Team & settings

Settings has two halves: Account — yours alone — and Firm, which the firm owner and admins manage on everyone’s behalf.

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Firm settings

Settings → Firm is where firm owners manage the workspace:

• Firm details — name and basic information.
• Branding — upload your logo and set brand colors; they’re applied across the client intake and portal.

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Team

Invite colleagues from Settings → Team. Invitees receive an email with a secure link (valid for 3 days) and go through a short onboarding into your firm. Everyone in the firm shares the same workspace: all clients, intakes, documents, messages, and tasks are visible to every member, with the creating attorney shown on each record. Which attorneys are responsible for a case is a separate, explicit assignment — see Case owners.

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Member groups

Settings → Member groups lets you name a set of people once — Paralegals, the H-1B team, the front desk — and then grant that group access anywhere, instead of picking teammates one by one. Anyone with the Admin or Owner role can create and edit groups. Groups carry access where a feature accepts them: today that’s restricted case access and sharing a Desk conversation. Removing someone from a group removes their access everywhere the group was granted. Groups grant access, not ownership — case owners are always individual people.

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Case owners

Every case can have one or more owners — the attorneys responsible for it. Owners are shown wherever the case is, and the case’s updates go to them rather than to the whole firm. Three meanings of “owner” appear around a case, and they are different things:

• Case owner — the attorney(s) assigned to the case. This section. Shown with an Owner badge.
• Firm owner — the account holder who set up the firm (labelled Firm owner in the case’s people dialog).
• Case creator — whoever created the case (labelled Case creator in the case’s people dialog). The creator is made the first owner automatically, but ownership can be changed afterwards.

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Assigning owners

A case’s owners can be changed by anyone who can see the case, from two places:

1. The case header. Every case shows its owners in one control at the top of the client’s page, next to the case switcher — the owner’s name, a stack with a count, or Assign owners when nobody owns it yet, plus a lock when the case is restricted. Click it to open Who’s on this case: the case’s visibility at the top, then one row per teammate with a single role — Owner, Can view (on a Case team only case), or none. Changes save as you make them; up to ten owners per case. A case can also have no owners — the dialog says so plainly, because an unowned case sends its updates to the whole firm again.
2. When you create the case. The new-client wizard, Send another form, and the import review screen all include an Owners row above the visibility setting, with you preselected. Solo practitioners see it too. Clear every checkbox to create a case with no owner.

Owners are always people at your firm, never groups, and a maximum of ten per case. Un-assigning someone never removes their access to a restricted case — they stay on the team, just no longer as an owner. If an owner leaves the firm they drop off the case’s owner list; a case whose owners have all left behaves as unowned.

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What owners see

• Cases list — an Owners column with each case’s avatars and an Owner filter (All owners, Me, Unassigned, or any teammate). See Cases list.
• Case header and Overview — the owner stack at the top of the page and an Owners fact on the Overview tab.
• Home dashboard — the My cases widget lists the cases you own, newest activity first, with an unread badge (capped at 9+) and a “last activity” line; each row opens the case, and View all opens the Cases list already filtered to Me. It’s part of the default layout for new accounts; on a saved view of your own, add it from View options or choose Reset layout.
• Case activity widget — the newest notifications on the cases you own, one line each, with the unread count in the header. See all opens Case activity (/notifications/cases): a docket of your cases on the left (click one to narrow, ?case= in the URL) and a day-by-day ledger on the right with an unread-only switch and Mark shown as read. It sits under My cases in the default layout; add it to your own views from View options.

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Owner routing

When a case has owners, its updates — a completed questionnaire, an uploaded document, a client message, a finished packet, a hearing change, a paralegal reminder — go to the owners only. The firm owner and admins are not copied unless they own the case. A case with no owners keeps today’s behaviour and notifies the whole firm. Client messages belong to the client rather than one case, so they reach the owners of all that client’s cases — and if any of those cases is unowned, everyone at the firm. Owners also get three notifications nobody received before, delivered to the bell under the My cases notification category:

• Note added — a teammate added a note on a case you own (the author isn’t notified, and a teammate you @-mentioned gets the mention instead).
• Task completed — a task on a case you own was marked done (the person who completed it isn’t notified).
• You were made an owner — someone assigned you to a case (assigning yourself is silent).

Muting My cases in Settings → Notifications silences only those three; owner-routed case updates like documents and messages keep arriving.

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Lead form

Settings → Lead form manages your firm’s public intake form for prospective clients — the form the Leads pipeline feeds from. The hosted link works the moment your firm exists; configuration is optional polish. Every firm member can open the page, but only the firm owner or an admin can change a setting or regenerate the link — everyone else sees it read-only.

• Share your form — the hosted link, plus the embed snippet for your website (it sizes itself and forwards your page’s UTM parameters — see Share and embed).
• Form is live — the off switch. While the form is off, the hosted link and every embedded copy show the same “form no longer available” state; turn it back on any time. The settings preview keeps working while the form is off.
• Case types offered — a toggle list of your firm’s case types. “I’m not sure” is always offered on the form, regardless of what’s enabled.
• Screening questions — toggles apply per question, across every case type that asks it: switching one off removes it everywhere, and each row lists where it’s asked. Name, contact, and preferred-language questions are always asked and can’t be switched off; case types outside the five-type question bank ask only those plus a short summary.
• Languages — English, Spanish, Turkish, and Arabic can be offered, and the last remaining language can’t be removed. The acknowledgement email follows the language the prospect filled the form in.
• Intro text — an optional welcome (up to 2000 characters) shown on the first step as written, in every offered language — it is not translated. If you offer Spanish, don’t accidentally ship English intro copy to a Spanish-speaking prospect.
• Follow-up timer — in hours (1–8760, default 48) before an untouched lead resurfaces as Due. Changing it affects future timers only — existing dates keep theirs.
• Live preview — the real form, driven by your current draft (unsaved) settings, with a restart button. Nothing is saved and nothing is sent — playing with the preview never creates a lead.

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Scheduling

Settings → Scheduling publishes your booking page, defines your consultation links and their questions, sets your weekly availability and date overrides, and connects Google Calendar. See Consultations.

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Payments

Settings → Payments connects Stripe so clients can pay invoices and consultations by card or bank debit (ACH), straight into your firm’s own account. It’s also where saved charges — your standard flat fees — live. Only the firm owner can set this up. See Invoicing & payments.

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Integrations

Settings → Integrations is where you connect your own accounts in other tools. Today that’s Clio, which lets you import a matter’s documents into a review. Each lawyer connects their own Clio login. See Integrations.

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Billing & plan

Settings → Billing & plan is your firm’s Lexfill subscription. Billing is per firm, and your first 3 cases are free — after that, subscribing is what keeps you creating new cases. From here the firm owner can subscribe, open the billing portal to manage seats and payment methods, cancel, or resume. A canceling subscription keeps full access until the end of the paid period and can be resumed any time before then; a past-due payment asks for an updated payment method. Everyone else sees a note pointing them at the firm owner.

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Your profile

Settings → Profile covers your personal details and profile picture, shown across the console and in client-facing touchpoints.

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Notifications

Settings → Notifications controls what reaches you, by category — Intake, Documents, Packet, Message, Task, My cases (notes added, tasks completed, and ownership changes on cases you own; muting it doesn’t affect the case updates that already route to owners), and Consultations (a booking reserved or confirmed, sent only to its host and co-hosts). The bell in the header shows what’s new; the Notifications page keeps the last 90 days, filterable — including Cases and Consultation chips — and with an unread-only view.

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Browser notifications

Browser notifications put a desktop notification on your screen as soon as a client sends a message, even when Lexfill is in the background or its tab is closed, as long as the browser is running. They work in Chrome, Edge, Firefox and Safari on a computer. Two controls on Settings → Notifications decide whether you get them:

• This browser, at the top of the page, is for the browser you’re using right now. Turn on asks the browser for permission the first time; Turn off stops notifications here without affecting your other browsers. If you blocked the permission prompt, the row explains how to allow notifications again from the browser’s site settings.
• The Browser column turns them on or off for your account, in every browser you use. Only Client messages has a toggle there. Browser notifications follow your in-app ones: you get one when the message would appear in your bell, so a muted in-app Client messages row mutes them too, and messages routed to case owners only reach the owners. Save the change with Save changes.

Once it’s on, Send test notification sends one to this browser. If the test doesn’t appear, your computer is probably holding it back: check that its notification settings allow your browser, and that Focus or Do Not Disturb is off. If the row says it’s on here but off for your account, select Turn on for my account. Signing out, or ending the session from Settings → Security, stops notifications to that browser; sign back in and they resume. Someone else who signs in on the same browser has to turn them on for themselves.

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iPhone notifications

The Lexfill iPhone app has its own switches on the phone: on the Cases tab, tap your photo at the top right, then Notifications. They apply to that phone only:

• Message notifications turns the phone’s notifications on or off.
• Show message preview decides whether a notification shows what the client wrote.
• Court changes sends a notification when the immigration court changes a case your firm watches. Changes that land together arrive as one notification. It’s on unless you turn it off, and turning it off doesn’t affect your browser or the in-app bell, which always records court changes.

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Security

Settings → Security covers how you sign in and where you’re signed in. Lexfill is passwordless — you sign in with a secure link sent to your email, so there’s no password to manage. Anyone with access to that inbox can sign in, so protect it accordingly. On an iPhone with the Lexfill app installed, the link in the email opens the app and signs you in there. Active sessions lists every device currently signed in to your account, with browser, operating system, when the session started and its last activity. Sign out any one of them, or sign out every other device at once.

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Tasks and calendar

Beyond per-client work, the console gives your firm two cross-cutting views: a firm-wide task list and board, and a calendar of case, invoice, task and hearing deadlines.