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, click
LEAP Menu > Settings > Application Settings > Firm > under Staff > Members.
You must be logged in as a LEAP Admin to make these changes.
Click New Staff Member.
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 license 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.
If the LEAP - Standard Access toggle is greyed out, you will need to activate the staff member by assigning them a license 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 license.
If there are no available licenses to assign , 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 Licenses online for new users that join your firm.
You will need LEAP - Admin Access to purchase additional LEAP User Licenses through the Subscriptions Portal.
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Once the new staff member has been assigned a license, you can:
Enable LEAP – Admin Access for the specific staff member.Follow the steps outlined in Assign Admin Access to a Staff Member section in this article.
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.
You must be logged in as a LEAP Admin to make these changes.
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 billing rate(s). This will take effect for newly created invoices.
If multiple rates are entered, Rate A will be set as default.
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.
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 customize 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 Licenses online for new users that join your firm.
You will need LEAP - Admin Access to purchase additional LEAP User Licenses through the Subscriptions Portal.
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Once the new staff member has been assigned a license, 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.
Update a Staff Member's Billing Rate
You can set different billing 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.
You must be logged in as a LEAP Admin to make these changes.
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.
Change Your Password
If you are unable to log in due to an incorrect password, follow these steps
If you are unable to log in due to an incorrect password, follow these steps:
Open LEAP and click the Forgot password? link on the login screen.
This will launch the Reset Password window.
Enter your Username email address. Click Send me reset link.
At the prompt, click Yes to receive a password reset link via email.
Once you receive the email, click the link and enter a new password.
Return to the LEAP login screen and enter your new password.
If you are still unable to reset your password via the link, ask the firm's LEAP Admin to reset your password by following these steps
If you are still unable to reset your password via the link, ask the firm's LEAP Admin to check a licence has been assigned on the subscriptions portal. Then reset your password by following these steps:
To reset a staff member's password, click
LEAP Menu > Settings > Application Settings > Firm > under Staff > Members.
A Staff Members List will display.
In the list of Staff Members, select the user whose password needs to be changed.
In the Staff Details > General Details window, enter the new password and confirm it in the Confirm Password field.
Click Save to update the password.
Once the password is reset, you should be able to log in and regain access to LEAP.
Controlling Staff Access to LEAP Functions
To Control Staff's Access to LEAP Functions, click
LEAP Menu > Settings > Application Settings > Firm > under Staff > Members.
You must be logged in as a LEAP Admin to make these changes.
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.
Reassigning Licence from Former to New User Using the Same Username
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LEAP licenses are assigned to individual users and must not be shared. Each staff member who requires access must have their own active license.
To assign a former employee's LEAP licence to a new staff member in LEAP, using the same Username, please follow these steps:
You must be logged in to the LEAP Admin account to complete this process.
If you need to assign the same username to a new employee, do not edit the existing user’s name or details, as this can compromise LEAP records. The correct procedure is to a) update the former user’s account to release the username, b) create a new LEAP account for the new employee and c) transfer the licence from the former account.
Update the Former Employee's Username:
This step is required only if you intend to reuse the former employee’s username for the new staff member.
Go to LEAP Menu > Settings > Application Settings > Firm > Members.
Open the user profile of the former employee.
Under General Details, change the username (e.g., from example@xxxx.com to example1@xxxx.com).
Click Save to free up the username for the new hire.
Unassign the License from the Old Account:
Navigate to LEAP Menu > Settings > Application Settings
Click Firm > under Staff > Subscriptions. This will take you to the subscription portal.
Click Manage to open Manage Licenses window.
Under Manage Licenses, use the dropdown under Current Staff and switch to All Staff.
Toggle off the Assign/Unassign tab next to the former user to revoke their access.
Create a New User Profile for the new employee:
Go to LEAP Menu > Settings > Application Settings > Firm > Members.
Click Add New Staff Member in the top right corner.
Enter the required details for the new employee, including their name, email, and username (use the email address as the username).
Click Save to create the new profile.
Assign the License to the New User:
Navigate to LEAP Menu > Settings > Application Settings
Click Firm > under Staff > Subscriptions. This will take you to the subscription portal.
Click Manage to open Manage Licenses window.
Under Manage Licenses, use the dropdown under Current Staff and switch to All Staff.
Toggle onthe Assign/Unassign tab next to the new user to assign them a license.
Set Up the User’s Password for the new user:
After assigning the license, go back to the new user’s profile under General Details.
You can either create a password for the new user or click Send Email to allow them to set their own password.
This process will enable the new employee to take over the license and use the same username as the previous employee without any issues.
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.
License 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.
