Adding a Timekeeper for Law Firm in CounselLink

Determining if a Timekeeper Already Exist in CounselLink
Adding a New Timekeeper with Billable Time for a Law Form
Adding a Timekeeper to Multiple Law Firm Office Locations
Searching for a Timekeeper ID

 

Timekeepers are those people at the law firm that may have billable time for the Corporate Client.

Staff members who need access to information found in CounselLink® or may bill against a matter must have a profile in CounselLink. If a user needs to have a CounselLink login, it can be obtained through this process. After providing information about the individual, a role may be attached to that person, granting them specific permissions within the application.

 Determining if a Timekeeper Already Exist in CounselLink

The individual with the Admin or Partner role should take the following steps to determine if the timekeeper is already in CounselLink:

1. Click Profiles tab.
2. Click Timekeepers Tab in center of page.
3. Type last name in enter keywords field.
4. Click Search.

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 Adding a New Timekeeper with Billable Time for a Law Firm

Take the following steps to add timekeepers that have billable time for the Law Firm:

Note: Check to see if the timekeeper already exists in CounselLink before creating a new timekeeper.

1. Click the office name under Offices.
2. Click Add User under the Office Staff section.
3. Complete the following mandatory fields:
   • First Name
   • Last Name
   • Title
     Note: Profiles can only include one title. A second profile is created for an additional title.
   • Work in Office
   • Practicing Attorney (Yes/No)
   • Activate Login (Yes/No)
   • Main Office
   • Preferred Currency
   • Timekeeper Level
   • Primary Timekeeper ID (along with any additional TK IDs under the Additonal Timekeeper ID section)
   • Short Date Format
   • Long Date Format
   • Digits in a Group
   • Digit Grouping Symbol
   • Decimal Symbol
   • Time Format
   • Time Zone
   • Negative Currency Format
   • Currency Symbol Placement
   • Display Currency ISO Code
4. Click Save.
   • If the new timekeeper is an attorney, you are taken to the Assign User Roles page to choose what roles you want to assign to the timekeeper.  Once finished, click Save. Attorneys must have the Practicing Attorney role but can also have additional roles, if needed. 
   • If the timekeeper is a non attorney, you are taken back to the Law Office Profile.  Follow the steps in  Edit Law Firm User Role on CounselLink to grant roles to a non attorney timekeeper.  A timekeeper must have a role to be visible in an office.
   • If the law firm is a Registry law firm, and you are entering an attorney, the next page prompts you for school information on the attorney. Enter the information and click Save.
   • If you are entering timekeepers for a private client, change the CounselLink Group from Registry to Private so you can save without entering school and insurance information. Review Registration Process for Registry Law Firms in CounselLink for assistance.
5. Continue to add timekeepers, as needed.

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 Adding a Timekeeper to Multiple Law Firm Office Locations

If the firm has multiple offices, some timekeepers may need to be set roles for more than 1 office. Add a timekeeper 1 time to the CounselLink^® service, and give roles in the other offices that the law firm wants them to be visible in. The timekeeper needs a role in the office to be visible in the office. For example, an attorney has the Practicing Attorney role and a non-attorney would have the Document Admin role, because this role does not get emails. The only office a timekeeper is visible in without a role is the office that you add them to. You can add timekeepers who are visible in an office to the fee offer for that office.

If there is not an Admin in any of the offices involved; the new user needs to have a new profile set up with a separate ID and password.

Note: The Admin role is required in all offices involved, the office the user is listed in, and the office they need to be added to in order to add someone new to the office.

Take the following steps to add a timekeeper to multiple office locations:

1. Click the Office Name where the timekeeper needs to be visible under Offices on the Home page.
2. Click the name of the individual that needs changed or a role added in the Office Staff section. If the individual is not in the list, proceed to step 3.
3. Click Edit Roles under the Roles in Firm/Office section, or click the Edit Roles link in QuickLinks.
4. Select the timekeepers that you want to be visible in the office on the Assign User Roles page.
   Note: You give the Practicing Attorney role to attorneys and the Document Administrator role to non attorneys. You select the Document Administrator role because this role does not get emails.
5. Click Save.
6. Verify whether you have to add the timekeeper to a fee offer.

Take the following steps to add the timekeeper to multiple locations without roles in the CounselLink service if the caller does not want to assign the Document Admin role to the timekeeper:

1. Click Edit Roles at the top of the office list to open the Assign Office Roles list of the office that you want to add the new timekeeper profile to.
2. Apply Document Admin role to the timekeeper profiles that should appear in the new office.
3. Click Save.
4. Click Edit Roles at the top of the office list to open the Assign Office Roles list.
5. Clear the Document Admin that you just added to the timekeeper profiles.
6. Click Save.
   Note: The timekeeper's profiles should now remain on the office list without a role in that office.

 

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 Searching for a Timekeeper ID

Take the following steps to search for a Timekeeper ID: 

1. Select an Office under Offices in the Profiles Pane.
   Note: You may have to continue to go through each office before you can find the Timekeeper ID.
2. Select any name under Office Staff.
3. Click Edit for the Law Firm Individual Profile.
4. Click View Timekeeper ID in the Timekeeper Information area.
5. Click Timekeeper ID tab:
   Note: This will put the Timekeeper IDs in numerical order
6. Change Results per Page to 100
7. Click Forward arrow to go through your results to locate the Timekeeper ID.

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