Managing Staff and User Permissions in Smokeball

Ensure your users have access to the information they need to perform their jobs while limiting more sensitive data to senior staff. The user permissions section allows you to determine the degree of activity and financial information available to your staff.  

Permissions on the Smokeball Desktop App

There are six types of user permissions on the Desktop App:

• The Billing App permission gives full access to all billing resources and financial information (e.g., invoices) on the web app. It does not affect their access to the web app's productivity features (e.g., matters and tasks). 
• The Hourly Rates permission displays a staff member's individual rates. 
• The Time Entries permission displays a staff member's time entries. 
• The Billing Widget permission toggles a widget which displays basic financial information on individual matters.
• The Form Changes permission allows a staff member to modify documents in the Template Library.
• The Archie permission allows you to select which members of your firm can use our AI-powered legal assistant.

Edit User Permissions 

1. Select the File tab in Smokeball and then select Settings from the dropdown menu or select the cogwheel in the upper right-hand corner.  
2. Select Staff & Users in the popup window and then select the Permissions button. 
   
    
3. Select a user in the left-hand Name column to access their permissions.  
4. Use the checkboxes in the five right-hand columns to edit the user’s access to the Billing App, Hourly Rates, Time Entries, Billing Widget, or Form Changes permissions. 
   • Choose different permission levels based on the information category or by colleague. 
5. Select the Save & Close button in the lower right-hand corner to apply your changes.

Permissions on the Smokeball Web App

You can modify five types of user permissions on the Web App: 

Invoices

You can set permissions on invoices to Full Access, Read Only and No Access:

Full Access: No change to permissions. Users retain full ability to:

• Create, edit, finalise, and delete invoices
• Apply, edit, and reverse payments
• Manage payment plans
• Use all bulk and quick actions

Read Only: Users can view invoice information, but cannot create or modify invoices or payments.

• On the Finalised invoice screen, Read Only users can Email, Download, View Payment Detail and view history. They can also view the Entries and Payments tabs. All other buttons are visible but disabled (not clickable).
• On the Draft Invoice screen, Read Only users can only view the draft preview, close the invoice, or link the invoice to a matter. All other actions are disabled.
• On the Payment Details screen, the Delete and Reverse actions are removed.
• On the main Invoices screen, the Add Payment and Bulk Actions buttons are disabled. The Create Invoices and Trust to Office tabs are also disabled. On the Reminders tab, the Bulk Actions button is disabled.
• On Matter > Invoices, Create Invoice, Add Payment and Bulk Actions buttons are disabled.
• On Matter > Time & Fees and Matter > Disbursements, Create Invoice is disabled.
• On Contact > Invoices, Create Invoice, Add Payment and Bulk Actions buttons are disabled.
• On Contact > Payment Plans, Add Payment, Edit Plan and Close Plan are disabled. Create New Plan is also disabled.
• The Payments option is not selectable under the Quick Add menu on the top-right corner of the Smokeball Web App.

No Access: Users cannot access invoices or related billing data, even if they see related tabs or links.

The following areas show the tab/section, but users with No Access cannot select or open them:

• Main Invoices screen
• Matter > Invoices
• Contact > Invoices
• Accounts > Invoice Ledger
• Accounts > Client Communications
• Matter > Transactions > Invoice Ledger
• Matter > Transactions > Client Communications
• Contacts > Ledger > Invoice Ledger
• Main Contacts screen > Payment Plans
• Contacts > Payment Plans
• Matter Overview
  • Invoicing tile is removed
  • Users will see the “surface” in some cases (e.g., tab labels) but will not be able to interact with them.

The following areas will display a "You do not have permission to access this area" message if the user tries to navigate to any invoice-related page from:

• Time & Fees (main page and via the matter)
• Disbursements (main page and via the matter)
• Descriptions and ledger lines that link to Trust Account, Operating Account and the Credit Memo Ledger
• Split Billing invoices

Other restrictions include:

• Unbilled and Due columns are removed from the matter list.
• Unbilled, Unpaid and Overdue amounts are hidden from the balance summary at the top of matters.
• Unpaid and Overdue amounts are hidden from Contacts.

Global Accounts 

The Global Accounts permission enables the Accounts view. It also displays financial summary information on the global invoices page.

Reports 

The Reports permission enables the Reports view.

Billing Settings

The Billing Settings permission enables or disables user from accessing Firm Settings on the Web App, regardless of their permissions on the Smokeball Desktop App.

Clearance Override

The Clearance Override permission allows enabled users to manually clear pending trust receipts or payments and bypass the clearance days set by the firm. 

Edit User Permissions 

1. Select the gear icon and then select Firm Settings.
    
2. Select Staff & Users then select the Permissions tab. 
3. Mouseover a non-firm-owner user.  
4. Use the checkboxes in the two right-hand columns to edit the user’s access to Global Accounts or Reports. 
5. Select Save to confirm your changes.  

 Important Note: Bill and Boost users also have access to an Accounts tab on the web app. You can use this tab to add staff and check their two-factor authentication status.