As your firm grows, you may need to add more users to your Lawmatics account. Each user should have their own account to ensure proper access control, personalized settings, and accurate task assignments.
Why Add Individual Users?
Each Lawmatics user account includes:
Email and calendar sync (Google or Outlook)
Customized notification settings
Personal email signature
Booking availability tied to their calendar
Automated emails sent from or CC'd to the user
Task assignments specific to each user
Customized permission roles (set by admins)
Access to Lawmatics support
Secure, individualized sign-in access to view matters, forms, documents, reports, and more
How to Add a New User
Step 1: Request Seats
Before adding users, contact the Lawmatics team to adjust your subscription:
Email your Account Manager or [email protected] with:
Your firm name
The number of additional users you'd like to add
Step 2: Invite the User
Navigate to Settings using the gear icon in the left-side navigation.
Scroll down and click Manage Users.
Enter the user's email address.
Select a user role from your available permission levels.
Click Send Invitation.
Step 3: User Accepts the Invitation
The invited user will receive an email invitation to join your Lawmatics firm.
They'll click the link, create a password, and complete their account setup.
The new user will automatically inherit your general firm settings but should update their personal user settings, including:
Email/calendar sync
Notifications
Signature
Availability for bookings
Removing or Replacing users
When a user leaves your firm, you have two options: delete the user or replace them by updating their account information. See the next section for guidance on which approach fits your situation.
How to Remove a User
To delete a user:
Go to Settings > Manage Users.
Locate the user and click the trash icon on the far right of their row.
A user cannot be deleted until they've been removed from all automations they're assigned to. We recommend using dynamic user fields (e.g., Lead Attorney, Assigned Staff, Matter Owner) in automations rather than hardcoded users — this makes transitions much easier.
Once removed from automations, the user can be deleted. Their seat will be freed up for a new user invitation.
Note: Any roles the deleted user held on matters (Matter Owner, Lead Attorney, etc.) will remain assigned to them and display as that role on the matter page. Activity they logged will show as "created by – deleted."
How to Replace a User
Deleting the existing user is a clean break: The new user starts fresh with their own settings, calendar sync, and email configuration. The tradeoff is that the departing user must be manually removed from all automations before deletion, and any matter activity they logged will show as "created by – deleted."
Replacing a user (updating the existing account) keeps all automation assignments intact with no manual changes required: Ideal when the new person is stepping directly into the same role. The tradeoff is that the new user inherits the account history and will need to reconfigure personal settings like their calendar sync, email signature, and notifications. This option also requires contacting support or your Account Manager rather than being self-serve.
What changes: The account's name and email will be updated to the new person's information. Historical activity will remain but will display under the new user's name.
What stays the same: All automation assignments carry over automatically — no updates needed.
After the update: The new user will need to update their password and personal settings (email/calendar sync, notifications, signature, booking availability).
To do either of these options, contact your Account Manager or [email protected] and request to reduce your subscription seat count or update the user's name and email address be replaced.
FAQs
How much does Lawmatics cost per user?
To view pricing details or adjust your subscription, please contact your Account Manager or our team at [email protected]
Can I control what users can see or do?
Yes. Lawmatics supports custom permission roles. To manage them, go to Settings > Manage Users > Manage Roles. You can create or edit roles with specific access permissions and assign the appropriate role to each user. Only Admin users can access and manage user roles. Learn more: Managing User Permissions