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.
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. |
Enter Your Email
Navigate to auth.haqq.ai. Enter your email address on the login/registration screen.
Verify with OTP
Receive a one-time password (OTP) via email. Enter the 6-digit code to verify your identity.
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 |
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
| Module | View | Create | Edit | Delete |
|---|---|---|---|---|
| Matters | ||||
| Tasks | ||||
| Financial | ||||
| HR | ||||
| Settings |
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 |
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
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.