Application Settings - Staff Members

How To

You can add, edit and remove Staff Members along with other actions on LEAP Desktop and Web.

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Desktop: Click the LEAP Menu > Settings > Application Settings.

The LEAP Application Settings will open in a new window.

Web: Click > Settings > Application Settings.

The LEAP Application Settings will open in a new window.

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You must be a LEAP Admin to make changes to Staff Members.

Add a New Staff Member

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Types of staff members in LEAP:

Those that are included in the Staff Members List but do not have access to LEAP (this is so that the user may access a complete list of people of working in the firm).
LEAP - Standard Access: Those that have access to LEAP and use functions applicable to their role in the firm.
LEAP - Admin Access: Those that have administrator permissions to manage LEAP users and staff access to LEAP functions.

To add a new staff member (fee earner), click

LEAP Menu > Settings > Application Settings > Firm > under Staff > Members.

A Staff Members List will display.
Click New Staff Member.

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It is best practice to create a new profile for a New Staff Member and avoid reusing or renaming an Inactive Staff profile. This makes the LEAP Help Centre account name and email address correct whilst also ensuring the integrity of report data.
Enter the details in the General Details tab.

Each staff member must have a unique email address that is used for their Username.

Set the Username to be the same as the Email. Enter the same email address in both fields.
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Each staff member must have a unique email address that is used for their Username.

The following errors can occur if the email address is not unique:
- Error creating user
- Username is already taken
To check the list of existing Usernames, go to LEAP Menu > Reports > Management > Staff Details and search the list for any other Username identical to the new one you are trying to create.

An existing identical Username in the list will prevent the new Username from being activated with that same email address.

Rename the unused user account by enabling that account to change the old Username that is not in use e.g. from "example@xxxx.com" to "example1@xxxx.com".

Once this is done, you can create the new account and assign a licence to the new account.

If your firm has more than one office, choose the branch where the user will be working. If branch is blank, please ensure (in Application Settings) that a branch Display Name is set for each Branch Name. Then assign the user to the correct branch.
Click the Rates tab on the left to enter the staff member's billing rate(s).

If multiple rates are entered, Rate A will be set as default.
Click the Access & Permissions tab on the left and ensure Current Staff Member is toggled on.

This allows the staff member be displayed in the Staff List within LEAP.
After a staff member has been added, they will need an assigned LEAP licence in order to access LEAP. If the LEAP - Standard Access toggle is greyed out, you will need to activate the staff member by assigning them a licence through the Subscriptions Portal. To do this, go to LEAP Menu > Settings > Application Settings > Firm > Staff > Subscriptions. Then, click Manage and use the Assign/Unassign toggle next to the staff member’s name to assign the licence.

If there are no available licences, you’ll need to purchase a new one. For detailed steps, refer to the Managed Add-Ons section in the Application Settings - Staff Subscriptions article.
Click the Additional Details tab on the left to enter more information.

Under the Staff Signature heading, you are able to upload a staff signature by clicking the Upload Signature button. The signature can be inserted into documents using the Matter table and searching for Signature in the search bar. Click here for more information on using content fields.

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The recommended file size for Staff Signature images, such as .jpeg/.png files, should not exceed 2 MB with a width of between 300px and 500px. The height can be adjusted to maintain the aspect ratio of your signature.

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You can only upload staff signatures if you have administrator rights on your data. Administrators can upload signatures for all members, as long as they have access and users will be able to change/delete their signatures from the staff member account they are currently signed into.
Click Save.

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Your LEAP account is based on the number of Users you initially purchased. At any time during your LEAP subscription, you can buy additional User Licences online for new users that join your firm.

You will need LEAP - Admin Access to purchase additional LEAP User Licences through the Subscriptions Portal.
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Once the new staff member has been assigned a licence, you can:
- Enable LEAP – Admin Access for the specific staff member.Follow the steps outlined in Assign Admin Access to a Staff Member section below.
- Edit Additional Staff Permissions and Edit security details via the Access & Permissions tab. For more information, please see Controlling Staff Access to LEAP Functions below.
- Enable Two-Factor Authentication for the new staff member, if required. For more information, please see our article here.
- Restrict staff members from accessing LEAP Mobile by using the toggles below the Mobile App Access heading.

Edit a Staff Member

To edit staff member's details, click

LEAP Menu > Settings > Application Settings > Firm > under Staff > Members.

A Staff Members List will display.
Click the name of the Staff Member whose profile you wish to edit.
Edit staff member details in the General Details tab.

User's general details such as their Name, Initials, Email and Username that is used to sign into LEAP, can be changed in this section.
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- Each staff member must have a unique email address for their LEAP Username.
- Set the Username to be the same as the Email. Enter the same email address in both fields.
- If your firm has more than one office, choose the branch where they will be working.
If you need to edit a user's email address:

On Microsoft Outlook account: Please contact your IT consultant for assistance.

On LEAP: Edit both the Email and Username fields to match the user's Microsoft Outlook email address.
Click the Rates tab on the left to enter the staff member's hourly billing rate(s). This will take effect for newly created invoices.

If multiple rates are entered, Rate A will be set as default.

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If the user is having issues with rates not updating in timesheets, even after updating them in the Application Settings, try changing the rates in the Application Settings to a different value, press "Save," then revert them back to the correct rate and save again.
Click the Access & Permissions tab on the left to choose how the staff member will use LEAP:
- Current Staff Member - This allows the staff member be displayed in the Staff List within LEAP.
- If the LEAP - Standard Access toggle is greyed out, go to the LEAP Subscriptions Portal to enable/disable this user.
- LEAP - Admin Access - This allows the staff member to have access to LEAP with ability to manage (add and edit) other staff details.
For information on Two-Factor Authentication, please see our article here.
Click the Additional Details tab on the left to enter more information. You can add the following optional details:
- Practising Certificate Number
- Qualification
- Immigration Licence
- Role
- Staff Signature
Under the Staff Signature heading, you're able to upload a staff signature by clicking the Upload Signature button. The signature can be inserted into documents using the Matter table and searching for Signature in the search bar. Click here for more information on using content fields.
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The recommended file size for Staff Signature images, such as .jpeg/.png files, should not exceed 2 MB with a width of between 300px and 500px. The height can be adjusted to maintain the aspect ratio of your signature.

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You can only upload staff signatures if you have administrator rights on your data. Administrators can upload signatures for all members, as long as they have access and users will be able to change/delete their signatures from the staff member account they are currently signed into.
Click the Notifications tab on the left to customise the notifications that this staff member will receive. You are only able to make changes to the notification settings for your own account.
Click Save.

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Your LEAP account is based on the number of Users you initially purchased. At any time during your LEAP subscription, you can buy additional User Licences online for new users that join your firm.

You will need LEAP - Admin Access to purchase additional LEAP User Licences through the Subscriptions Portal.
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Once the new staff member has been assigned a licence, you can:
- Edit Additional Staff Permissions and Edit security details via the Access & Permissions tab. For more information, please see Controlling Staff Access to LEAP Functions below.
- Enable Two-Factor Authentication for the new staff member, if required. For more information, please see our article here.
- Restrict staff members from accessing LEAP Mobile by using the toggles below the Mobile App Access heading.

Updating a Staff Member's Billing Rate

You can set different billing rates (also known as charge out rates) for different staff members. To update a staff member's (hourly rate) billing rate(s), please refer to the following steps:

Navigate to LEAP Menu > Settings > Application Settings > Firm > under Staff > Members.

A Staff Members List will display.
Click the name of the Staff Member whose profile you wish to edit.
Click the Rates tab on the left to update the staff member's hourly billing rate(s). This will take effect for newly created invoices.

If multiple rates are entered, Rate A will be set as default.

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If the user is having issues with rates not updating in timesheets, even after updating them in the Application Settings, try changing the rates in the Application Settings to a different value, press "Save," then revert them back to the correct rate and save again.
Click Save.
To set a custom or special hourly rate to a staff member for a specific matter or card, please refer to Creating a Special Fee.

Controlling Staff Access to LEAP Functions

To Control Staff's Access to LEAP Functions, click

LEAP Menu > Settings > Application Settings > Firm > under Staff > Members.

A Staff Members List will display.
Click the staff member.
Click Access & Permissions > Edit security details.
Toggle through all tabs and tick the boxes for settings and features that the staff members will be permitted to access or view.

The Application Settings - Additional Staff Permissions article explains what each of the Secuity Details setting does.
Click Save.

Controlling Staff Access to LEAP Time & Fees

You can change various settings to control staff access to features related to Time & Fees in LEAP.

If you wish to manage access to the Time & Fees window from the LEAP Menu, please refer to Client Side Securities - Main Menu under Application Settings - Additional Staff Permissions. You can then toggle the "Show Time & Fees" option to enable or disable the Time & Fees option in the LEAP Menu.

If you wish to control the ability for staff members to view time entries and activities from other staff members, please refer to Office Transactions under Application Settings - Additional Staff Permissions. You can then toggle the "View other staff member's time entries/activities" option to enable or disable the ability for the staff member to view the time entries and activities entered by other staff members.

If you wish to manage access to reports relating to time and fee entries, please refer to Reports - Management Reporting under Application Settings - Additional Staff Permissions. You can then toggle on or off various options such as "Daily Time & Fees by Staff" or "Time & Fees Recorded by Staff". This will enable or disable the reports for the selected user.

Assign Admin Access to a Staff Member

To give Admin access to a staff member in LEAP, follow these steps:

Open LEAP Menu > Settings > Application Settings > Firm > Staff > Members.
Click on the staff member you wish to give admin access to.
Click on the Access & Permissions tab. Toggle on LEAP - Admin Access.
Click Edit security details > Client Side Securities - General.
Toggle on the Administrator option > Save.

Remove a Staff Member

To remove and deactivate a staff member, click

LEAP Menu > Settings > Application Settings > Firm > under Staff > Members.

A Staff Members List will display.
Click the staff member.

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Ensure you are logged into a different account with Admin access, as you cannot revoke your own licence.
Click the Access & Permissions tab on the left.
Toggle off Current Staff Member.

The staff member will no longer be displayed in the Current Staff List.
Click the link that says Go to this site to enable/disable user (under LEAP Standard Access). This will take you to the LEAP Subscription Portal.
Under Manage Licences, Toggle off the Assign/Unassign tab next to the former user to revoke their access.

To completely offboard a staff member from your firm, see our article here.

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In various LEAP reports, you can choose to include or exclude entries associated with 'Inactive Staff'. For reporting purposes, a staff member is classified as 'Inactive' only when the 'Current Staff Member' option is toggled off.

View a List of the Current Staff Members

To check your Current Staff members:

From the firm's LEAP Administrator's device, navigate to:

LEAP Menu > Settings > Application Settings > Firm > under Staff > Members.

A Staff Members List will display.
Click the FILTER button on the top right of this window to show a list Current Staff.

Current Staff is controlled by clicking the Staff Name > Access & Permissions > toggle on or off Current Staff Member.

Licence Related Enquiries

Please contact our Accounts Team for subscription software license related enquiries.

If you want to provide LEAP access to your auditor, you will need to purchase a licence or provide the required reports to the auditor.

Login Related Enquiries

Please contact our Quality Team for login history related enquiries.

Last Modified Date

17/12/2025 10:55 pm

Title

Application Settings - Staff Members

URL Name

Adding-a-new-staff-member-to-LEAP

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