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.
A Staff Members List will display.
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.
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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 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, go to the LEAP Subscriptions Portal to enable/disable this user. You can do this at Step 7 below.
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.
You will now need to enable the staff member by assigning them a license via the Subscriptions Portal.
LEAP – Admin Access can also be enabled for the specific member. For information on Managing Assigned Licenses, please see our article Application Settings - Staff Subscriptions.
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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.
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 the details in the General Details tab.
User's general details such as their initials in LEAP profile 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.
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.
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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.
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.
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.
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 License from Former to New User
To Assign a Former Employee's LEAP Licence to a New Staff Member in LEAP:
You will need to log in to the LEAP Admin account to follow this process.
If you wish to reuse the same username for the new employee, start by changing the former employee’s Username. LEAP recommends against editing the name and other details of an existing account as this can interfere with LEAP records. The preferred procedure is to create a new LEAP account and transfer the LEAP licence over.
Update the Former Employee's Username:
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 > Firm > Members.
Open the user profile again.
Under Access and Permissions, click the link that says Go to this site to enable/disable user (under LEAP Standard Access). This will take you to the subscription portal.
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:
Return to the newly created user account.
Click on Access and Permissions.
Click the blue link to enable users, which will direct you to the subscription portal.
Under Manage Licenses, toggle on Assign/Unassign tab next to the new user.
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.
Staff Name is Missing from the Staff List
If your name is missing from the Staff List in the New Time Entry Column or from Matters, and you encounter one of the error messages below, the issue may be related to your user profile.
User profile errors:
LEAP cannot load staff record.
LEAP cannot find main configuration file.
No staff record found.
Your initials do not display in the Staff Column next to documents in the Correspondence window.
To resolve this issue, you will need access to the Application Settings window in LEAP.
If you do not have LEAP Admin access, please contact your firm's LEAP Admin to perform the following action:
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 name of the Staff Member whose profile you wish to edit > General Details and add a dot (.) in front of the Name.
Save the change.
Reopen the user's profile, remove the dot (.) and Save again.
On the affected device, log out of LEAP and then log back in to check if the issue is resolved.
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.
