Team & Roles
Lawzana Flow supports multi-user teams with role-based access control. This guide covers inviting team members, assigning roles, and managing permissions.
User Roles#
Every team member has one of four roles, from most to least access:
| Role | Permissions |
|---|---|
| Owner | Full access to everything, including the subscription, billing portal and audit logs. Only one owner per organization. |
| Admin | Manage team members, organization settings, workflows and integrations, and the AI overage setting. Record payments, see the firm's billing figures and manage trust accounts. Can't change the plan or payment method. |
| Member | Work on leads, matters, documents, contacts and drafts. Log time and expenses, and prepare and send invoices. Can't change firm-wide settings, record payments or manage the team. |
| Viewer | Read-only access. Can't create or edit leads, matters, documents, contacts or drafts. |
Which leads and matters members and viewers see depends on Record visibility in Settings → Access: only the ones assigned or shared with them (the default), or everything in the firm. Owners and admins see every lead and matter, except matters restricted by an ethical wall that doesn't include them.
Inviting Team Members#
- Go to Settings → Members
- Click Invite Member
- Enter the person's email address
- Choose a role (Admin, Member, or Viewer)
- Click Send Invitation
The invited person receives an email with a link to join your organization. If they don't have a Lawzana Flow account, they create one when they accept. Invitations expire after 7 days; you can resend them from the Pending Invitations list.
How Many People You Can Invite#
The Free plan covers 2 team members, yourself included, and pending invitations count towards that limit. Essentials and Advanced have no member limit; each member is a paid seat. Firms connected to the Lawzana Directory may get extra seats through their Directory plan.
Managing Team Members#
Change a Member's Role#
- Go to Settings → Members
- Find the team member
- Open the More options menu next to their name
- Choose Make Admin, Make Member or Make Viewer
Remove a Team Member#
- Go to Settings → Members
- Find the team member
- Click Remove from Team in the More options menu
- Optionally choose someone to take over their leads and matters
- Confirm with Remove Member
Removed members lose access immediately. Their past activity (notes, uploads, changes) is preserved in the system.
Groups#
Organize team members into groups:
- Go to Settings → Groups
- Click New Group
- Name the group and add members
- Mark a group lead if appropriate
Groups are useful for:
- Sharing a lead or matter with several people at once
- Department-based organization
Closing Your Account#
To close your firm's account or transfer ownership, contact support at [email protected].
Permission Details#
What Each Role Can Do#
| Action | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| View leads and matters they can see | ✓ | ✓ | ✓ | ✓ |
| Create/edit leads | ✓ | ✓ | ✓ | ✗ |
| Create/edit matters | ✓ | ✓ | ✓ | ✗ |
| Upload documents | ✓ | ✓ | ✓ | ✗ |
| Create/edit drafts | ✓ | ✓ | ✓ | ✗ |
| Manage contacts | ✓ | ✓ | ✓ | ✗ |
| Delete leads, matters, documents and contacts | ✓ | ✓ | ✗ | ✗ |
| Invite team members | ✓ | ✓ | ✗ | ✗ |
| Manage settings | ✓ | ✓ | ✗ | ✗ |
| Configure integrations (the website widget key is Owner only) | ✓ | ✓ | ✗ | ✗ |
| Manage the AI overage setting | ✓ | ✓ | ✗ | ✗ |
| Change the plan, cancel, or open the billing portal | ✓ | ✗ | ✗ | ✗ |
| View audit logs | ✓ | ✗ | ✗ | ✗ |
Billing Permissions#
Billing follows one rule: anyone who works on a matter can log time and prepare and send invoices, but only owners and admins handle money once it is real, meaning payments, write-offs, voids, client money and the firm's figures.
| Action | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| See a matter's time, expenses and invoices | ✓ | ✓ | ✓ | ✓ |
| Log time, run a timer, add expenses; edit or delete your own unbilled entries | ✓ | ✓ | ✓ | ✗ |
| Edit or delete a colleague's expenses | ✓ | ✓ | ✗ | ✗ |
| Set a matter's fee arrangement and currency, and a client's Billing details and Billing rates | ✓ | ✓ | ✓ | ✗ |
| Build, edit and delete a draft invoice; finalize it; email it | ✓ | ✓ | ✓ | ✗ |
| Send a payment reminder from the invoice | ✓ | ✓ | ✓ | ✗ |
| Print or save an invoice as PDF | ✓ | ✓ | ✓ | ✓ |
| Record or delete a payment, write off, void | ✓ | ✓ | ✗ | ✗ |
| Settings → Invoicing & rates | ✓ | ✓ | ✗ | ✗ |
| Billing dashboard and Export for accountant | ✓ | ✓ | ✗ | ✗ |
| Trust accounts and trust entries | ✓ | ✓ | ✗ | ✗ |
| Zapier API key and Allow integrations to read billing data | ✓ | ✓ | ✗ | ✗ |
Members also need write access to the matter for the actions marked for them. Viewers, and anyone a matter is shared with read-only, see its time, expenses and invoices without the buttons to change them. Members don't see the Billing dashboard, the matter's Trust tab, or the unbilled time card on a matter's Overview.
Ethical walls apply on top of roles: someone screened from a matter can't open it, and its figures are left out of their Billing dashboard and export. See Ethical Walls.