Setting up new staff members

Congratulations, you have a new staff member! To get them started on InTouch:

1. Add the new staff member to InTouch

   Note

   Each staff member should have their own login.

2. Set their roles & permissions. They start with everyday permissions only
3. Ensure they have the Outlook plugin
4. Ensure they have the Word plugin
5. Pin InTouch to their Task Bar

Tip

The following training videos are perfect for new starters:

Setting Up An InTouch Account
Using InTouch

Adding a new staff member to InTouch

1. Navigate to Settings > Staff
2. Select + Add Staff Member
3. Provide their forename, surname and email address
4. Create

InTouch sends them a welcome email, in your firm’s name, with a link to set a password.

If the email address already has an InTouch login that doesn’t belong to another firm, that login is added to your firm and keeps its own name and contact details. If they have already set a password, they are emailed to say they have been added and can sign in with it, rather than sent the welcome email. An email address registered to another firm can’t be added; the message tells you to contact support.

You will then be redirected to their new user profile where you can provide their:

1. Details
   Provide the users phone number, position and Team.
   Review / disable the user’s app based Two-Step Authentication.
2. Roles and Permissions
3. Fee Earner Rates

   Note

   Only users with the Fee Earner permission can have rates added to InTouch.

4. Email Signature
   A signature that will be appended to any emails sent from InTouch. It can include data markers that fill in from the matter, and needs a custom email domain.
5. Signature
   A signature which can be included in documents generated on InTouch.

   Tip

   Add the data marker {{matter.feeearner.signature}} to your templates to include a copy of the Fee Earner’s signature.

   Caution

   This data marker can only be used in document templates. It can not be used in email or SMS templates.

Sending the welcome email again

If someone hasn’t set a password yet, for example because their welcome email was missed, you can send it again. This needs the Can edit staff permission.

1. Navigate to Settings > Staff
2. Select Send Welcome Emails
3. Tick the people to email, or tick Select all
4. Select Send

The list shows every active staff member who has never set a password, by name and email address, with nobody ticked. Leave out anyone who has left your firm. Staff who have already set a password are never emailed. The link in the email doesn’t expire, so sending it again only sends another copy.

Staff who haven’t set a password don’t receive the Daily Summary email until they do.