, or their profile must be unlocked by an admin user to bypass the wait time. To do this:

Go to Admin > Users > Locked Out Users.

Locate the user.

Click the unlock icon next to the username.

Understanding Licenses: Shared vs. Full-Time

Shared Licenses

• If more users log in than your firm has active licenses, our system automatically treats these as shared licenses. This means users collectively share the available licenses instead of each having their own dedicated one.

• One license allows for 15 total logins. If multiple users are sharing a license, these 15 logins are shared among them. Once those 15 logins are used, that license is considered "consumed" for the month.

Full-Time Access (Unlimited Logins)

• Our system automatically determines who gets full-time access (meaning unlimited logins for the month) based on user activity.

• To be assigned a dedicated full-time license, a user must log in for 15 days within a single month, provided there are still licenses available for your firm.

• If you are meant to have unlimited logins, make sure to log in daily (for 15 days) until you reach that full-time status. This is the only way a license will be exclusively assigned to you for that month.