Who this is for: Account Owners and Administrators managing multiple users

This guide walks you through everything you need to manage your team on Law Cyborg, including inviting new members, assigning licenses and practice areas, adjusting user permissions, and creating non-paying admin accounts for practice managers or IT staff.

Whether you're adding your first team member or managing a full firm's access, this comprehensive guide covers all aspects of team administration.

Before you start adding team members, it's helpful to understand Law Cyborg's three permission levels:

Tip: While there can only be one owner per account, ownership can be manually transferred from the original account creator in account settings.

1. Click your profile icon in the bottom-left corner of the Law Cyborg app while logged-in

2. Select Account from the dropdown menu

3. Under the "Users" section, click Manage

Click the Add User button in the Users management panel.

1. Email address: Enter the email address of the team member you want to invite

2. Select plan: Choose between Essential Plan or Elite Plan for this user

Note: You can assign different plans to different users based on their needs. Learn about the difference between Essential and Elite plans

1. Click Select practice area

2. Choose one or more practice areas from the list (each practice area is $9/month)

3. Or select the All Practice Area Bundle ($99/month for all 30 areas)

Note: Each user can have their own custom configuration of practice areas.

To invite multiple team members at once:

1. Click Add to add another user entry

2. Repeat steps 3-4 for each additional user

3. Each user can have completely different plan and practice area configurations

1. Review the summary at the bottom showing:

• Total additional cost per month

• How many licenses will be assigned from your existing unused licenses

• How many new licenses will be purchased

2. Click Submit to send email invitations to all new users

Important: New users will receive an email invitation prompting them to create their password and activate their account. If a new user does not receive this email invitation, make sure that they check their spam or email quarantine.

Once you have team members, you may need to adjust their access, reassign licenses, or change their permissions.

1. In the Users management panel, find the user you want to edit

2. Click the pencil/edit icon beside their name

3. In the editing panel, you can:

• ✅ Add new practice areas by checking available options

• ❌ Remove practice areas by unchecking them

• 🔄 Change their plan (Essential or Elite)

• ❌ Remove their plan entirely (see Non-Paying Admin Section below)

4. Click Save to apply changes

Tip: When you unassign a license from one user, it becomes available to assign to another user without additional cost. If you wish to remove the license from your account entirely, make sure to remove it from the Purchase Licenses menu under Products & Billing settings.

Law Cyborg uses a license pool system:

• Purchased licenses: Total licenses you've bought through Products & Billing

• Assigned licenses: Licenses currently allocated to specific users

• Available licenses: Purchased but not yet assigned (shown in Users panel)

When you invite new users, Law Cyborg automatically uses available licenses first before adding new charges to your subscription.

If you're a practice manager, IT administrator, or billing contact who needs oversight of your firm's Law Cyborg subscriptions without needing access to the research tools themselves, you can create a non-paying "observer" account.

• Practice managers who handle billing but don't conduct research themselves

• IT staff managing software access

• Billing contacts who need visibility into subscriptions

• Compliance officers overseeing tool usage

1. Follow the normal invitation process (Section 1)

2. At step 3, do not select a plan for this user

3. Submit the invitation

4. The user will have access to account management but no tool access

1. Go to Users management panel

2. Click the edit icon beside the user's name

3. Click the X icon next to their plan to remove it

4. Click Save

Important: The user will immediately lose access to all Law Cyborg research tools but will retain their account, login credentials, and admin permissions (if they had them).

✅ Can access:

• User management (if Admin or Owner)

• Billing & subscription information (if Owner)

• Account settings (if Owner)

• Support contact information

❌ Cannot access:

• AI research tools

• Practice area databases

• Chat history

• Document uploader

• Depreciation rate finder (NZ only)

When you remove licenses from a user, they become available for reassignment but are still part of your subscription (you're still paying for them).

To completely remove licenses from your account and stop paying for them:

1. First, unassign them from users (as described above)

2. Go to Account > Products & Billing > Purchase Licenses

3. Reduce the quantity of the license type you want to remove

4. Click Continue once finished to save your changes

This will remove them from your billing going forward. The total provided at the bottom of the Purchase Licenses menu reflects the total you will be charged for your account's subscription each month.

Note: If you have unassigned licenses associated with your account, this will be indicated by a warning in your account settings.

If you need to change the permission level of a user or transfer account ownership entirely:

1. Go to Users management panel

2. Click the edit icon beside the user

3. Find the Permissions dropdown

4. Change from User to Admin

5. Click Save

The user can now manage other users and their licenses (but cannot change billing or organisation settings).

If you need to transfer full ownership of the account to another user (for example, if you're leaving the firm or changing roles):

Important: This action transfers all control to the new owner. You cannot undo this yourself—only the new owner can transfer it back.

1. Go to the Users management panel

2. Click the edit icon beside the user you want to make the new owner

3. In the Permissions dropdown, select Owner

4. A confirmation dialog will appear explaining the implications

5. Click Transfer to confirm

After following this guide:

✅ Your new team members will receive email invitations

✅ They'll create passwords and gain immediate access to their assigned tools

✅ You can track license usage in the Users panel

✅ Billing will automatically adjust to reflect your team configuration

1. Set up organisation-wide settings like chat history and report functionality (Learn how)

2. Review the Purchase Licenses panel to ensure that your monthly subscription cost is as expected

• check their spam/junk folder or email quarantine

• Verify the email address was entered correctly

• Resend the invitation from Users > Edit User > Resend Invitation

• If still not received, contact support

• Verify the practice area is checked in their user profile (Users > Edit)

• The user may need to log back out and back in

• Check that the license was succesfully assigned

• Contact support if the practice area still doesn't appear

• No problem! Go to Users > Edit User

• Reassign their plan and practice areas

• Click Save—they'll regain access immediately

• Note: Their chat history and past work is preserved

A: Yes! Each user can have a completely customised set of practice areas. Assign only what each person needs for their role.

A: Removing a user deletes their account entirely. Making them a non-paying admin keeps their account and admin access but removes tool access. Choose non-paying admin if they need to manage billing or users but don't need research tools.

A: No, there can only be one Owner per account. However, you can have unlimited Admins who can manage users and licenses. If you need to change who the Owner is, use the Transfer Ownership feature.

A: If you have unused licenses available, new users are assigned those at no additional cost. If you need to purchase new licenses, your subscription adjusts and you're billed prorated for the current period on your next invoice, then the full amount on future invoices.

A: Their chat history remains in the system. However, if you delete their account entirely (not just remove licenses), their data is permanently removed.

A: No. Each user's chat history, questions, and research are completely private. Only the individual user can see their own chat history.

(Exception: If they use the "Report Answer" function, then our support team can view that specific reported conversation. Otherwise, all answers and questions are encrypted at-rest and in-transit.)