User Manual – AdvocateGo SaaS

1.1 What is Advocate SaaS?

Advocate SaaS is a simple and powerful software that helps lawyers and law firms manage their work better. It’s designed for single lawyers, small law firms, and legal teams in companies who need to keep track of their clients, cases, documents, and bills all in one place. The software uses modern technology and comes with 12+ different tools to help you manage cases, work with clients, handle documents, track your time, create bills, and stay compliant with legal rules. You can see everything about your legal practice on one easy-to-use screen with helpful charts and automatic features. Advocate SaaS also works with Google Calendar, so you can easily keep track of court dates and client meetings on all your devices.

Advocate SaaS works as an online service that can handle many different law firms at the same time, keeping each firm’s information completely separate and secure. It has tools to manage subscriptions and works with over 30 different payment methods like Stripe, PayPal, Razorpay, and even digital currencies. The main administrator has complete control over the system and can log into any law firm’s account to help with problems. Other helpful features include support for over 15 languages, different permission levels for staff members, document tracking with version history, AI-powered help for legal work through ChatGPT, tracking of professional licenses, monitoring continuing education credits, and detailed reports that you can export. You can also track how your cases are going, keep track of billable hours, and create detailed financial reports.

Whether you want to make your law firm completely digital or provide legal management tools to other law firms, Advocate SaaS makes it easy. It gets rid of paperwork, makes billing automatic, helps you follow legal rules, and keeps all your legal information organized and easy to access from anywhere.

1.2 Key Features Overview

Advocate SaaS offers a comprehensive suite of features designed to streamline legal practice management:

• 1.2.1 Core Management Features:

  • Case Management: Complete case lifecycle management with timelines, documents, and team collaboration
  • Client Management: Centralized client database with billing information and document storage
  • Document Management: Version control, collaborative editing, and secure document sharing
  • Time Tracking & Billing: Automated time tracking with flexible billing rates and invoice generation
  • Calendar & Scheduling: Built-in calendar for managing schedules.

• 1.2.2 Advanced Features:

  • Legal Research: Research project management with citation tracking and knowledge base
  • Compliance Management: CLE tracking, license monitoring, and regulatory compliance
  • Task Management: Workflow automation with task assignment and progress tracking
  • Communication: Internal messaging system with conversation threads
  • AI Integration: ChatGPT-powered legal assistance and content generation

• 1.2.3 Business Features:

  • Multi-tenant Architecture: Support for multiple law firms with data isolation
  • Payment Processing: 30+ payment gateways, including Stripe, PayPal, and cryptocurrency
  • Subscription Management: Flexible pricing plans and billing cycles
  • Reporting & Analytics: Real-time dashboards with comprehensive reporting
  • Multi-language Support: Available in 15+ languages with RTL support

1.3 Who Should Use Advocate SaaS?

• 1.3.1 Solo Practitioners:

  • Independent lawyers managing their own practice
  • Need centralized client and case management
  • Require automated billing and time tracking
  • Want professional client communication tools

• 1.3.2 Small to Medium Law Firms:

  • Firms with 2-50 attorneys and support staff
  • Need team collaboration and case sharing
  • Require role-based access control
  • Want to streamline operations and reduce overhead

• 1.3.3 Large Law Firms:

  • Established firms with multiple practice areas
  • Need enterprise-level security and compliance
  • Require advanced reporting and analytics
  • Want integration with existing systems

• 1.3.4 Corporate Legal Departments:

  • In-house legal teams in corporations
  • Need matter management and vendor coordination
  • Require compliance tracking and risk management
  • Want cost control and budget management

• 1.3.5 Legal Service Providers:

  • Companies offering legal practice management as a service
  • Need white-label solutions for multiple clients
  • Require multi-tenant architecture with data isolation
  • Want subscription and billing management tools

2.1 User Registration

To get started, users need to register by creating a new account using a valid email address and a secure password.

• Go to the registration page using the link provided by the platform
• Fill in the required details such as name, email, and password, conform password
• The system checks your input in real time and shows any missing or incorrect fields.
• Once you submit the form, a verification email will be sent to your email address.
• After email verification, your account will be activated and linked to a default plan automatically.

2.2 Email Verification

After signing up, you must verify your email before you can log in.

• Check your email inbox for the verification message
• Click on the verification link provided in the email
• If you did not receive the email, use the “Resend Verification Email” option
• The link may expire after a set time for security reasons
• You cannot log in until your email is verified

2.3 User Login

Once your email is verified, you can log in to your account.

• Enter your registered email and password on the login page
• Use the “Remember Me” option to stay logged in on the device

2.4 Password Management

If you forget your password, Advocate SaaS allows you to reset it securely.

• Click on the “Forgot Password” link on the login page
• Enter your registered email address
• You will receive a password reset link via email
• Follow the link to create a new password
• The system checks the strength and confirmation of the new password before saving it.

Users can also change their password after logging in by visiting their account settings. All password changes are tracked to ensure account safety.

3.1 Super Admin Login Process

To access the Super Admin panel in Advocate SaaS, begin by visiting the login page. Then, input your registered email address and password in the required fields. Once the correct credentials are submitted, you’ll be securely redirected to the Super Admin Dashboard, where you can manage system settings, subscription plans, users, and overall platform configuration.

3.2 Super Admin Dashboard

The Super Admin Dashboard in Advocate SaaS gives a complete view of platform performance and management tools. It is designed for users who have full control over the system, including subscription management, revenue tracking, and user activities.

At the top of the dashboard, you can view key summary data:

• Total number of registered companies
• Overall revenue generated through subscription plans
• Active versus inactive users and plan distribution
• Quick access panels for monitoring recent activity

Super Admin can manage users and system settings directly from the dashboard:

• Use the impersonation feature to log in as any user or company for support or testing
• Update system-level settings such as logos, default language, or branding
• View the current status of enabled payment gateways and switch them on or off as needed

The dashboard also provides analytics that reflect the overall system usage:

• Track total cases and legal documents created across all companies
• Review trends in signups, renewals, and plan upgrades
• Identify top-performing templates and feature usage

A set of advanced tools is also available:

• Manage and edit system email templates for various notifications
• Set or change the base currency for the platform

All of these features help Super Admin maintain the platform and respond quickly to user needs or system changes.

3.3 Coupons Management

This section allows you to create and manage discount coupons for your subscription plans. You can create different types of promotional codes, set spending limits, and control usage to boost sales and attract new customers.

• 3.3.1 Managing Coupons

  The Coupons page displays all your active and inactive promotional codes in a table format. Each coupon entry shows:

  • Name:The promotional campaign name
  • Type: Shows whether it’s a Percentage discount or a Flat Amount reduction
  • Min Spend: The minimum purchase amount required to use the coupon
  • Max Spend: The maximum purchase amount eligible for the discount
  • Discount: The discount value
  • Coupon Limit: Total number of times the coupon can be used across all users
  • User Limit: How many times each user can apply this coupon
  • Expiry Date: When the coupon expires and becomes invalid
  • Code: The actual coupon code users need to enter
  • Status: Shows if the coupon is currently active or inactive

  You can easily manage your coupons using:

  • Search Bar: Find specific coupons by name, code, or other details
  • Filters: Sort coupons by status, type, or expiry date
  • Actions: View, edit, delete, or toggle status for each coupon

• 3.3.2 Creating a New Coupon

  To create a promotional coupon, click the “Add New Coupon” button. A form will appear where you can enter all the details:

  • Coupon Name: Enter a descriptive name for internal reference
  • Discount Type: Choose between Percentage or Flat Amount
  • Discount Value: Enter the discount amount based on your selected type
  • Code Generation: Choose Manual Entry or Auto-Generate
  • Coupon Code: If manual, enter the code users will type during checkout
  • Minimum Spend: Set the minimum purchase amount required (optional)
  • Maximum Spend: Define the maximum purchase amount eligible (optional)
  • Total Usage Limit: Set how many times this coupon can be used across all customers
  • Usage Limit Per User: Control how many times each customer can use this coupon
  • Expiry Date: Set when the coupon will expire

  Once you’ve filled in all the details, click “Save” to create the coupon. The new coupon will appear in your coupons list, where you can manage it alongside existing offers.

3.4 Contact Us Management

This section allows you to manage contact form submissions and customer inquiries from your website. You can view all messages, respond to customers, and keep track of communications.

• 3.4.1 Contact Form Management

  You can view all contact form submissions in a table showing:

  • Sender Name
  • Email Address
  • Subject of inquiry
  • Message content
  • Date submitted
  • Status (read/unread)

  For each contact inquiry, you can:

  • Reply: Send a direct email response to the customer
  • Mark as Read/Unread: Track which inquiries you’ve handled
  • Delete: Remove outdated or spam messages

• 3.4.2 Search and Organization

  Use the search bar to quickly find specific messages by:

  • Name
  • Email address
  • Subject
  • Message content

  You can also filter messages by status or date range to focus on the most important communications.

3.5 Newsletter Management

The Newsletter section helps you manage email subscriptions and send marketing campaigns to your subscribers. This keeps you connected with potential customers and existing users.

• 3.5.1 Subscriber Management

  View all newsletter subscribers in a list showing:

  • Email Address
  • Subscription Date
  • Status (Active/Inactive)
  • Source (how they subscribed)

  You can:

  • Manually add new subscribers
  • Update subscriber information
  • Remove subscribers who request deletion
  • Handle unsubscribe requests automatically

• 3.5.2 Email Campaigns

  Create and send campaigns using these tools:

  • Design professional email templates
  • Schedule campaigns for optimal delivery times
  • Segment your audience based on different criteria
  • Track performance with detailed analytics, including open rates and click-through rates

3.6 Currency Management

This section allows you to configure and manage all supported currencies for international billing and pricing display.

• 3.6.1 Currency Overview

  The currencies table shows:

  • Name: Full name of the currency
  • Code: Standard three-letter currency code (USD, EUR, GBP)
  • Symbol: Currency symbol used for display ($, €, £)
  • Description: Additional details about the currency
  • Default: Shows whether this currency is set as the system default
  • Actions: Edit and delete options

• 3.6.2 Adding New Currencies

  To add a new currency, click the “Add New Currency” button and fill in:

  • Currency Name: Enter the full official name
  • Currency Code: Input the standard three-letter ISO currency code
  • Currency Symbol: Add the symbol used to represent this currency
  • Description: Provide additional information (optional)
  • Default Currency: Check this option to make it the system default

  Click “Save” to add the currency to your system. The new currency will appear in the currencies list and become available for users to select.

3.7 Custom Pages Management

This section allows you to create and manage static pages that appear on your website, such as About Us, Privacy Policy, Terms of Service, and FAQs.

• 3.7.1 Page List View

  You’ll see a list of all existing custom pages showing:

  • Page Title
  • Slug (URL)
  • Content Preview
  • Status (Active/Inactive)
  • Created Date
  • Actions (Edit/Delete)

• 3.7.2 Creating a New Custom Page

  Click the “Add Page” button to create a new page. Fill in these fields:

  • Page Title: Enter the name of the page
  • Page Slug: URL that auto-generates from title or is entered manually
  • Content: Use the rich text editor to format and enter page content
  • Meta Title: Optional SEO title for the page
  • Meta Description: Optional SEO description for better indexing
  • Status Toggle: Activate or deactivate the page

  After filling in all details, click “Create Page” to save. The new page will appear in your page list.

  You can click the pencil icon to edit any page or the trash icon to delete it permanently.

4.1 Super Admin

Super Admin have complete control over the entire system. They can see and change everything on the platform.

• 4.1.1 What Super Admin can do:

  • Change all system settings and configurations
  • Create and manage all law firm accounts
  • View and manage all users across all companies
  • Log in as any user to help with support issues
  • Set up payment methods and subscription plans
  • View system reports and performance data
  • Fix technical problems and help users

  Super Admin can access all features and data on the platform. This role is usually for technical support staff who maintain the system.

4.2 Company

The company runs their law firm’s account. They control everything for their company but cannot see other companies’ information.

• 4.2.1 What the company can do:

  • Add, edit, and remove team members and clients
  • Create custom roles and set permissions for staff
  • Change company settings and branding
  • Manage billing and subscription plans
  • View all company data and reports

• 4.2.2 Features the company can access:

  • Create and manage all cases
  • Handle all client information
  • Control all documents and files
  • Set billing rates and approve time entries
  • Generate invoices and track payments
  • Use legal research tools
  • Track professional licenses and continuing education
  • Send messages to team members
  • Schedule court hearings

4.3 Team Member User

Team Members are staff like lawyers, paralegals, and assistants. They can work on assigned cases and tasks, but have limited access.

• 4.3.1 What Team Members can do

  • View their dashboard with assigned tasks and cases
  • Create and work on cases they’re assigned to
  • Manage clients assigned to them
  • Track their billable time with built-in timers
  • Create and edit documents
  • Assign tasks to other team members
  • Use legal research tools

• 4.3.2 Team collaboration features

  • Send messages to other team members
  • Work together on documents with comments
  • Share access to team cases
  • View personal and team calendars

• 4.3.3 Custom roles

  Company can create different types of team member roles:

  • Junior Associates
  • Senior Associates
  • Paralegals
  • Legal Assistants
  • Specialized roles for different practice areas

  Each role can have different permissions based on what that person needs to do their job.

4.4 Client User

Clients have limited access to view information about their own cases only. They cannot see other clients’ information or internal law firm data.

• 4.4.1 What Clients can do:

  • View details about their cases
  • Download the documents their lawyer shares with them
  • Send messages to their legal team
  • View invoices and payment status
  • See upcoming court dates and hearings

• 4.4.2 Security features:

  • Clients can only see their own information
  • All document sharing is controlled by the law firm
  • The system tracks what clients view and do

  This system makes sure everyone has the right access level for their role while keeping sensitive information secure.

5.1 Case Setup Configuration

Before you start creating cases, you need to set up the basic configurations that will help you organize your work.

• 5.1.1 Case Types Configuration

  First, set up the different types of cases your firm handles:

  • Go to “Case Management” → “Case Setup” → “Case Types.”
  • Click the “Add Case Type” button

  • Fill in the details:

    • Name: Civil Litigation, Criminal Defense, Family Law, Corporate Law
    • Description: Write a brief explanation of what this case type covers
    • Default Priority: Choose Low, Medium, High, or Critical
    • Status: Set to Active or Inactive
  • Click Save

• 5.1.2 Case Statuses Configuration

  Set up the different stages a case goes through:

  • Go to “Case Setup” → “Case Statuses.”

  • Create status entries like

    • New/Intake: When you first get the case
    • Active: Case is being worked on
    • On Hold: Case is paused for now
    • Settlement: Trying to settle out of court
    • Trial: Going to court
    • Closed/Won: Case finished successfully
    • Closed/Lost: Case finished unsuccessfully

• 5.1.3 Event Types Configuration

  Set up different types of events that happen during a case:

  • Go to “Case Setup” → “Event Types”

  • Create event types like:

    • Client Meeting: Meeting with your client
    • Document Filing: Sending papers to court
    • Discovery: Gathering evidence
    • Hearing: Court appearance
    • Settlement Conference: Meeting to try to settle
    • Trial Date: Actual trial day

• 5.1.4 Hearing Types Configuration

  Set up different types of court hearings:

  • Go to “Case Setup” → “Hearing Types”

  • Create hearing types like:

    • Initial Hearing: First time in court
    • Motion Hearing: Asking the court for something specific
    • Pre-Trial Conference: Meeting before trial
    • Trial: Full trial
    • Sentencing: When the judge decides punishment
    • Appeal Hearing: Trying to change a court decision

5.2 Cases

This is where you create and manage all your cases.

• 5.2.1 Creating Cases

  To create a new case:

  • Go to “Case Management” → “Cases”
  • Click the “Add Case” button

  • Fill in the case details:

    • Case Title: Give your case a clear name
    • Client: Choose which client this case is for
    • Case Type: Pick from the types you set up earlier
    • Case Status: Choose the current status
    • Priority: Set how urgent this case is
    • Court: Which court will handle this case
    • Opposing Party: Who you’re going against
    • Case Description: Write a summary of what the case is about
  • Add team members who will work on this case
  • Set important dates like the filing date and deadlines
  • Click Save

• 5.2.2 What you can do with cases

  Once you create a case, you can:

  • Track Timeline: See all important events in order
  • Manage Documents: Store all case files in one place
  • Work with Team: Assign tasks to different team members
  • Track Progress: See how the case is moving forward
  • Track Time and Money: Keep track of hours worked and costs
  • Communicate: Add notes and messages about the case
  • Manage Deadlines: Never miss important due dates

• 5.2.3 Case Information Sections

  Each case has different sections:

  • Basic Information: All the main details about the case
  • Timeline: List of everything that has happened
  • Documents: All files related to the case
  • Team Members: Who is working on the case
  • Time Entries: How much time everyone has spent
  • Expenses: Money spent on the case
  • Notes: Internal notes about the case
  • Tasks: Things that need to be done

5.3 Hearings

Keep track of all court dates and legal meetings.

• 5.3.1 Creating Hearings

  To schedule a hearing:

  • Go to “Case Management” → “Hearings”
  • Click the “Add Hearing” button

  • Enter the hearing details:

    • Hearing Title: What the hearing is about
    • Case: Which case is this hearing for
    • Hearing Type: Choose from the types you set up
    • Court: Where the hearing will be
    • Judge: Who will be the judge
    • Date & Time: When the hearing will happen
    • Duration: How long you expect it to take
    • Location: Specific courtroom or address
    • Description: What do you plan to discuss
  • Add who will attend (lawyers, clients, witnesses)
  • Click Save

• 5.3.2 What you can do with hearings

  • Connect to Calendar: Sync with your calendar app
  • Check for Conflicts: Make sure you’re not double-booked
  • Track Preparation: List tasks you need to do before the hearing
  • Attach Documents: Link important papers to the hearing
  • Reschedule: Change dates if needed

• 5.3.3 Hearing Information Sections

  Each hearing has these sections:

  • Basic Information: Date, time, court, judge details
  • Case Association: Which case is this hearing for
  • Attendees: Who will be there
  • Preparation: What you need to do beforehand
  • Documents: Papers you’ll need for the hearing
  • Notes: Your preparation notes and strategy
  • Outcome: What happened after the hearing
  • Calendar: Connection to your calendar system

• 5.3.4 Who Can Access What

  Different users have different access to case management:

  • Team Members:

    • Can only see cases assigned to them
    • Can create new cases if the admin allows it
    • Can view documents they have permission
    • Can see hearings for their cases only
    • Can add notes and timeline entries
    • Cannot see other team members’ cases

  • Clients:

    • Can only view their own cases
    • Can see case updates and timeline
    • Can view documents shared with them
    • Can see their hearing schedule
    • Cannot change any case information
    • Cannot see other clients’ cases

6.1 Court Types Setup

Before adding courts, you should set up the different types of courts your firm works with.

• 6.1.1 Creating Court Types

  To create a new court type:

  • Go to “Court Schedule” → “Court Types”
  • Click the “Add Court Type” button

  • Fill in the details:

    • Name: Give the court type a clear name
    • Description: Explain what this court type covers
    • Color: Pick a color to help identify this type (use hex code like #FF0000)
    • Status: Set to Active or Inactive
  • Click Save

• 6.1.2 Managing Court Types

  Once you create court types, you can:

  • Use Colors: Each type shows up in its own color for easy identification
  • Turn On/Off: Make court types active or inactive as needed
  • Search: Find court types by name or description

6.2 Courts

This is where you add and manage all the courts you work with.

• 6.2.1 Creating Courts

  To add a new court:

  • Go to “Court Schedule” → “Courts”
  • Click the “Add Court” button

  • Fill in all the court details:

    • Court Name: The official name of the court (required)
    • Court Type: Choose from the types you set up earlier (required)
    • Jurisdiction: What area does this court cover
    • Address: Full address of the court
    • Phone: Court’s phone number
    • Email: Court’s email address
    • Filing Requirements: Special rules for filing documents
    • Local Rules: Court’s specific procedures
    • Notes: Any extra information about this court
    • Status: Set to Active or Inactive (defaults to Active)
  • Click Save
  • The system will give this court a unique ID like CT000001, CT000002, etc.

• 6.2.3 What You Can Do with Courts

  • Automatic IDs: Each court gets a unique ID number
  • Color Coding: Courts show in their type’s color for easy recognition
  • Turn On/Off: Make courts active or inactive
  • Search: Find courts by name, ID, jurisdiction, or address
  • Filter: Show only certain types of courts or only active ones

• 6.2.4 Court Information You Can Store

  For each court, you can keep:

  • Complete Profiles: All administrative information
  • Filing Rules: How to file documents at this court
  • Local Procedures: Special rules this court follows
  • Contact Info: Phone, email, and address
  • Jurisdiction Info: What cases does his court handle

• 6.2.3 How Courts Are Displayed

  When you look at your court list, you’ll see:

  • Court Name: Official name
  • Type: Court type with its color
  • Jurisdiction: What area does it cover
  • Status: Active or Inactive with colored badges
  • Created At: When you added this court

• 6.2.4 Finding Courts

  You can find courts by:

  • Search: Type in court name, ID, jurisdiction, or address
  • Filter by Type: Show only certain types of courts
  • Filter by Status: Show only active, inactive, or all courts
  • Combine Filters: Use multiple filters at the same time
  • Clear Filters: Remove all filters with one click

6.3 Judges

Keep track of all the judges you work with and which courts they’re at.

• 6.3.1 Creating Judges

  To add a new judge:

  • Go to “Court Schedule” → “Judges”
  • Click the “Add Judge” button

  • Fill in the judge details:

    • Court Assignment: Which court does this judge work at
    • Judge Name: Full name of the judge
    • Title: Their official title (Judge, Justice, Magistrate, etc.)
    • Email: Judge’s official email
    • Phone: Contact phone number
    • Preferences: Judge’s scheduling preferences
    • Contact Info: Any additional contact information
    • Status: Active or Inactive
    • Notes: Extra information about this judge
  • Click Save

• 6.3.2 What You Can Do with Judges

  • Link to Courts: Connect judges to specific courts
  • Track Preferences: Store how each judge likes to schedule hearings
  • Contact Management: Keep all contact information in one place
  • Check Availability: See which judges are active or inactive
  • Search and Filter: Find judges by court, name, or status
  • Track Hearings: See which hearings are assigned to each judge

• 6.3.3 Judge Information Sections

  For each judge, you can store:

  • Basic Info: Name, title, ID, and which court they work at
  • Contact Details: Email, phone, and other contact information
  • Preferences: How they like to schedule things
  • Status: Whether they’re currently available
  • Connected Records: Which hearings and cases they’re handling
  • Notes: Additional information about working with this judge

• 6.3.4 Who Can Access What

  Different users have different access to court schedule information:

  • Team Members:

    • Can view court information (but cannot edit it)
    • Can see judge details when scheduling hearings
    • Cannot modify court or judge information

  • Clients:

    • Can only see court information for their own cases
    • Can see hearing locations and judge details for their hearings
    • Cannot see the administrative court data

7.1 Client Types

Before adding clients, you should set up the different types of clients your firm works with.

• 7.1.1 Creating Client Types

  To create a new client type:

  • Go to “Client Management” → “Client Types”
  • Click the “Add Client Type” button

  • Fill in the details:

    • Name: Give the client type a clear name (required)
    • Description: Explain what this client type covers
    • Status: Set to Active or Inactive (defaults to Active)
  • Click Save

• 7.1.2 Managing Client Types

  Once you create client types, you can:

  • Turn On/Off: Make client types active or inactive as needed
  • Search: Find client types by name or description
  • Track Usage: See which clients are assigned to each type
  • Protection: Cannot delete types that have clients assigned to them

7.2 Document Types

Set up different types of documents to organize your client files better.

• 7.2.1 Creating Document Types

  To create a new document type:

  • Go to “Client Management” → “Document Types”
  • Click the “Add Document Type” button

  • Fill in the details:

    • Name: Give the document type a clear name (required)
    • Description: Explain what this document type covers
    • Color: Pick a color to identify this type (use hex code like #FF0000) (required)
    • Status: Set to Active or Inactive (defaults to Active)
  • Click Save

• 7.2.2 Managing Document Types

  Once you create document types, you can:

  • Use Colors: Each type shows up in its own color for easy identification
  • Turn On/Off: Make document types active or inactive as needed
  • Search: Find document types by name or description
  • Track Usage: See which documents are assigned to each type
  • Organize Files: Color-coded document organization
  • Link to Cases: Use these types for case documents and client documents

7.3 Client Billing Currencies

Set up different currencies for billing clients in different countries.

• 7.3.1 Creating Billing Currencies

  To add a new currency:

  • Go to “Client Management” → “Client Billing Currencies”
  • Click the “Add Currency” button

  • Fill in the currency details:

    • Name: Full name of the currency (required)
    • Code: Currency code like USD, EUR, GBP (required, must be unique)
    • Symbol: Currency symbol like $, €, £ (required)
    • Description: Extra information about the currency
    • Is Default: Check this to make it the default currency for new clients
  • Click Save

• 7.3.2 Managing Billing Currencies

  Once you set up currencies, you can:

  • Set Default: Choose one currency as the default for new clients
  • Unique Codes: Make sure currency codes are not duplicated
  • Turn On/Off: Enable or disable currencies
  • Search: Find currencies by name, code, or symbol
  • Protection: Cannot delete the default currency

7.4 Clients

This is where you add and manage all your client information.

• 7.4.1 Creating Clients

  To add a new client:

  • Go to “Client Management” → “Clients”
  • Click the “Add Client” button

  • Fill in all the client information:

    • Client Name: Full name of the client (required)
    • Email: Client’s email address
    • Password: Password for the client to access their portal (required for new clients)
    • Phone: Contact phone number
    • Client Type: Choose from the types you set up earlier (required)
    • Company Name: Business name (for business clients)
    • Tax ID: Tax identification number
    • Tax Rate (%): Tax rate for this client (0-100%)
    • Date of Birth: Client’s birth date
    • Address: Full address of the client
    • Referral Source: How you got this client
    • Notes: Any extra information about this client
    • Status: Set to Active or Inactive (defaults to Active)
  • Click Save
  • The system will give this client a unique ID like CL000001, CL000002, etc.
  • If you provided an email and a password, the client can now log in to their portal.

• 7.4.2 What You Can Do with Clients

  • Client Portal: Clients get automatic access to view their information online
  • Limit Tracking: Respects your subscription plan’s client limits
  • Search: Find clients by name, email, phone, ID, or company name
  • Filter: Show only certain types of clients or only active ones
  • Status Management: Make clients active or inactive
  • Password Reset: Reset client portal passwords when needed

• 7.4.3 Client Information You Can Store

  For each client, you can keep:

  • Basic Info: Name, email, phone, and ID number
  • Business Details: Company name, tax ID, and tax rate
  • Personal Info: Birth date and address
  • Client Category: Which type of client are they
  • Billing Info: Tax rates and billing preferences
  • Administrative: Status, how they found you, and notes
  • System Info: When they were created and who created them

• 7.4.4 Finding Clients

  You can find clients by:

  • Search: Type in name, email, phone, ID, or company name
  • Real-time Results: See results as you type
  • Filter by Type: Show only certain types of clients
  • Filter by Status: Show only active, inactive, or all clients
  • Combine Filters: Use multiple filters at the same time
  • Clear Filters: Remove all filters with one click

• 7.4.5 Plan Limits

  Your subscription plan controls how many clients you can have:

  • Limit Checking: Cannot add more clients than your plan allows
  • Current Count: Shows how many clients you have vs. your limit
  • Upgrade Prompts: Suggests upgrading your plan when you reach the limit
  • Company-wide: Limits apply to your entire organization

• 7.4.6 Client Billing Features

  For billing clients, you can:

  • Set Tax Rates: Different tax rates for different clients
  • Multiple Currencies: Bill clients in their preferred currency
  • Generate Invoices: Create invoices automatically
  • Track Payments: See which invoices are paid
  • Billing History: Keep records of all billing

• 7.4.7 Financial Information You Can Store

  • Tax ID: Store client tax identification numbers
  • Company Info: Business details for corporate clients
  • Billing Address: Separate address for sending bills
  • Payment Terms: Special payment arrangements for each client

• 7.4.8 Who Can Access What

  Different users have different access to client information:

  • Team Members:

    • Can only see clients assigned to them
    • Can view client contact information
    • Can see client case history
    • Can add notes about client communications
    • Cannot see other team members’ clients

  • Clients:

    • Can only see and edit their own profile
    • Can update their contact details
    • Can view their case history
    • Cannot see other clients’ information

8.1 Billing Setup

Before you start billing clients, you need to set up expense categories to organize your costs.

• 8.1.1 Expense Categories

  To create expense categories:

  • Go to “Billing & Invoicing” → “Expense Categories”
  • Click the “Add Expense Category” button

  • Fill in the details:

    • Name: Give the category a clear name (required)
    • Description: Explain what expenses go in this category
    • Status: Set to Active or Inactive (defaults to Active)
  • Click Save

• 8.1.2 Managing Expense Categories

  Once you create categories, you can:

  • Turn On/Off: Make categories active or inactive as needed
  • Search: Find categories by name or description
  • Track Usage: See which expenses are assigned to each category

8.2 Time Entries

Track how much time you and your team spend working on client matters.

• 8.2.1 Creating Time Entries

  To record time spent on work:

  • Go to “Billing & Invoicing” → “Time Entries”
  • Click the “Add Time Entry” button

  • Fill in the time details:

    • Case: Choose which case this time is for (optional)
    • Client: Choose which client (required)
    • User: Who did the work
    • Description: What work was done (required)
    • Entry Date: When the work was done (required)
    • Hours: How much time was spent (required)
    • Start/End Time: Specific times if needed
    • Is Billable: Check if you can bill the client for this time
    • Status: Draft, approved, or billed
    • Notes: Any extra information
  • Click Save
  • The system automatically applies the right billing rate

• 8.2.2 What You Can Do with Time Entries

  • Automatic Rates: System applies the correct billing rates automatically
  • Different Billing Types: Hourly, fixed fee, and contingency billing
  • Billable/Non-Billable: Track both types of time
  • Status Tracking: See if time is draft, approved, or already billed
  • Link to Invoices: Add time entries to invoices
  • Calculate Totals: Automatically calculates amounts based on rates

8.3 Billing Rates

Set up how much you charge different clients for different types of work.

• 8.3.1 Creating Billing Rates

  To set up billing rates:

  • Go to “Billing & Invoicing” → “Billing Rates”
  • Click the “Add Billing Rate” button

  • Set up the rate details:

    • User: Choose which team member (required)
    • Client: Choose specific client (leave empty for default rate)

    • Rate Type: Choose how you bill (required):

      • Hourly: Charge by the hour
      • Fixed: One set fee for the whole job
      • Contingency: Percentage of what the client wins
    • Hourly Rate: Amount per hour (for hourly billing)
    • Fixed Amount: Total fee (for fixed billing)
    • Contingency Percentage: Percentage from 0-100% for contingency
    • Effective Date: When this rate starts (required)
    • End Date: When this rate ends (optional)
    • Status: Active or Inactive
    • Notes: Extra information about this rate
  • Click Save

• 8.3.2 What You Can Do with Billing Rates

  • Different Rate Types: Hourly, fixed fee, and contingency billing
  • Client-Specific Rates: Charge different clients different amounts
  • Default Rates: Backup rates when no special client rate exists
  • Date Controls: Set when rates start and end
  • Automatic Selection: The System picks the right rate automatically
  • Clear Display: Shows rates like $150.00/hr, $5,000 fixed, 33.3%

8.4 Expenses

Track money you spend on cases that you can bill back to clients.

• 8.4.1 Creating Expenses

  To record an expense:

  • Go to “Billing & Invoicing” → “Expenses”
  • Click the “Add Expense” button

  • Fill in the expense details:

    • Case: Which case this expense is for (optional)
    • Client: Which client to bill (required)
    • Category: Choose expense category
    • Description: What the expense was for (required)
    • Amount: How much it costs (required)
    • Expense Date: When you spent the money
    • Is Billable: Check if you can bill the client for this
    • Is Approved: Check if this expense is approved
    • Receipt: Upload a picture of the receipt
    • Notes: Any extra information
  • Click Save

• 8.4.2 Managing Expenses

  Once you create expenses, you can:

  • Organize by Category: Group expenses by type
  • Store Receipts: Upload and keep expense receipts
  • Approval Process: Get expenses approved before billing
  • Track Billable vs Non-Billable: See what you can bill clients for

8.5 Invoices

Create and send bills to your clients for work done and expenses.

• 8.5.1 Creating Invoices

  To create an invoice:

  • Go to “Billing & Invoicing” → “Invoices”
  • Click the “Create Invoice” button

  • Set up the invoice:

    • Client: Choose which client (required)
    • Case: Which case this invoice is for (optional)
    • Currency: What currency to bill in
    • Invoice Date: When you’re creating the invoice (required)
    • Due Date: When payment is due (required)
    • Line Items: Add manual items to the invoice
    • Time Entries: Include billable time entries
    • Expenses: Include billable expenses
    • Tax Amount: Add taxes if needed
    • Notes: Invoice notes and payment terms
  • Review everything and click Save

• 8.5.2 Invoice Management Features

  • Multiple Currencies: Bill clients in different currencies
  • Tax Calculation: Automatically calculate and add taxes
  • Payment Tracking: See which invoices are paid
  • Status Management: Track invoice status

• 8.5.3 Invoice Status Types

  Invoices can have different statuses:

  • Draft: Invoice is being prepared
  • Sent: Invoice sent to client
  • Paid: Client has paid the invoice
  • Overdue: Payment is past due date
  • Cancelled: Invoice was cancelled

• 8.5.4 Invoice Line Items

  Each line on an invoice shows:

  • Description: What service or item are you billing for
  • Quantity: How many units
  • Rate: Price per unit or hourly rate
  • Amount: Total for this line
  • Type: Whether it’s manual, time entry, or expense

8.6 Payments

Track when clients pay their invoices and how much they’ve paid.

• 8.6.1 Recording Payments

  To record a payment:

  • Go to “Billing & Invoicing” → “Payments”
  • Click the “Record Payment” button

  • Fill in the payment details:

    • Invoice: Which invoice is being paid
    • Client: Which client made the payment
    • Amount: How much they paid
    • Payment Date: When they paid
    • Payment Method: How they paid (cash, check, credit card, etc.)
    • Reference: Check the number or transaction ID
    • Notes: Any extra information
  • Click Save

• 8.6.2 Payment Management Features

  • Payment History: See all payments from each client
  • Partial Payments: Handle payments that don’t cover the full invoice
  • Payment Methods: Track cash, check, credit card, and bank transfer payments
  • Outstanding Balance: Automatically calculates what’s still owed
  • Payment Matching: Links payments to the right invoices
  • Payment Reports: Create reports showing payment summaries

• 8.6.3 Who Can Access What

  Different users have different access to billing information:

  • Team Members:

    • Can create and manage their time entries
    • Can see billing tasks assigned to them
    • Can see client billing information if allowed
    • Cannot see financial reports or process payments

  • Clients:

    • Can see their own invoices and payment history
    • Can make payments through the client portal
    • Can download their invoice PDFs
    • Cannot see other clients’ billing information

9.1 Task Types

Before creating tasks, you should set up the different types of tasks your firm handles.

• 9.1.1 Creating Task Types

  To create a new task type:

  • Go to “Task & Workflow” → “Task Types”
  • Click the “Add Task Type” button

  • Fill in the details:

    • Name: Give the task type a clear name (required)
    • Description: Explain what this task type covers
    • Color: Pick a color to identify this type (use hex code like #FF0000) (required)
    • Default Duration: How long this type of task usually takes (in minutes)
    • Status: Set to Active or Inactive (defaults to Active)
  • Click Save

• 9.1.2 Managing Task Types

  Once you create task types, you can:

  • Use Colors: Each type shows up in its own color for easy identification
  • Set Time Estimates: Default duration helps with planning
  • Turn On/Off: Make task types active or inactive as needed
  • Search: Find task types by name or description

9.2 Task Statuses

Set up different statuses to track how tasks move through your workflow.

• 9.2.1 Creating Task Statuses

  To create a new task status:

  • Go to “Task & Workflow” → “Task Statuses”
  • Click the “Add Task Status” button

  • Set up the status:

    • Name: Give the status a clear name (required)
    • Color: Pick a color to identify this status (use hex code like #00FF00) (required)
    • Is Completed: Check this if this status means the task is finished
    • Status: Set to Active or Inactive (defaults to Active)
  • Click Save

• 9.2.2 Managing Task Statuses

  Once you create statuses, you can:

  • Track Completion: Mark which statuses mean a task is done
  • Use Colors: Visual workflow with different colored statuses
  • Custom Workflows: Create workflows that fit how your firm works
  • Turn On/Off: Make statuses active or inactive as needed
  • Track Progress: See how tasks move through different stages

9.3 Task Comments

Add comments to tasks so your team can communicate and collaborate.

• 9.3.1 What You Can Do with Comments

  • Internal Comments: Private comments only your team can see
  • External Comments: Comments that clients can see (if you allow it)
  • Comment Threads: Organized discussions about the task
  • Track Who Said What: See who made each comment
  • Time Stamps: See when comments were made
  • Comment History: Keep a complete record of all comments

• 9.3.2 Managing Comments

  Your team can:

  • Add Comments: Write new comments on tasks
  • Edit Comments: Change existing comments (if allowed)
  • Delete Comments: Remove comments (if allowed)
  • Get Notifications: Know when someone adds new comments
  • Search Comments: Find specific comments within tasks

9.4 Tasks

Create and manage all the tasks your team needs to complete.

• 9.4.1 Creating Tasks

  To create a new task:

  • Go to “Task & Workflow” → “Tasks”
  • Click the “Add Task” button

  • Fill in all the task details:

    • Title: Give the task a clear name (required)
    • Description: Explain what needs to be done
    • Priority: How urgent is this task – Critical, High, Medium, Low (required)
    • Status: Current status – Not Started, In Progress, Completed, On Hold
    • Due Date: When this task needs to be finished
    • Estimated Duration: How long you think it will take (in minutes)
    • Case: Which case is this task for (optional)
    • Assigned To: Which team member will do this task
    • Task Type: Choose from the types you set up earlier
    • Task Status: Choose from the statuses you set up earlier
    • Notes: Any extra information about this task
  • Click Save
  • The system will give this task a unique ID like TSK000001, TSK000002, etc.

• 9.4.2 What You Can Do with Tasks

  • Priority Levels: Critical, High, Medium, Low priority levels
  • Status Tracking: Follow tasks through your workflow
  • Assign Tasks: Give tasks to specific team members
  • Link to Cases: Connect tasks to specific cases
  • Track Deadlines: See when tasks are due and which are overdue
  • Estimate Time: Plan how long tasks will take

• 9.4.3 Task Information You Can Store

  For each task, you can keep:

  • Basic Info: Title, description, and ID number
  • Assignment: Who’s responsible and who created it
  • Schedule: Due date, time estimate, and priority
  • Categories: Task type, status, and case connection
  • Progress: Status updates and completion tracking
  • Communication: Comments and team collaboration
  • Notes: Extra information and context

• 9.4.4 Finding and Organizing Tasks

  You can organize your tasks by:

  • Sort by Priority: See most urgent tasks first
  • Sort by Due Date: See what’s due soonest
  • Filter by Status: Show only tasks with certain statuses
  • Filter by Person: Show only tasks assigned to specific team members
  • Filter by Type: Show only certain types of tasks
  • Filter by Case: Show only tasks for specific cases
  • Search: Find tasks by title, description, or ID

• 9.4.5 Managing Task Status

  You can:

  • Update Status: Move tasks through your workflow
  • Mark Complete: Check off finished tasks
  • Track Progress: See how tasks are moving along
  • Find Overdue: Identify tasks that are past due
  • Status History: See how the task status has changed over time

• 9.4.6 Who Can Access What

  Different users have different access to tasks:

  • Team Members:

    • Can see and manage tasks assigned to them
    • Can create their own personal tasks
    • Can update task status and add comments
    • Cannot see other team members’ tasks

  • Clients:

    • Can see tasks related to their cases (if you share them)
    • Cannot create or edit tasks
    • Can only see limited information about case activities

10.1 Calendar Views

You can look at your calendar in different ways depending on what you need to see.

• 10.1.1 Available Views

  The calendar has three main ways to display your schedule:

  • Month View: Shows the whole month so you can see everything at once
  • Week View: Shows one week in detail with more space for each day
  • Day View: Shows just one day with lots of detail about each event

• 10.1.2 Calendar Features

  The calendar includes helpful features to make scheduling easier:

  • Multiple Events: Shows hearings and case events together on the same calendar
  • Color Coding: Different types of events show up in different colors, so you can tell them apart quickly
  • Event Details: Hover over or click on events to see more information
  • Easy Navigation: Jump between dates and switch views easily
  • Live Updates: Calendar updates automatically when changes are made

10.2 Event Integration

Your calendar connects with other parts of the system to show all your important events.

• 10.2.1 Hearing Integration

  All your court hearings automatically appear on the calendar:

  • Court Hearings: Every hearing you schedule shows up on the calendar
  • Hearing Details: See court location, judge name, case information, and timing
  • Status Indicators: Visual symbols show the status of each hearing
  • Conflict Detection: The System warns you if you have scheduling conflicts

• 10.2.2 Case Timeline Integration

  Important case events also show up on your calendar:

  • Case Events: Important milestones and deadlines from your cases
  • Event Types: Different kinds of case-related activities
  • Completion Status: See which events are done and which are still pending
  • Case Links: Events are connected to their specific cases

10.3 Upcoming Events

Stay on top of what’s coming up next.

• 10.3.1 Event Monitoring

  Keep track of what’s happening soon:

  • Next 7 >Days: Quick view of everything coming up in the next week
  • Priority Events: Focus on the most important upcoming activities
  • Event Reminders: Get notifications about upcoming events
  • Quick Access: Click directly to see event details

• 10.3.2 Event Management

  Manage your calendar events easily:

  • Create Events: Add new calendar events directly
  • Update Events: Change event details and timing
  • Cancel Events: Cancel or postpone events when needed
  • Bulk Operations: Handle multiple events at the same time

• 10.3.3 Who Can Access What

  Different users see different things on the calendar:

  • Team Members:

    • Can manage their own personal calendar
    • Can see case events and hearings assigned to them
    • Can create their own appointments
    • Cannot see other team members’ events

  • Clients:

    • Can only see events related to their cases
    • Can see their hearing schedules and appointments
    • Cannot create or edit calendar events

11.1 Legal Research Setup

Before you start doing research, you need to set up the basic configurations that will help you organize your work.

• 11.1.1 What You Need to Set Up

  You should configure these components first:

  • Research Types: Different categories of legal research you do
  • Practice Areas: Areas of law your firm specializes in
  • Research Categories: Ways to organize research by topics
  • Research Sources: Legal databases and sources you use

11.2 Research Types

Set up different types of legal research to organize your projects better.

• 11.2.1 Creating Research Types

  To create a new research type:

  • Go to “Legal Research” → “Research Types”
  • Click the “Add Research Type” button

  • Fill in the details:

    • Name: Give the research type a clear name (required)
    • Description: Explain what this type of research covers
    • Status: Set to Active or Inactive (defaults to Active)
  • Click Save

11.3 Practice Areas

Set up the different areas of law your firm works in.

• 11.3.1 Creating Practice Areas

  To create a new practice area:

  • Go to “Legal Research” → “Research Setup” → “Practice Areas”
  • Click the “Add Practice Area” button

  • Fill in the details:

    • Name: Give the practice area a clear name (required)
    • Description: Explain what this area of law covers
    • Expertise Level: How experienced your firm is in this area
    • Is Primary: Check this if it’s a main focus area for your firm
    • Certifications: Any special certifications or specializations
    • Status: Set to Active or Inactive (defaults to Active)
  • Click Save

• 11.3.2 What You Can Do with Practice Areas

  • Organize Research: Group research by areas of law
  • Show Specialties: Focus research on your firm’s specialties
  • Connect Categories: Link practice areas to research categories
  • Assign Team Members: Assign staff to specific practice areas
  • Track Expertise: Show how experienced your firm is in each area
  • Highlight Main Areas: Show which practice areas are most important to your firm

11.4 Research Categories

Create categories to organize your research better.

• 11.4.1 Creating Research Categories

  To create a new research category:

  • Go to “Legal Research” → “Research Categories”
  • Click the “Add Research Category” button

  • Set up the category:

    • Name: Give the category a clear name (required)
    • Description: Explain what goes in this category
    • Color: Pick a color to identify this category
    • Practice Area: Which practice area does this category belong to
    • Status: Set to Active or Inactive
  • Click Save

11.5 Research Projects

Create and manage your legal research projects.

• 11.5.1 Creating Research Projects

  To create a new research project:

  • Go to “Legal Research” → “Research Projects”
  • Click the “Add Research Project” button

  • Fill in the project details:

    • Title: Give the research project a clear title (required)
    • Description: Explain what research you need to do
    • Research Type: Choose from the types you set up earlier
    • Case: Which case is this research for (optional)
    • Status: Current status of the project
    • Priority: How urgent is this research?
    • Due Date: When you need to finish this research
  • Click Save

• 11.5.2 What You Can Do with Research Projects

  • Link to Cases: Connect research projects to specific cases
  • Set Priorities: Mark which research is most urgent
  • Track Progress: See how research projects are moving along
  • Manage Deadlines: Track when research needs to be finished
  • Add Notes: Include research notes in projects
  • Manage Citations: Keep track of legal citations
  • Team Work: Assign research projects to team members

11.6 Research Sources

Keep track of all the legal databases and sources you use for research.

• 11.6.1 Creating Research Sources

  To add a new research source:

  • Go to “Legal Research” → “Research Sources”
  • Click the “Add Research Source” button

  • Fill in the source details:

    • Source Name: Name of the research source (required)
    • Source Type: What type of source is this
    • Description: Explain what this source is good for
    • URL: Website address or access link
    • Access Info: Instructions for how to access this source
    • Status: Set to Active or Inactive
  • Click Save

11.7 Knowledge Base

Build a library of legal knowledge that your team can use and reference.

• 11.7.1 Creating Knowledge Articles

  To create a new knowledge article:

  • Go to “Legal Research” → “Knowledge Base”
  • Click the “Add Knowledge Article” button

  • Write your article:

    • Title: Give the article a clear title (required)
    • Category: Which research category does this belong to
    • Content: Write the main content of the article (required)
    • Tags: Add tags to make the article easier to find
    • Is Public: Check this if you want to make the article publicly accessible
    • Status: Published or Draft
  • Click Save

• 11.7.2 Knowledge Base Features

  • Search Everything: Find articles by searching the full text
  • Organize by Category: Group articles by research categories
  • Use Tags: Add flexible tags to organize articles better
  • Control Access: Choose whether articles are public or private
  • Save Drafts: Work on articles and save them before publishing

11.8 Legal Precedents

Keep track of important legal cases and precedents that might help with your work.

• 11.8.1 Creating Legal Precedents

  To add a new legal precedent:

  • Go to “Legal Research” → “Legal Precedents”
  • Click the “Add Legal Precedent” button

  • Fill in the case details:

    • Case Name: Name of the legal case (required)
    • Citation: Official legal citation reference
    • Jurisdiction: Which court system does this case fall under
    • Summary: Brief summary of the case
    • Category: Which research category does this belong to
    • Relevance Score: How relevant is this case to your work
    • Decision Date: When the court made this decision
    • Court Level: Whether it was the trial court, appellate court, or supreme court
    • Key Points: Important points from this case
    • Status: Set to Active or Inactive
  • Click Save
  • The system will give this precedent a unique ID like LP000001, LP000002, etc.

• 11.8.2 Legal Precedent Features

  • Automatic IDs: Each precedent gets a unique ID number
  • Track Citations: Keep track of legal citation references
  • Filter by Jurisdiction: Find cases from specific court systems
  • Rate Relevance: Score how relevant cases are (1-10 scale)
  • Organize by Court Level: See which court level made the decision
  • Group by Category: Organize precedents by legal categories
  • Search Everything: Find precedents using multiple search criteria
  • Track Status: See which precedents are active or inactive

• 11.8.3 Who Can Access What

  Different users have different access to legal research:

  • Team Members:

    • Can create and manage research projects
    • Can access the company knowledge base
    • Can add legal precedents and sources
    • Can work together on research activities

  • Clients:

    • Can see limited research summaries (if you share them)
    • Cannot create or edit research data
    • Can only view research findings related to their cases

12.1 Document Setup

Before you start adding documents, you need to set up categories to organize your files. This helps you keep everything organized and makes it easier to find documents later.

• Go to “Document Management” → “Document Setup”
• Here you can set up the basic settings for how your documents will be organized. The main thing you need to do is create categories that make sense for your law firm.

12.2 Categories

Help you organize your documents into groups, like putting files in different folders.

• 12.2.1 Creating Document Categories

  To create a new category:

  • Go to “Document Management” → “Document Setup” → “Categories”
  • Click the “Add Document Category” button

  • Fill in the details:

    • Name: Give your category a clear name like “Court Papers,” “Client Files,” or “Contracts.”
    • Description: Explain what types of documents go in this category
    • Color: Pick a color to make this category easy to spot (like #FF0000 for red)
    • Status: Leave this set to Active
  • Click Save

• 12.2.2 What You Can Do with Categories

  • Color Coding: Each category shows up in its own color to help you find documents quickly.
  • Turn On/Off: You can make categories active or inactive without losing the documents in them.
  • Organization: Group your documents in ways that make sense for your law firm
  • Search: Find categories by typing in their name

12.3 Documents

This is where you upload and manage all your documents.

• 12.3.1 Creating Documents

  To add a new document:

  • Go to “Document Management” → “Documents”
  • Click the “Add Document” or “Upload Document” button

  • Fill in the document information:

    • Name: Give your document a clear name that explains what it is
    • Description: Write what the document is about
    • Category: Choose which category this document belongs to
    • Folder: Pick a folder to organize the document
    • File: Click to upload the actual file from your computer
    • Status: Shows whether the document is active or not
    • Confidentiality: Choose who should be able to see this document
    • Tags: Add keywords to make the document easier to find later
  • Click Save

• 12.3.2 What You Can Do with Documents

  • Upload Files: You can upload many different types of files, such as PDFs, Word documents, and images.
  • Organize: Sort documents into categories and folders
  • Find Easily: Use tags and search to find documents quickly
  • Control Access: Decide who can see, edit, or download each document
  • Track Changes: The system keeps track of when documents are changed and by whom
  • Work Together: Team members can work on documents together

12.4 Versions

Help you keep track of changes to your documents. When you update a document, the system saves both the old and new versions, so you never lose important information.

• 12.4.1 Creating Document Versions

  To create a new version of a document:

  • Go to “Document Management” → “Versions”
  • Click the “Add Version” button

  • Fill in the details:

    • Document: Choose which document you want to update
    • File: Upload the new version from your computer
    • Change Description: Explain what you changed in this version
  • Click Save

• 12.4.2 What You Can Do with Versions

  • Track Changes: See all the different versions of a document over time
  • Version Numbers: Each version gets a number (like 1.0, 1.1, 2.0) so you can tell them apart
  • Change History: Read what was changed in each version
  • Current Version: Always know which version is the most recent one
  • Go Back: If needed, you can go back to an older version of a document

12.5 Permissions

Permissions control who can see and work with your documents. You can give different people different levels of access to keep confidential information secure.

• 12.5.1 Creating Document Permissions

  To give someone access to a document:

  • Go to “Document Management” → “Permissions”
  • Click the “Grant Permission” button

  • Set up the permission:

    • Document: Choose which document to share
    • User: Pick who should get access

    • Permission Type: Choose what they can do:

      • View: They can only read the document
      • Edit: They can make changes to the document
      • Delete: They can remove the document
      • Download: They can save a copy to their computer
    • Expires At: Set when this permission should stop working (optional)
  • Click Save

• 12.5.2 What You Can Do with Permissions

  • Control Access: Decide exactly who can see each document
  • Different Levels: Give people only the access they need
  • Temporary Access: Set permissions to expire after a certain date
  • Track Access: See who has permission to access which documents
  • Change Anytime: You can update or remove permissions whenever needed

12.6 Comments

Comments let your team talk about documents and give feedback. This helps everyone work together and improve documents before they’re finalized.

• 12.6.1 Creating Document Comments

  To add a comment to a document:

  • Go to “Document Management” → “Comments”
  • Click the “Add Comment” button

  • Fill in the comment:

    • Document: Choose which document to comment on
    • Comment Text: Write your comment or feedback
  • Click Save

• 12.6.2 What You Can Do with Comments

  • Team Discussion: Have conversations about documents with your team.
  • Give Feedback: Share suggestions and ideas for improving documents
  • Track Discussions: See all comments and replies in one place
  • Mark as Done: Show when issues have been resolved
  • See Who Said What: Comments show who wrote them and when
  • Work Together: Multiple people can review and discuss documents

• 12.6.3 Who Can Access What

  Different people in your law firm have different levels of access to documents:

  • Team Members:

    • Can only see documents they have permission to access
    • Can upload and edit documents if they have permission
    • Can add comments to documents that they can access
    • Cannot see confidential documents unless given specific permission

  • Clients:

    • Can only see documents that have been shared with them
    • Can download documents they have permission to access
    • Can add comments if this feature is turned on for them
    • Cannot upload new documents or see other clients’ files

13.1 Compliance Setup

Before you start tracking compliance, you need to set up the basic categories and schedules that organize all your compliance requirements.

• Go to “Compliance & Regulatory” → “Compliance Setup”
• Here, you set up the foundation for managing all compliance activities. You need to create categories, frequencies, risk types, and audit types that fit your law firm’s needs.

• 13.1.1 What You Need to Set Up

  • Compliance Categories: Different types of compliance requirements your firm must meet
  • Compliance Frequencies: How often do you need to complete different requirements
  • Risk Categories: Different types of risks your firm faces
  • Compliance Audit Types: Different kinds of audits you conduct or receive

13.2 Compliance Categories

Categories help you organize different types of compliance requirements into groups that make sense for your law firm.

• 13.2.1 Creating Compliance Categories

  To create a new compliance category:

  • Go to “Compliance & Regulatory” → “Compliance Setup” → “Compliance Categories”
  • Click the “Add Compliance Category” button

  • Fill in the details:

    • Name: Give your category a clear name like “Professional Ethics,” “Court Rules,” or “Bar Requirements.”
    • Description: Explain what types of compliance requirements go in this category
    • Color: Pick a color to make this category easy to spot (like #0066CC for blue)
    • Status: Leave this set to Active
  • Click Save

13.3 Compliance Frequencies

Frequencies tell the system how often you need to complete different compliance requirements.

• 13.3.1 Creating Compliance Frequencies

  To set up a new frequency schedule:

  • Go to “Compliance & Regulatory” → “Compliance Setup” → “Compliance Frequencies”
  • Click the “Add Compliance Frequency” button.

  • Set up the frequency:

    • Name: Give it a clear name like “Annual,” “Monthly,” or “Every 3 Years.”
    • Description: Explain when this frequency applies
    • Days: Enter the number of days in the cycle (365 for annual, 30 for monthly)
    • Status: Leave this set to Active
  • Click Save

13.4 Risk Categories

Risk categories help you organize different types of risks that could affect your law firm.

• 13.4.1 Creating Risk Categories

  To create a new risk category:

  • Go to “Compliance & Regulatory” → “Compliance Setup” → “Risk Categories”
  • Click the “Add Risk Category” button.

  • Enter the category details:

    • Name: Give it a clear name like “Financial Risk,” “Professional Liability,” or “Data Security.”
    • Description: Explain what types of risks belong in this category
    • Color: Pick a color to identify this type of risk
    • Status: Leave this set to Active
  • Click Save

13.5 Compliance Audit Types

Audit types help you organize different kinds of audits and inspections you might have.

• 13.5.1 Creating Compliance Audit Types

  • Go to “Compliance & Regulatory” → “Compliance Setup” → “Compliance Audit Types”
  • Click the “Add Audit Type” button.

  • Fill in the audit type:

    • Name: Give it a name like “Bar Association Audit,” “Trust Account Review,” or “Internal Audit.”
    • Description: Explain what this type of audit covers
    • Status: Leave this set to Active
  • Click Save

13.6 Compliance Requirements

This is where you track all the specific compliance requirements your law firm must meet.

• 13.6.1 Creating Compliance Requirements

  To add a new compliance requirement:

  • Go to “Compliance & Regulatory” → “Compliance Requirements”
  • Click the “Add Compliance Requirement” button.

  • Fill in all the requirement details:

    • Title: Give the requirement a clear name
    • Description: Explain what you need to do to comply
    • Regulatory Body: Which organization requires this
    • Category: Choose from the categories you set up
    • Jurisdiction: Where this requirement applies
    • Scope: Who in your firm needs to comply
    • Effective Date: When this requirement started
    • Deadline: When you need to complete it
    • Frequency: How often do you need to do this
    • Responsible Party: Who is in charge of making sure this gets done
    • Evidence Requirements: What proof do you need to show compliance
    • Penalty Implications: What happens if you don’t comply
    • Monitoring Procedures: How you check that compliance is maintained
    • Status: Current status (Pending, In Progress, Compliant, Non-Compliant, Overdue)
    • Priority: How urgent this is (Low, Medium, High, Critical)
  • Click Save

• 13.6.2 What You Can Do with Compliance Requirements

  • Track Status: See which requirements are complete and which need attention
  • Set Priorities: Focus on the most important requirements first
  • Monitor Deadlines: Never miss important compliance deadlines
  • Schedule Reminders: Get automatic notifications before deadlines
  • Track Evidence: Keep records of how you met each requirement
  • Monitor Penalties: Understand the consequences of not complying

13.7 Professional Licenses

Keep track of all professional licenses and certifications for everyone in your law firm.

• 13.7.1 Creating Professional Licenses

  To add a professional license:

  • Go to “Compliance & Regulatory” → “Professional Licenses”
  • Click the “Add Professional License” button

  • Enter the license information:

    • User: Choose which team member this license belongs to
    • License Type: What kind of license (Bar License, Professional Certification, etc)
    • License Number: The official license number
    • Issuing Authority: Who issued the license
    • Jurisdiction: Where the license is valid
    • Issue Date: When the license was first issued
    • Expiry Date: When the license expires
    • Status: Current status (Active, Expired, Suspended, Revoked)
    • Notes: Any additional information about the license
  • Click Save

• 13.7.2 What You Can Do with Professional Licenses

  • Track All Licenses: Keep records of every license your team has
  • Monitor Expiration: Get warnings before licenses expire
  • Status Updates: Track if licenses are active, expired, or suspended
  • Renewal Alerts: Get automatic reminders to renew licenses
  • Multi-Jurisdiction: Track licenses in different states or countries
  • Link to Requirements: Connect licenses to compliance requirements

13.8 CLE Tracking

Track Continuing Legal Education (CLE) requirements and completion for all attorneys in your firm.

• 13.8.1 Creating CLE Records

  To record completed CLE credits:

  • Go to “Compliance & Regulatory” → “CLE Tracking”
  • Click the “Add CLE Record” button

  • Enter the CLE details:

    • User: Choose which attorney completed the training
    • Course Title: Name of the CLE course
    • Provider: Organization that provided the training
    • Course Date: When the course was completed
    • Credits Earned: How many CLE credits were earned
    • Category: Type of CLE (Ethics, Substantive Law, Skills, etc.)
    • Certificate: Upload the completion certificate
    • Status: Whether the course is complete
    • Description: Additional information about the course
  • Click Save

• 13.8.2 What You Can Do with CLE Tracking

  • Track Credits: See how many CLE credits each attorney has earned
  • Monitor Requirements: Track what credits each attorney still needs
  • Category Organization: Organize credits by required categories
  • Store Certificates: Keep digital copies of all CLE certificates
  • Deadline Tracking: Know when CLE requirements are due
  • Provider Management: Keep records of which organizations provide training

13.9 Regulatory Bodies

Manage information about all the regulatory organizations that oversee your law firm.

• 13.9.1 Creating Regulatory Bodies

  To add a regulatory body:

  • Go to “Compliance & Regulatory” → “Regulatory Bodies”
  • Click the “Add Regulatory Body” button

  • Enter the organization details:

    • Name: Official name of the regulatory body
    • Description: What this organization does and why it’s important
    • Jurisdiction: Geographic area they regulate
    • Contact Information: How to reach them
    • Website: Their official website address
    • Email: Official email address
    • Phone: Contact phone number
    • Address: Physical address
    • Status: Whether they’re currently active
  • Click Save

• 13.9.2 What You Can Do with Regulatory Bodies

  • Organization Database: Keep complete information about all regulatory bodies
  • Contact Management: Have all contact information in one place
  • Website Links: Go directly to their websites for updates
  • Jurisdiction Tracking: Know which bodies regulate which areas
  • Link to Requirements: Connect regulatory bodies to their specific requirements

13.10 Risk Assessments

Identify and manage risks that could affect your law firm.

• 13.10.1 Creating Risk Assessments

  To conduct a risk assessment:

  • Go to “Compliance & Regulatory” → “Risk Assessments”
  • Click the “Add Risk Assessment” button

  • Fill in the assessment details:

    • Title: Give the risk a clear name
    • Description: Explain what the risk is and why it matters
    • Category: Choose from the risk categories you set up
    • Assessment Date: When you evaluated this risk
    • Probability: How likely this risk is to happen (Low, Medium, High, Critical)
    • Impact Score: How much damage it could cause (1-10 scale)
    • Current Controls: What you’re already doing to prevent this risk
    • Mitigation Plan: What you plan to do to reduce this risk
    • Responsible Person: Who is in charge of managing this risk
    • Review Date: When you’ll reassess this risk
    • Status: Current status of the risk assessment
  • Click Save

• 13.10.2 What You Can Do with Risk Assessments

  • Identify Risks: Find potential problems before they happen
  • Score Risks: Rate how serious each risk is
  • Plan Solutions: Develop plans to reduce or prevent risks
  • Assign Responsibility: Make sure someone is watching each risk
  • Track Progress: See how well your risk management is working
  • Schedule Reviews: Regularly reassess risks as things change

13.11 Compliance Audits

Plan and manage audits to check that your firm is meeting all compliance requirements.

• 13.11.1 Creating Compliance Audits

  To set up a compliance audit:

  • Go to “Compliance & Regulatory” → “Compliance Audits”
  • Click the “Add Compliance Audit” button.

  • Enter all the audit information:

    • Title: Give the audit a clear name
    • Description: Explain what the audit will cover and why
    • Audit Type: Choose from the audit types you set up
    • Audit Date: When the audit will happen
    • Auditor: Who will conduct the audit
    • Audit Scope: What areas and processes will be reviewed
    • Scope: Specific compliance areas to check
    • Methodology: How the audit will be conducted
    • Checklist: What items will be checked
    • Status: Current audit status (Planned, In Progress, Completed)
    • Risk Level: Overall risk rating for this audit
    • Findings: What the audit discovered
    • Non-Compliance Issues: Any problems that were found
    • Recommendations: Suggestions for improvement
    • Action Items: What needs to be done to fix problems
    • Follow-up Date: When to check on progress
    • Report: Audit report and documentation
    • Notes: Additional comments about the audit
  • Click Save

• 13.11.2 What You Can Do with Compliance Audits

  • Plan Audits: Schedule audits to check compliance regularly
  • Track Progress: See which audits are planned, happening, or complete
  • Document Findings: Keep detailed records of what audits discover
  • Manage Issues: Track problems found and make sure they get fixed
  • Generate Reports: Create comprehensive audit reports.
  • Schedule Follow-ups: Make sure problems actually get resolved
  • Assign Actions: Give specific people responsibility for fixing issues.

• 13.11.3 Who Can Access What

  Different people in your law firm have different access to compliance information:

  • Team Members:

    • Can manage their own professional licenses and CLE records
    • Can view compliance requirements that apply to them
    • Can update their own compliance status
    • Cannot see other team members’ personal compliance information

  • Clients:

    • Cannot access the compliance section
    • Compliance management is internal to the law firm only.

14.1 Messages Interface

• Go to “Communication” → “Messages”

• The Messages page has two main sections:

  • Left panel: List of all conversations
  • Right panel: Selected conversation details

14.2 Viewing Conversations

The left panel shows all your conversations with:

• Contact name and profile picture
• Latest message preview
• Timestamp of the last message
• Unread message indicators

Click on any conversation to view the full message thread in the right panel.

14.3 Starting New Conversations

To start a new conversation:

• Click the “New Conversation” button

• In the popup window:

  • Select User: Choose who to message from the dropdown
  • Message: Type your message in the text area
  • Click “Share” to send

14.4 Sending Messages In an active conversation:

• Type your message in the text box at the bottom
• Click the send button to deliver the message
• Messages appear in chronological order

14.5 Managing Conversations

• Search Conversations: Use the search bar to find specific conversations
• Delete Conversations: Click the delete option to remove conversation threads

15.1 Accessing Media Library

• Go to “Media Library” from the main navigation menu
• The main page shows all your uploaded files in a grid layout with thumbnails, file names, sizes, and upload dates.

15.2 Uploading Files To upload new files

• Click the “Upload Media” button

• Choose one option:

  • Drag and drop files into the upload area
  • Click “Choose Files” to browse and select files
• Files are automatically saved to your library
• Supported file types include images (PNG, JPG), documents (PDF, DOC), and other common formats.

15.3 Managing Files

• File Information Displayed: File name and type
• File size (KB/MB)
• Upload date
• Thumbnail preview for images
• Search Files: Use the search bar to find files by name or type
• Storage Tracking: View total files count, storage used, and available space

15.4 File Access

• Control Company: Can view and manage all company files
• Team Members: Can access files with granted permissions
• Clients: Can only access files specifically shared with them

16.1 Plans

Plans are the different subscription packages you offer to law firms using your software.

• Go to “Plan Management” → “Plans”
• This is where you create and manage all the subscription plans that law firms can choose from. Each plan can have different features, limits, and pricing.

• 16.1.1 Creating Plans

  To create a new subscription plan:

  • Go to “Plan Management” → “Plans”
  • Click the “Add Plan” button

  • Fill in all the plan details:

    • Name: Give your plan a clear name like “Basic,” “Professional,” or “Enterprise.”
    • Description: Explain what this plan includes and who it’s for
    • Price: Set the monthly price for this plan
    • Yearly Price: Set a discounted annual price (optional)
    • Duration: How long the plan lasts (in days)
    • Max Users: Maximum number of people who can use the account
    • Max Cases: Maximum number of cases they can manage
    • Max Clients: Maximum number of clients they can have
    • Storage Limit: How much file storage they get (in GB)
    • Trial Days: How many days of free trial to offer
    • Enable Branding: Let them customize the look with their own logo and colors.
    • Enable ChatGPT: Include AI-powered legal assistance features
    • Is Trial: Check this if it’s a trial plan
    • Is Plan Enable: Turn the plan on or off
    • Is Default: Make this the default plan for new users
  • Click Save

• 16.1.2 What You Can Do with Plans:

  • Flexible Pricing: Offer both monthly and yearly payment options
  • Feature Control: Turn specific features on or off for each plan
  • Set Limits: Control how many users, cases, and clients each plan allows
  • Storage Management: Give different amounts of file storage to different plans
  • Trial Plans: Offer free trials to let people try before they buy
  • Default Plan: Choose which plan new users get automatically
  • Plan Status: Turn plans on or off without deleting them
  • Custom Branding: Let premium users customize the software with their branding
  • AI Features: Include or exclude AI assistance based on the plan level

16.2 Plan Orders

Plan Orders shows you all the subscriptions that customers have purchased or are trying to purchase.

• Go to “Plan Management” → “Plan Orders”
• This section helps you manage customer purchases and make sure subscriptions get activated properly.

• 16.2.1 Managing Plan Orders

  When customers buy subscriptions, you can:

  • View Pending Orders: See orders that need your approval
  • Review Order Details: Check what plan the customer bought and how much they paid
  • Process Orders: Approve or reject orders as needed
  • Approve Orders: Activate the customer’s subscription
  • Reject Orders: Decline orders and add notes explaining why
  • Review Customer Information: See details about who placed the order

• 16.2.2 What You Can Do with Plan Orders

  • Unique Order Numbers: Every order gets its own number (like PO-12345678) for easy tracking
  • Order Status: Track orders through different stages (Pending, Approved, Rejected, Paid)
  • Payment Integration: Work with different payment methods like credit cards and PayPal
  • Coupon Support: Handle discount codes that customers use
  • Billing Cycles: Manage monthly and yearly subscription cycles
  • Price Calculation: See the original price, any discounts, and the final amount
  • Order Processing: Approve or reject orders with notes
  • Automatic Activation: When you approve an order, the customer’s plan starts automatically

16.3 Plan Requests

Plan Requests handle when existing customers want to upgrade or downgrade their subscription plans.

• Go to “Plan Management” → “Plan Requests”
• This creates a workflow where customers can request plan changes, and you can review and approve them.

• 16.3.1 How Plan Requests Work

  The plan request system works in two parts

  Company Side (Customer Requesting)

  • Submit Plan Request:

    • Customers go to their “Plans” section
    • They select the plan they want to switch to
    • They click the “Request Plan” button
    • The system creates a request with “Pending” status
    • The request is sent to you (Super Admin) for approval

  • Track Request Status:

    • Customers can check their “My Plan Requests” section
    • They can see if their request is Pending, Under Review, Approved, or Rejected

  • Request Actions:

    • Cancel Request: Customers can cancel requests before you approve them
    • View Details: See request information and any feedback you provide
    • Resubmit: Submit a new request if the previous one was rejected

  Super Admin Side (You Processing)

  • Review Plan Requests:

    • You see all pending requests from customers
    • You can review customer details and what plan they want
    • You evaluate the request based on their needs

  • Process Requests:

    • Approve Request:

      • Click the “Approve” button
      • The system automatically gives them the new plan
      • The new plan becomes active immediately

    • Reject Request:

      • Click the “Reject” button
      • Add a reason for rejection
      • The customer can submit a new request later

    • Request Management:

      • Bulk Processing: Handle multiple requests at once
      • Request History: See all past requests
      • Company Analysis: Review how much the customer is using
      • Custom Plans: Create special plans for specific customers

  Plan Request Status Types

  The system tracks requests through these stages:

  • Pending: Customer just submitted the request
  • Under Review: You’re looking at the request
  • Approved: Request accepted, new plan is active
  • Rejected: Request declined with explanation
  • Cancelled: Customer cancelled before you processed it

  • What Information Gets Tracked For each request, the system tracks:

    • Customer Request Details:

      • Current Plan: What plan do they have now
      • Requested Plan: What plan do they want
      • Request Date: When they asked for the change
      • Justification: Why they want to change (if they provided a reason)
      • Company Usage: How much they’re currently using

    • Super Admin Review Information:

      • Company Profile: Complete information about the customer
      • Usage Analytics: How they’ve been using the software
      • Payment History: Their past payment records
      • Plan Comparison: Differences between current and requested plans
      • Resource Requirements: What they’ll need with the new plan

17.1 Company Side

Referral Management

This section is for law firms that want to earn money by referring other law firms.

• 17.1.1 Referral Dashboard (Company)

  Your referral dashboard shows how much money you’ve earned and how well your referrals are doing.

  • Go to “Referral Program” → “Dashboard”
  • Here you can see all your referral activities and earnings in one place.
  • What You Can See on Your Dashboard Personal Earnings

  • How much commission money have you made total:

    • Pending Commissions: Money you’ve earned but haven’t been paid yet
    • My Referral Count: How many law firms have you successfully referred
    • Conversion Rate: What percentage of people you refer actually subscribe
    • Monthly Performance: How you’re doing each month with referrals
    • Earnings History: Complete timeline of all your earnings

  • Dashboard Information:

    • Earnings Summary: Shows your total earnings, pending payments, and what you’ve been paid
    • Referral Statistics: Numbers about your referrals and how many became paying customers
    • Recent Activity: Your latest referral activities
    • Payout History: Record of commission payments you’ve received
    • Performance Charts: Visual graphs showing how your referrals are performing over time

• 17.1.2 Referred Users (Company)

  This section shows you all the people you’ve referred and whether they’re paying customers.

  • Go to “Referral Program” → “Referred Users”
  • Here, you track everyone who signed up using your referral link.

  • How Referrals Work for You

    • Generate Personal Referral Link: Get your unique referral web address.
    • Share Referral Link: Send your link to other law firms that might be interested.
    • Track Registrations: See when new users sign up using your link
    • Subscription Monitoring: Track when referred users start paying for subscriptions
    • Commission Earning: Earn money based on what your referred users pay for their subscriptions

  • What Information can you see

    • Referred Users: List of everyone who signed up using your referral link
    • Registration Dates: When each person signed up
    • Subscription Status: Whether they have a paid subscription or not
    • Plan Details: What subscription plan did they choose
    • Commission Earned: How much money you made from each referral
    • Payment Status: Whether you’ve been paid the commission for each referral

• 17.1.3 Payout Requests (Company)

  This is where you request to get paid the commission money you’ve earned.

  • Go to “Referral Program” → “Payout Requests”
  • When you’ve earned enough commission, you can request to withdraw your earnings.

  • How to Request Your Money

    • Check Commission Balance: See how much money you have available to withdraw.
    • Verify Threshold: Make sure you have the minimum amount required for payout.
    • Submit Payout Request: Ask to withdraw your commission earnings
    • Provide Payment Details: Enter your bank account or payment method information
    • Track Request Status: See if your request is pending, approved, or being processed
    • Receive Payment: Get your commission money when the request is approved

17.2 Super Admin Side

Referral Administration

This section is only for Super Admin who manage the entire referral program.

• 17.2.1 Referral Settings (Super Admin Only)

  • Super Admin control how the referral program works for everyone.
  • Go to “Referral Program” → “Settings”
  • Here you set up the rules and settings for the entire referral program.

  How Super Admin Configure the Program

  Access Referral Settings: Go to the global referral program controls

  • Configure Program Parameters:

    • Is Enabled: Turn the entire referral program on or off for everyone
    • Commission Percentage: Set what percentage commission people earn (0-100%)
    • Threshold Amount: Set the minimum amount people must earn before they can request a payout
    • Guidelines: Write the rules and terms for the referral program
    • Save Global Configuration: Apply these settings to everyone using the system

  • What Super Admin Can Control

    • Global Program Control: Turn the referral system on or off for all users
    • Commission Rate Management: Set how much commission everyone earns
    • Payout Threshold Control: Decide the minimum amount for payouts
    • Terms and Guidelines: Manage the rules of the referral program
    • System-Wide Configuration: Make changes that affect all law firms using referrals

• 17.2.2 All Referrals Management (Super Admin)

  • Super Admin can see all referral activities from all law firms.
  • Go to “Referral Program” → “All Referrals”
  • This gives Super Admin a complete view of how the referral program is performing.

  • What Super Admin Can See

    • All Company Referrals: See referrals from every law firm
    • System-Wide Statistics: Total referrals, conversions, and commissions across the entire platform
    • Company Performance: How well each individual law firm is doing with referrals
    • Revenue Impact: How much total revenue comes from the referral program
    • Growth Analytics: How many new users join through referrals

  • Super Admin Monitoring Features

    • Global Referral Tracking: Monitor all referral activities across the platform
    • Company Comparison: Compare how different law firms are performing
    • Conversion Analytics: See conversion rates across the entire system
    • Revenue Tracking: Track total commission payouts and program costs
    • Performance Metrics: Measure how effective the referral program is overall

• 17.2.3 Payout Management (Super Admin)

  • Super Admin review and approve all commission payout requests.
  • Go to “Referral Program” → “Payout Requests”
  • Here, Super Admin decide which payout requests to approve or reject.

  • How Super Admin Process Payouts

    • Review All Payout Requests: See requests from all law firms
    • Verify Commission Balances: Check that law firms actually earned the money they’re requesting.
    • Evaluate Payout Requests: Review request details and the law firm’s history.

  • Process Payout Actions:

    • Approve: Process the payment to the law firm
    • Reject: Decline the payout request and explain why
    • Hold: Put the request aside for more review
    • Track Payout History: Keep records of all processed payouts

• 17.2.4 Referral Analytics (Super Admin)

  • Super Admin get detailed reports about how the referral program is performing.
  • Go to “Referral Program” → “Analytics”
  • This section provides comprehensive data about the entire referral program.

  • What Analytics Show Super Admin

    • Total Program Performance: How the entire referral program is doing
    • Commission Payouts: How much money has been paid out to all law firms
    • Active Referrers: How many law firms are actively referring others
    • Program ROI: Whether the referral program is profitable
    • Growth Metrics: How much user growth comes from referrals
    • Top Performers: Which law firms are best at referring others
    • Conversion Trends: Patterns in how referrals become paying customers

  • Super Admin Reporting Features

    • System-Wide Reports: Complete reports covering the entire referral program
    • Company Performance Reports: Detailed analytics for each individual law firm
    • Financial Reports: Reports about commission payouts and program revenue
    • Growth Analysis: Analysis of user acquisition through referrals
    • Export Capabilities: Download reports as files to use in other programs

17.3 Referral Commission System (Both Sides)

This explains how commissions are calculated and managed.

• 17.3.1 How Commissions Work

  • Referral Registration: Someone signs up using your referral link
  • Subscription Purchase: The referred person subscribes to a paid plan

  • Commission Generation: The system calculates your commission:

    • Plan Price: How much the subscription costs
    • Commission Rate: The percentage set by the Super Admin
    • Commission Amount: Plan Price × Commission Rate
  • Commission Credit: The money gets added to your account balance

• 17.3.2 Commission Features for Law Firms

  • Automatic Calculation: The system calculates your commissions automatically
  • Real-Time Tracking: Your commission balance updates instantly
  • Multiple Plans: You earn different amounts for different subscription plans
  • Commission History: Complete record of all your earnings
  • Balance Management: Track available money and pending payouts

• 17.3.3 Commission Management for Super Admin

  • Global Rate Setting: Super Admin set commission rates for everyone
  • Commission Monitoring: Track all commission calculations across the platform
  • Payout Authorization: Approve commission payouts to law firms
  • Rate Adjustments: Change commission rates when needed
  • System Analytics: Monitor total commission costs and program effectiveness

18.1 Super Admin Settings (Super Admin Login Required)

These settings are only available to super admin who manage the entire Advocate SaaS platform.

• 18.1.1 System Settings

  • System Settings control how the entire platform works for everyone.
  • Go to “Settings” → “System Settings” (Super Admin Only)
  • Here, you set up basic system-wide settings that affect all law firms using the platform.
  • Setting Up System Configuration Go to “Settings” → “System Settings”

  • Configure these system parameters:

    • Default Language: Choose what language the system uses by default
    • Date Format: Set how dates appear throughout the system
    • Time Format: Choose between 12-hour (2:30 PM) or 24-hour (14:30) time display
    • Calendar Start Day: Set which day starts the week (Sunday or Monday)
    • Default Timezone: Set the timezone for the entire system
    • Email Verification: Decide if users must verify their email addresses
    • Landing Page Enabled: Turn the custom landing page on or off
  • Click Save to apply the system configuration

• 18.1.2 Brand Settings

  • Brand Settings control how the platform looks and what branding appears.
  • Go to “Settings” → “Brand Settings” (Super Admin Only)
  • Here, you customize the appearance and branding of the entire platform.

  • Brand Configuration Options

    • Logo Dark: Upload a logo that looks good on dark backgrounds
    • Logo Light: Upload a logo that looks good on light backgrounds
    • Favicon: Set the small icon that appears in browser tabs
    • Title Text: Set the text that appears in the browser title
    • Footer Text: Add custom text that appears at the bottom of pages
    • Theme Color: Choose from blue, green, purple, orange, red, or use a custom color
    • Custom Color: Set your own color using a hex color code
    • Sidebar Variant: Choose how the sidebar looks (inset, floating, or minimal)
    • Sidebar Style: Select plain, colored, or gradient style for the sidebar
    • Layout Direction: Set whether the layout goes left-to-right or right-to-left
    • Theme Mode: Choose light theme, dark theme, or let the system decide

• 18.1.3 Payment Settings

  • Payment Settings let you configure how customers can pay for subscriptions.
  • Go to “Settings” → “Payment Settings” (Super Admin Only)
  • Here you set up the payment methods that customers can use to subscribe.

  • Payment Gateway Configuration

    The system supports over 30+ different payment methods:

    • Popular Gateways: Stripe, PayPal, Razorpay, Bank Transfer
    • International Gateways: Flutterwave, Paystack, Mollie, Coingate
    • Regional Gateways: Mercado Pago, Payfast, Tap, Xendit

    And many more payment options for different countries

    For each payment gateway, you can:

    • API Credentials: Enter the secure keys provided by the payment company
    • Test/Live Mode: Switch between testing mode and real payment processing
    • Gateway Status: Turn individual payment methods on or off
    • Currency Support: Set which currencies each payment method accepts

• 18.1.4 Email Settings

  • Email Settings control how the system sends emails to users.
  • Go to “Settings” → “Email Settings” (Configure email server settings for system notifications and communications)

  • Email Configuration Options

    • SMTP Configuration: Set up your email server connection
    • Mail Driver: Choose how emails are sent (SMTP, Mailgun, etc.)
    • Host: Enter your email server address
    • Port: Enter the port number for your email server
    • Username: Enter your email server username
    • Password: Enter your email server password
    • Encryption: Choose TLS or SSL security
    • From Address: Set what email address sends the messages
    • From Name: Set what name appears as the sender
    • Email Testing: Test your email setup to make sure it works

• 18.1.5 Storage Settings

  • Storage Settings control where and how files are stored in the system.
  • Go to “Settings” → “Storage Settings” (Super Admin Only)
  • Here, you configure where uploaded files are stored and what types of files are allowed.

  • Storage Configuration Options

    • Storage Type: Choose between local storage, Amazon S3, or Wasabi cloud storage
    • File Upload Limits: Set the maximum size for uploaded files
    • Allowed File Types: Choose which file extensions are permitted (PDF, DOC, JPG, etc.)

    • If you choose Amazon S3:

      • Access Key: Your Amazon S3 access key
      • Secret: Your Amazon S3 secret key
      • Region: Which Amazon region to use
      • Bucket: Your S3 bucket name
      • URL: Your S3 URL
      • Endpoint: Your S3 endpoint

    • If you choose Wasabi:

      • Access Key: Your Wasabi access key
      • Secret: Your Wasabi secret key
      • Region: Which Wasabi region to use
      • Bucket: Your Wasabi bucket name
      • URL: Your Wasabi URL
      • Root: Your Wasabi root directory

• 18.1.6 ReCaptcha Settings

  • ReCaptcha Settings help protect the system from spam and automated attacks.
  • Go to “Settings” → “ReCaptcha Settings” (Super Admin Only)
  • Here, you set up Google reCAPTCHA to protect login and registration forms.

  ReCaptcha Configuration reCAPTCHA Enabled-Turn Google reCAPTCHA protection on or off

  • reCAPTCHA Version: Choose between version 2 (checkboxes) or version 3 (invisible)
  • Site Key: Enter your Google reCAPTCHA site key
  • Secret Key: Enter your Google reCAPTCHA secret key
  • Score Threshold: For version 3, set the minimum security score required

• 18.1.7 ChatGPT Settings

  • ChatGPT Settings control the AI assistant features in the system.
  • Go to “Settings” → “ChatGPT Settings” (only super Admin)
  • Here, you configure the AI assistant that helps with legal work.

  • ChatGPT Configuration Options

    • ChatGPT API Key: Enter your OpenAI API key to enable AI features
    • ChatGPT Model: Choose which AI model to use for assistance
    • Max Tokens: Set the maximum length of AI responses
    • Temperature: Control how creative or conservative the AI responses are
    • Enable/Disable: Turn AI assistance on or off