Team Assembly: How to Invite Staff and Assign Roles

As a SAN / Principal Partner or Practice Manager, you hold the keys to the firm. This guide will walk you through the secure onboarding pipeline for your associates, paralegals, and administrative staff.

Prerequisites: Configure Your Mail Desk

Before sending your first invitation, LexOS needs to know how to route your firm's emails.

1. Navigate to System Administration -> Email Settings.
2. Enter your firm’s dedicated SMTP credentials.
3. Save the configuration. All platform emails (invitations, invoice receipts, and client updates) will now be sent directly from your firm's official domain, ensuring maximum professionalism and deliverability.

Step 1: Access the Invitation Hub

Once your email is configured, look at the main navigation sidebar on the left side of your dashboard. Scroll down to the Firm Management group and click on Pending Invites.

Step 2: Draft the Invitation

On the Pending Invites page, you will see a history of any pending or accepted invitations.

1. Click the New Team Invitation button (usually located at the top right of the table).
2. Email Address: Enter the staff member's official work email.
3. Assigned Role: Click the dropdown to select their security clearance. LexOS comes pre-configured with industry-standard roles ranging from Senior Associate (who can create and manage cases) down to Filing Officer or Intern (who have strictly view-only or restricted document access).
4. Click Save & Send.

The system will instantly generate a cryptographically secure token and dispatch a branded welcome email to the staff member.

Step 3: The Staff Activation Experience

When your team member opens their email, they will see a secure link to join your specific firm.

1. Clicking the link takes them to the LexOS Activation Portal.
2. Their email address will be pre-locked to the form to prevent token sharing.
3. They will enter their Full Legal Name and create a secure Password.
4. Upon clicking Activate Account & Enter Vault, the system officially provisions their workspace, attaches their specific permissions, and drops them seamlessly into your firm's dashboard.

Step 4: Managing Your Active Directory

Once a staff member accepts their invite, they move from "Pending Invites" to the Staff Directory. Navigate to Firm Management -> Staff Directory to view your entire active roster.

Here, you maintain absolute command over your infrastructure:

• Verify Roles: See at a glance who holds which title.
• Monitor Access: Check the "Last Seen" timestamp to track platform usage.
• Instant Revocation: If a lawyer or staff member leaves the firm, simply click the Edit button next to their name and toggle their Account Active switch to Off. This instantly severs their connection to the Vault, locking them out of the system without deleting their historical case logs.

If you prefer not to use the self-service registration, our Fouchix Nexus deployment engineers can handle the entire setup, data migration, and staff onboarding for you.