Give a new joiner access to Juristic

A new associate starts on Monday, a trainee moves into the corporate team, or a partner joins from another firm. You want them able to sign in on their first morning, with the products their practice uses and nothing they should not administer. Creating the user takes a minute; the choices are about role, licence and products.

Two questions decide the choices below. Will they run any of the firm's settings in Juristic? Almost always not. And should they see every product the firm has, or only some?

Check that a licence is free

1. Click your name at the bottom of the sidebar, then Admin panel, and choose Users under Access & Security.

2. Look at With a licence in the figures at the top of the page. Under the number of people with a licence, it says how many of the firm's licences are in use, such as 5 of 25 licences in use; that line only appears when the firm's subscription has a set number of licences. If every licence is in use, see add a product to the firm's subscription or talk to Juristic before you go on.

   

Create the user

3. Click Create new user at the top right.

   

4. Enter their First name, Last name and Email, and click Create. Use their work address: it is the address they sign in with, and once the user exists, an email address cannot be changed.

   

Juristic sends them an invitation at once. If the firm uses single sign-on, the email has a link to sign in with their usual firm account. Otherwise it has a link to set their password. Every new user starts with the user type User.

If Juristic says "A user with this email address already exists.", the person already has a user. Search for them in the list instead: they may have been deactivated when they left, or have joined through single sign-on already.

Set their role, initials and products

5. Find the new person in the list, click the three dots at the end of their row (More actions) and choose Edit. Edit user profile opens.

6. Check Initials, up to four characters. Fill them in, or change them if the firm uses its own initials for each lawyer. They are shown on the person's avatar.

7. Leave User type on User for lawyers, trainees and assistants. Choose Administrator only for the few people who run Juristic for the firm; see decide who administers Juristic first.

8. Set Access. Left empty, the person gets every product the firm has, and the list shows Same as organisation. To give them fewer, open Access and pick the products they should have, grouped under Modules, AI, Integrations and Usage. Clear takes them back to Same as organisation.

   

9. Click Save.

   Who joins	User type	Access
   An associate or partner	User	Same as organisation
   A trainee or assistant on one practice	User	Only the products that practice uses, for example Project management and Timeline
   The new head of knowledge management	Administrator	Same as organisation

Record their designation, office and practice

When the firm has configured profile options, Edit user profile also shows Onboarding answers. Choose Designation, Office and Practice group there. Each answer saves immediately; the dialog's Save button is for the other profile details. Not set clears an answer. A linked practice group can add the person to its team or group.

These answers describe the person for usage reports. Designation does not change their User type or give admin rights. For the first-sign-in form and its access links, see put new joiners in the right groups.

Give a licence to someone registered without one

The Status column shows Active for people with a licence and Deactivated for people who are registered but have none. Without a licence at the top of the page counts them; click it to list only them. A person returning from leave, or a former colleague rejoining, often shows up here.

10. Click the three dots at the end of their row (More actions) and choose Activate licence.

11. Read the note and click Activate. Activating a licence may add to the firm's costs under its licence agreement with Juristic; the note says so, and asks you to contact your Customer Success representative at Juristic first if you are unsure.

Tips from practice

• Firms with single sign-on. Anyone with an email address on the firm's single sign-on domain gets a user the first time they sign in, without you creating one. Put them on the right teams through the onboarding form, or let their directory groups do it.
• A user is not a matter. Creating the user gives them no matters, unless you add them to a team that has some; see give a practice team access in one go. Matter managers bring them into the matter, so they see their work on day one.
• Create the day before. The invitation is waiting when they first open their email, and a mistyped address comes to light before their first morning, not during it.
• Several joiners at once? A list from HR is quicker to import in one go.
• A list for HR or IT. Search by name or e-mail, choose a type, and pick All, Active or Deactivated above the list, or click one of the figures at the top to show just those people. Export downloads the people shown as a CSV, with their role, status, teams and modules.
• On the record. Each new user is recorded as User created in the firm's audit trail.

Next: bring a whole team into Juristic and decide who administers Juristic. When someone leaves: offboard a lawyer who leaves the firm.