Who this is for: Account Owners and Administrators managing multiple users.
Overview
This guide walks you through everything you need to manage your team on Law Cyborg, including inviting new members, assigning licences and practice areas, adjusting user permissions, and creating non-paying admin accounts for practice managers or IT staff.
Whether you’re adding your first team member or managing a full firm’s access, this comprehensive guide covers all aspects of team administration.
Section 1: Understanding user roles
Before you start adding team members, it’s helpful to understand Law Cyborg’s three permission levels:
Role | Who | What they can do |
Owner | Original account creator (one per account) | Full control: manage all users, billing, settings for entire organisation |
Admin | Designated by Owner | Manage users and their licences (cannot change billing or organisation-wide settings) |
User | Standard team member | Access Law Cyborg tools based on their assigned plan and practice areas |
Tip: While there can only be one owner per account, ownership can be manually transferred from the original account creator in account settings or by contacting Support.
You can find out more about User Roles in our other articles.
To invite new team members, view our article Adding New Team Members to Your Account.
Section 2: Managing existing users
Once you have team members, you may need to adjust their access, reassign licences, or change their permissions.
Editing a user’s licences
In the Users management panel, find the user you want to edit.
Click the pencil/edit icon beside their name.
In the editing panel, you can:
Add new practice areas by checking available options
Remove practice areas by unchecking them
Change their plan (Essential or Elite)
Remove their plan entirely (see Non-Paying Admin section below)
Click Save to apply changes.
Tip: When you unassign a licence from one user, it becomes available to assign to another user without additional cost. If you wish to remove the licence from your account entirely, make sure to remove it from the Purchase Licenses menu under Products & Billing settings.
Understanding available vs assigned licences
Law Cyborg uses a licence pool system:
Purchased licences: Total licences you’ve bought through Products & Billing
Assigned licences: Licences currently allocated to specific users
Available licences: Purchased but not yet assigned (shown in Users panel)
When you invite new users, Law Cyborg automatically uses available licences first before adding new charges to your subscription.
Section 3: Creating non-paying admin accounts
If you’re a practice manager, IT administrator, or billing contact who needs oversight of your firm’s Law Cyborg subscriptions without needing access to the research tools themselves, you can create a non-paying “observer” account.
Use cases for non-paying admins
Practice managers who handle billing but don’t conduct research themselves
IT staff managing software access
Billing contacts who need visibility into subscriptions
Compliance officers overseeing tool usage
How to convert a user to non-paying admin
Option A: When inviting a new user
Follow the normal invitation process (Section 1).
At step 3, do not select a plan for this user.
Submit the invitation.
The user will have access to account management but no tool access.
Option B: Converting an existing user
Go to the Users management panel.
Click the edit icon beside the user’s name.
Click the X icon next to their plan to remove it.
Click Save.
Important: The user will immediately lose access to all Law Cyborg research tools but will retain their account, login credentials, and admin permissions (if they had them).
What non-paying admins can access
Can access:
User management (if Admin or Owner)
Billing & subscription information (if Owner)
Account settings (if Owner)
Support contact information
Cannot access:
AI research tools
Practice area databases
Chat history
Document uploader
Depreciation Rate Finder (NZ only)
Removing licences from your subscription
When you remove licences from a user, they become available for reassignment but are still part of your subscription (you’re still paying for them).
To completely remove licences from your account and stop paying for them:
First, unassign them from users (as described above).
Go to Account > Products & Billing > Purchase Licenses.
Reduce the quantity of the licence type you want to remove.
Click Continue once finished to save your changes.
This will remove them from your billing going forward. The total provided at the bottom of the Purchase Licenses menu reflects the total you will be charged for your account’s subscription each month.
Note: If you have unassigned licences associated with your account, this will be indicated by a warning in your account settings.
Section 4: Changing user permissions
If you need to change the permission level of a user or transfer account ownership entirely:
Making a user an Admin
Go to the Users management panel.
Click the edit icon beside the user.
Find the Permissions dropdown.
Change from User to Admin.
Click Save.
The user can now manage other users and their licences (but cannot change billing or organisation settings).
Transferring ownership
If you need to transfer full ownership of the account to another user (for example, if you’re leaving the firm or changing roles):
Important: This action transfers all control to the new owner. You cannot undo this yourself—only the new owner can transfer it back.
Go to the Users management panel.
Click the edit icon beside the user you want to make the new owner.
In the Permissions dropdown, select Owner.
A confirmation dialog will appear explaining the implications.
Click Transfer to confirm.
What happens next
After following this guide:
Your new team members will receive email invitations.
They’ll create passwords and gain immediate access to their assigned tools.
You can track licence usage in the Users panel.
Billing will automatically adjust to reflect your team configuration.
Suggested next steps
Set up organisation-wide settings like chat history and report functionality.
Review the Purchase Licenses panel to ensure that your monthly subscription cost is as expected.
Troubleshooting
Problem: New user didn’t receive invitation email
Solution:
Check their spam/junk folder or email quarantine.
Verify the email address was entered correctly.
Resend the invitation from Users > Edit User > Resend Invitation.
If still not received, contact support.
Problem: User can’t access a practice area I assigned
Solution:
Verify the practice area is checked in their user profile (Users > Edit).
The user may need to log out and back in.
Check that the licence was successfully assigned.
If the practice area still doesn’t appear, contact support.
Problem: I accidentally removed a user’s licences
Solution:
No problem! Go to Users > Edit User.
Reassign their plan and practice areas.
Click Save—they’ll regain access immediately.
Note: Their chat history and past work is preserved.
Frequently asked questions
Q: Can I assign different practice areas to different team members?
A: Yes! Each user can have a completely customised set of practice areas. Assign only what each person needs for their role.
Q: What’s the difference between removing a user and making them a non-paying admin?
A: Removing a user deletes their account entirely. Making them a non-paying admin keeps their account and admin access but removes tool access. Choose non-paying admin if they need to manage billing or users but don’t need research tools.
Q: Can I have multiple Owners?
A: No, there can only be one Owner per account. However, you can have unlimited Admins who can manage users and licences. If you need to change who the Owner is, use the Transfer Ownership feature.
Q: Do I pay immediately when I invite new users?
A: If you have unused licences available, new users are assigned those at no additional cost. If you need to purchase new licences, your subscription adjusts and you’re billed prorated for the current period on your next invoice, then the full amount on future invoices.
Q: What happens to a user’s chat history if I remove their access?
A: Their chat history remains in the system. However, if you delete their account entirely (not just remove licences), their data is permanently removed.
Q: Can users see other users’ chat history or work?
A: No. Each user’s chat history, questions, and research are completely private. Only the individual user can see their own chat history.
(Exception: If they use the “Report Answer” function, then our support team can view that specific reported conversation. Otherwise, all answers and questions are encrypted at-rest and in-transit.)