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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Types of Staff Members in LEAP:

Non-LEAP Users (Listed Staff): Staff members who are included in the Staff Members List but do not have access to LEAP. This ensures a complete and accurate directory of all personnel within the firm.
LEAP – Standard Access: Staff members who have access to LEAP and use features relevant to their role within the firm.
LEAP – Admin Access: Staff members with administrative permissions, responsible for managing LEAP users and controlling access to LEAP features and functions.

Add a New Staff Member

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You must be a LEAP Admin to create new Staff Members.

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It is best practice to create a new profile for each new staff member rather than reusing or renaming an inactive staff profile. This ensures that the LEAP Help Centre account name and email address remain accurate, and helps maintain the integrity of reporting data within LEAP.

To add a new staff member (fee earner) in LEAP:

Click Firm > under Staff > Members.

The Staff Members List will display.
Click New Staff.
Enter the required details in the General Details tab. Required details will be marked with an asterisk (*).
- 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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The following errors may occur if the email address is not unique:
- Error creating user
- Username is already taken
To check existing usernames, go to LEAP Menu > Reports > Management > Staff Details, then search for any username that matches the one you’re trying to create.

If an identical username already exists in the list, the new username cannot be activated using the 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.
Ensure the LEAP - Standard Access option is toggled on. This will assign the new staff member a 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.

Click on the link Go to this site to enable/disable user to open the Subscription Portal. Then, click Manage and use the Assign/Unassign toggle next to the staff member’s name to assign the licence.

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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 Multi-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

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

To edit staff member's details:

Click Firm > under Staff > Members.

The 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.

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.
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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.
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 Multi-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
- Qualifications
- 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 Multi-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 (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:

Click Firm > under Staff > Members.

The 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.

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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 LEAP Access

It is possible to control how staff members can access LEAP. To manage the way's a staff member can access LEAP, follow the instructions provided below:

Click Firm > under Staff > Members.

The Staff Members List will display.
Click the name of the Staff Member who would like to manage LEAP access for.
Click the Access & Permissions tab.
Scroll down to LEAP Access.
Toggle the switch on to grant the staff member access to:
- Mobile Access - The staff member will be able to access LEAP via the Mobile app. When toggled off, the app can only be used as the LEAP Authenticator.
- Web Access - The staff member will be able to access LEAP Web
- Desktop Access - The staff member will be to access LEAP Desktop.
Click Save.

Controlling Staff Access to LEAP Functions

To control a staff member's access to specific functions/features within LEAP, please follow the steps below:

Click Firm > under Staff > Members.

The Staff Members List will display.
Click the name of the Staff Member who would like to manage access to specific features in LEAP.
Click the Access & Permissions tab > click 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 Security 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.

View Staff Member's Login History

A History tab has been added to the Staff Details window. The History window shows an audit log of that user’s login/logout activity.

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Only LEAP Admin users can access the History tab to view their own login history as well as that of other staff members.

To access the History tab:

Click Firm > under Staff > Members.

The Staff Members List will display.
Select the user from the Staff List.
Select the History tab.
Select the Start date for which you would like to view the login history.

The Login History window displays the following:

Event: Login/Logout
When: Login Date/Time
App: Application used
From: IP Address of user

The results can be sorted by most recent login first by clicking the When column heading.

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To export a .csv copy of the login history, select a Start Date and click Export at the top of the window. For example, selecting 1 July will export all login history from 1 July to the current date.

Assign Admin Access to a Staff Member

To provide Admin Access to a staff member in LEAP, follow these steps:

Click Firm > under Staff > Members.

The Staff Members List will display.
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.
Click Save.

Remove a Staff Member

To remove and deactivate a staff member in LEAP:

Click Firm > under Staff > Members.

The 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 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.

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

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

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The Current Staff setting is controlled by clicking the Staff Name > under Access & Permissions tab > 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

29/07/2026 8:57 am

Title

Application Settings - Staff Members

URL Name

Adding-a-new-staff-member

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