Invite users
Adding someone to the firm is two decisions, not one: which role they hold in eFirm, and whether they get a paid seat for the AI. The two are set in different places.
The two paths
Team members are managed in two surfaces. eFirm handles roles, permissions, payroll and day-to-day management. The subscription panel handles seats and access to HAQQ Legal AI. A person who is added in one and not the other will be able to do less than you expect, and that mismatch is the most common reason a new joiner opens a support ticket in their first week.
Invite from eFirm
Go to Firm > Teams & Members and choose + Add Member. Enter their email, assign a role, and they receive an invitation with a one-time code. The role is what decides which modules they see and which records they reach inside them — Setup Roles & Permissions covers the permission matrix, record scope and field-level hiding in full.
| Field | Required | Description |
|---|---|---|
| Full name | Yes | First and last name of the team member. |
| Yes | Work email used for sign-in and notifications. | |
| Title | No | Job title, for example Senior Associate or Partner. |
| Team | No | Department or practice group assignment. |
| Earning hourly rate | No | Your cost per hour for this person. Used in profitability reports. |
| Charging hourly rate | No | The external rate per hour charged to clients when this person's time is invoiced. |
Invite from the subscription panel
After subscribing, open Team Members in the sidebar, click Invite Member, enter the email address and send. The invitee receives a link and gains access for the duration of the trial or subscription. The same panel is reachable from eFirm at Firm > Edit Workspace > Manage Subscription, and the experience is identical from either side: pick the tier for either product line, choose yearly or monthly billing, add seats and invite the team.
What the invitee receives
- From eFirm: an invitation with a one-time code.
- From the subscription panel: a link, valid for the duration of the trial or subscription.
- Either way, invitations expire. If someone cannot sign in, resend the invitation from Teams & Members and ask them to check their spam folder — an emailed code landing in spam is the usual cause.
Seats
Every active team member uses one seat, and seats are shared across both product lines: everyone in the workspace draws on the same pool whichever product they use. Current usage is shown as a count, for example 25 used out of 50 available. Owners and admins can see exact seat counts in the Team Members panel, see when each member last used their paid seat, and are alerted about paid seats nobody is using. Plan limits are enforced at the workspace level, so an invitation beyond your seat count will not quietly succeed.
AI usage is metered separately from seats. Credits sit in one workspace pool that everyone draws from — see credits and usage before sizing a plan around headcount alone.
Removing someone
Removing a member revokes their access; it does not delete their history. Their name still appears on the matters, invoices, timesheet entries and journal entries they worked on, and a removed member can no longer act in the workspace after leaving.
Onboarding a firm in one pass
- Configure the workspace first — practice areas, courts, task types, currency and tax — so new members inherit a firm that is already set up.
- Create the roles that match how you already work. Most firms build Partner, Associate and Paralegal alongside the two built-in roles.
- Invite everyone with the role they will actually hold, rather than fixing it later.
- Check the seat count against headcount, and add seats from the subscription panel if the invitations outrun the plan.
What is next
- Setup Roles & Permissions — what each role can do, and which records it can do it to.
- Manage subscription — adding seats, changing tier and billing.
- Workspace — what the team is being invited into.