This video will walk through how to set up Roles and how to Rate Assignments
Video Transcript -
In this video, we'll walk through how to set up roles and rate assignments in the system.
Roles and rate assignments let you define billing rates for specific members or member types within a matter.
Once set, these rates will automatically be applied to time entries.
By the end of this video, you'll know how to add a role group to a matter, create a custom role or rate assignment, and finally, how the system decides which rate to apply when you're entering time.
First, let's talk about role groups.
If your firm administrator has already created role groups, you can apply one directly to a matter.
From the left navigation, go to the Matters list page.
Choose a matter by clicking its name.
Once you're on the Matter Details page, click the Roles tab.
You'll see a drop down labeled Role Group.
From here, you can select a role group or choose None Custom Roles if you want to create your own.
Now this matter has a role group applied.
When a new time entry is created, the system will automatically use the default rate assignment from that role group.
Next, let's look at how to create a custom role or rate assignment.
This is where you designate a custom team and their rates that will be working on this matter.
This is helpful if you need different rates for specific team members or member types on a matter.
Go to the Matters list page.
Select a matter by clicking its name.
Click the Roles tab.
Now click Add Role Assignment.
You can choose a member type that applies the rate to everyone with that role unless a specific member is also defined.
Or you can choose a member from the drop down.
This makes the rate apply specifically to that person.
Next enter the bill rate amount.
If you check Use default rate, the system will skip this matter rate and default to client member or firm rate.
You can also set options like Pre bill reviewer.
The member is then assigned as a reviewer for new pre bills.
Pre bill approval notification.
The member will get notified once a pre bill is approved.
Notify when budget exceeded.
The member will be alerted if the matter budget is exceeded.
Finally, you can set a start date and end date if you want the assignment to apply for only a specific time.
Once you've set everything up, click Save.
You've now created a custom role or rate assignment.
Going forward, whenever time is entered on this matter, the system will automatically apply the rate you defined.
Now let's talk about rate priority.
The system always applies rates from most specific to least specific.
Here's the order it follows when you create a new time entry.
One matter rate for a specific member, 2 client rate for a specific member, Three matter rate for a member type if no specific member is defined, 4 Client rate for a member type if no specific member is defined 5.
The members default bill rate 6, the member types default bill rate 7, and finally the firm's default bill rate.
So for example, if I have a rate defined for Attorney Smith at the matter level, that rate will be used.
If not, the system will look for a client level assignment, then a member type assignment, and so on until it finds the right rate.
To summarize, use role groups if your firm has standardized roles.
Use custom assignments if you need matter specific rates.
And remember, matter level assignments always take priority over client level.
Once this concludes, this video on how to set up roles and rate assignments in the system.