Account Setup, Roles, and Permissions
Set up your HAQQ firm account - configure roles, assign permissions, and control who accesses what across your legal practice.
What Is a Workspace?
A workspace is your firm's private environment inside HAQQ. It contains all of your firm's data: matters, contacts, documents, financial records, timesheets, and settings. Every person who uses your firm's HAQQ instance is a member of your workspace.
A single HAQQ account can belong to multiple workspaces. This is common for firms with offices in different countries, consultants who serve multiple clients, or organizations that maintain separate demo and production environments. Each workspace is fully isolated - data does not cross between workspaces.
- Members, roles, team structure, and targets are managed here. Removing someone revokes access but leaves their name on the matters, invoices, and time entries they worked on.
- Permissions attach to roles, not to people. Change the role and everyone holding it changes with it.
- Two roles are built in; the rest are the firm's own. Most firms create Partner, Associate, and Paralegal to match how they already work.
- Each role is granted module by module. An associate can have full run of matters and tasks while seeing nothing in Financial beyond a read-only view.
- Approve exists only on Financial. It is the control that separates raising an invoice from posting it.
Workspace Plan Elements
| Element | What It Controls |
|---|---|
| Seats | The maximum number of team members who can be active in the workspace. Example: 25 used out of 50 available. |
| Plan Tier | The feature set available. Plan tiers include Purple (premium) and Silver. The plan badge appears next to the workspace name. |
| AI Token Budget | Each user gets a daily token allocation (~2M tokens/day) and a monthly allocation (~40M tokens/month) for Justinian AI usage. |
| Billing Cycle | Monthly or annual. Renewal date and start date are visible in the subscription management panel. |
Creating Your Account
1
Enter Your Email
Navigate to chat.haqq.ai. Enter your email address on the login/registration screen.
2
Verify with OTP
Receive a one-time password (OTP) via email. Enter the 6-digit code to verify your identity.
3
Set Up Your Workspace
If it's your first time, the system creates your account and prompts you to configure your workspace name, firm details, timezone, default currency, tax rate, and billing profile.
First-Time Workspace Setup
| Setting | Where to Configure | Purpose |
|---|---|---|
| Workspace Name | Account Hub > Create Workspace | Display name for your workspace (e.g., "BLK Partners | Beirut") |
| Firm Name | eFirm > Settings > Edit Workspace | Legal entity name that appears on invoices and official documents |
| Default Currency | eFirm > Settings > Edit Workspace | Base currency for all financial transactions (e.g., USD, AED) |
| Default Tax Rate | eFirm > Settings > Edit Workspace | Default tax rate (%). Can be overridden per transaction. |
| Timezone | eFirm > Settings > Edit Workspace | Controls all date/time displays across the platform. |
| Billing Profile | eFirm > Settings > Financial > Billing Profile | Company name, address, contact for invoices |
Organization - Members
AlphaCorp Industries
Organization · 4 members
John Smith
CEO
Lisa Chen
GC
Omar Al-Farsi
CFO
Sarah Williams
VP Legal
Inviting Team Members
NavigateFirm > Teams & Members > + Add Member
Team members are managed in two places: eFirm (for roles, permissions, payroll, and day-to-day management) and Justinian Settings (for AI seat allocation). Enter their email, assign a role, and they receive an OTP invitation.
Member Profile Fields
| Field | Required | Description |
|---|---|---|
| Full Name | Yes | First and last name of the team member. |
| Yes | Work email used for login and notifications. | |
| Title | No | Job title (e.g., Senior Associate, Partner). |
| Team | No | Department or practice group assignment. |
| Earning Hourly Rate | No | Your cost per hour for this person. Used in profitability reports. |
| Charging Hourly Rate | No | The external billing rate per hour charged to clients when this person's time is invoiced. |
Tip
The Earning Hourly Rate is your cost. The Charging Hourly Rate is what you bill the client. The difference is your margin. Reports like Time Keeper and Utilization Rate use these rates to calculate profitability.
Roles & Permissions
| Module | View | Create | Edit | Delete |
|---|---|---|---|---|
| Matters | ||||
| Tasks | ||||
| Financial | ||||
| HR | ||||
| Settings |
Roles and Permissions
NavigateFirm > Teams & Members > Roles & Permissions
The system comes with built-in roles (SUPER ADMIN, User). Create custom roles by clicking "+ Add Role." Each role has granular permissions organized by module.
Permission Modules
| Module | Permissions Available |
|---|---|
| Dashboard | View |
| Legal Matters | View, Create, Edit, Delete, Export |
| Tasks | View, Create, Edit, Delete, Export |
| Hearings | View, Create, Edit, Delete, Export |
| Calendar | View, Create, Edit, Delete |
| Documents | View, Create, Edit, Delete, Export |
| Financial | View, Create, Edit, Delete, Export, Approve |
| HR Module | View, Create, Edit, Delete |
| Contacts | View, Create, Edit, Delete, Export |
| Leads | View, Create, Edit, Delete, Export |
| KYC | View, Create, Edit, Delete |
| Settings | View, Edit |
Record Scope: Who Sees Which Records
NavigateFirm > Teams & Members > Roles & Permissions > (module)
The permissions above decide what a role can do. A second setting on the same screen decides which records it can do it to. The two combine: a role can hold Edit on Legal Matters and still only ever reach its own matters.
Record Scope Levels
| Level | What the role reaches | Typical use |
|---|---|---|
| Full access | Every record in the module, firm-wide. | Managing partner, office manager, finance lead. |
| View only | Every record, read-only. No create, edit, or delete. | Auditor, of-counsel, a partner who should see but not alter. |
| On records | Only records the user is related to — assigned matters, their own timesheet entries, their own expenses. | Associates and paralegals in a firm where people should not see each other's work. |
Tip
Scope is set per module, not per person, so one role can be firm-wide on Calendar and On records on Financial. Set it on the role, then apply it to the group that role belongs to — you are not editing people one at a time.
Scenario
Associates should not see each other's time
A firm bills by the hour and does not want associates comparing each other's timesheets, or seeing what the partners logged.
Steps
Open Roles & Permissions and select the role the associates hold. Find the Timesheet module and set its scope to On records. Save with Update role.
Result: Each associate opens the timesheet list and sees only entries assigned to them. Partners on a Full access role still see everything, and firm-wide reports are unaffected.
Important
Approval is a separate permission from creation, and it is worth splitting them. If one person holds both Create and Approve on Financial, they can approve their own expenses. Give Approve to the reviewing role only, so an expense always passes through a second pair of hands.
Hiding Individual Fields
NavigateFirm > Settings > Roles & Permissions > Chart of Accounts
Scope controls which records a role reaches. Field visibility goes one level finer and controls which columns it sees inside them. The clearest case is money: monetary amounts on the Chart of Accounts can be hidden for a role, so it can still navigate the account structure and file against the right account without seeing the firm's balances.
Tip
Set the field to hidden, then Update role. Do it on the group that role belongs to rather than on an admin account — an administrator hiding the amounts from themselves is the usual reason this looks like it has not worked.
Seat Management
Your HAQQ subscription includes a set number of seats. Each active team member uses one seat. The Account Hub shows current usage (e.g., "25 used out of 50 available"). Add seats from the subscription management panel.
Important
Removing a member does not delete their historical data. Their name still appears on matters, invoices, timesheet entries, and journal entries. Data integrity is preserved. Only their active access is revoked.
Interface Preferences
Visible
Dashboard
Matters
Contacts
Tasks
Calendar
Hearings
View More
Documents
Financial
Hidden
HR Module
Three Connected Interfaces
HAQQ operates across three interfaces that share the same account. The Account Hub (auth.haqq.ai) is for subscriptions, workspaces, and team management. eFirm (efirm.haqq.ai) is the practice management platform for daily work. Justinian (chat.haqq.ai) is the AI assistant. Changes in one are reflected immediately in the others.
Scenario
Onboarding a 15-person Dubai firm
A firm with 3 partners, 7 associates, 2 paralegals, 2 admin staff, and 1 finance manager needs to get set up.
Steps
Create workspace > configure Global Configurations (practice areas, courts, task types) > set up roles (Partner, Associate, Paralegal, Admin, Finance) > invite all 15 members with appropriate roles > configure financial settings (AED base currency, 5% VAT) > connect Microsoft 365.
Result: Entire team operational in under an hour. Each person logs in with OTP, sees only the modules relevant to their role, and can start working immediately.
Scenario
Expanding for a temporary mandate
A firm just won a large mandate and needs to bring on 5 contract lawyers for 3 months.
Steps
Account Hub > Add 5 seats > create "Contract Lawyer" role (limited to assigned matters, no financial access) > invite all 5.
Result: Temporary team operational same day. When mandate ends, remove them to free seats.
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| Can't find Approve button on invoice | Your role lacks Financial Controller permission | Ask admin to enable Approve permission in Roles & Permissions > Financial |
| Invited member can't log in | OTP email went to spam or invitation expired | Resend invitation from Teams & Members. Ask member to check spam folder. |
| Can't see a colleague's calendar | Calendar permissions set to Restrictive mode | Admin: Firm > Edit Workspace > Permission for Calendar View > adjust setting |
| Token usage shows zero despite heavy use | Viewing the wrong workspace's token counter | Switch to the correct workspace from the workspace dropdown |
| Seat count doesn't match active members | Removed members may still hold seats if not fully deactivated | Account Hub > Team > verify each member's status |
Summary
Create your workspace, invite your team, assign granular permissions, and manage seats - all from one account that connects eFirm, Justinian, and the Account Hub.