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System roles

Every Tracker user is assigned a system role, which determines the system-level activities they can perform. For example, the system role determines whether a user can add or deactivate users or post invoices to any matter. System roles determine user access to information, as well as permissions for certain actions across all matters in Tracker.
The system role is distinct from the matter role. When a user is added to a matter, they are assigned a matter role, which determines their access to information for an individual matter. The system role and matter role are unrelated. For example, a user can have a system role of Company Office Administrator, but might only have a matter role of Matter Reader for a particular matter.
Only law firm users who have a system role of Firm Administrator or Firm Office Administrator can modify system roles. The Firm Office Administrator can only assign and edit system roles for users in their own office. The name of the Firm Administrator at your firm is shown in the footer of each Tracker page.
Company users, including administrators, cannot change law firm user's system roles.
To view your Tracker system role, hover over the Account icon in the left navigation. The expanded navigation pane shows your name, system role, and location.
System roles for law firm users
System role
Description
Law Firm Administrator
When a company creates a new firm account in Tracker, the 1st user for that law firm is automatically assigned the role of Firm Administrator.
A Firm Administrator can:
  • Create, edit, and turn off user accounts for the entire firm
  • Reset passwords for users
  • Edit the firm profile
  • Post invoices to any matter
Unlike the System Administrator for a company, a Firm Administrator can't access data other than financial information for all matters.
Only a user with the system role of Law Firm Administrator can assign this role.
For security reasons, law firms should have a limited number of Firm Administrators.
Firm Office Administrator
Each firm office can have a user designated as the Firm Office Administrator, and if a firm has more than 1 office, each office needs a Firm Office Administrator assigned. Users with this role can:
  • Create, edit, and turn off user accounts for that office only
  • Reset passwords for users in that office only
  • Post invoices to any matter
While the Firm Office Administrator can post invoices to any matter, the Firm Administrator can limit the Office Administrator to viewing only the invoices and attachments from that office.
Firm user + billing
This is a regular firm user who also has rights to post invoices to any matter. Typically, this system role is assigned to billing clerks. For small firms, all users might be given this role so that everyone has the ability to post invoices to all matters and to view all invoices in the system. A firm user who also has billing access can post invoices to any matter, but their other activities in Tracker are limited by their matter roles, and can vary for each matter.
3rd party biller
A third-party biller is engaged by the law firm, usually as an outside vendor, to submit invoices on behalf of the firm. A third-party biller can post invoices to any matter but does not have access to other matter information.
Firm user
This system role should be assigned to most users, such as attorneys, legal assistants, and paralegals. These users can be given access to matters and can post invoices only to the matters to which they have been granted access. Firm users do not have any system tasks or responsibilities, and their activities in Tracker are limited by their matter roles, which can vary for each matter.
System Roles across Multiple Client Databases
When you work with multiple clients, any changes to your firm's data are automatically updated in all of their systems. When you create a new user account, that user is visible in all of your clients' systems, regardless of which company database you were working in when you created the new account.
Each system role has specific access to client databases, as described in the following table:
User's system role
Effect in other clients' databases
Firm Administrator
  • Can access all client systems to perform administrative tasks and post invoices.
  • Has access to a matter only when added as a participant.
Firm Office Administrator
  • Can access client systems to post invoices (may be able to view invoices only for own office).
  • Has access to a matter only when added as a participant.
Firm User
  • Can access a client system only when added as a participant to a matter in that system.
Firm User+Billing
  • Can access all client systems only to post invoices.
  • Has access to a matter only when added as a participant.
Third-Party Biller
  • Can access all client systems only to post invoices.

This article applies to:

  • PRODUCT: Legal Tracker
  • Subject: User account
  • Audiences: Company