In Clio Manage, you can specify whether a matter is visible only to you, all firm users, or a group of firm users using matter permissions. You can also set a matter-specific rate for activities and billing.
Set matter permissions
All firm users can include permissions when editing a matter. You can specify whether only you can view the matter, whether all firm users can view the matter, or whether only a specific group can view the matter.
- Go to Matters and click Edit. You can also search for the matter in the search bar and click Edit matter.
- In the Matter details section, scroll down to Permissions.
- Select the appropriate permission level.
- Click Save matter.
Manage matter groups
Groups are categories of firm users that can be assigned to certain matters. When creating or editing a matter, you can set matter permissions where only a certain group can view and access a matter. Once a group is created, you can add and remove members by editing it and you can archive groups that you no longer need. The Matter assignment column will show whether the group is assigned to a matter.
Note: Only users with administrator permissions can create and modify groups.
- Go to Settings > Groups, Permissions, and Job Titles > Groups.
- Click New group.
- Enter the group name and description.
- Optional: Check the box for Exclude this group from custom billing rate if you do not want this group to appear as an option when setting a custom billing rate for a matter or contact.
- In the Group Members section, add firm users to the group. You can click the blue minus symbol next to a user's name to remove them from the group.
- Click Save group.
- Go to Settings > Groups, Permissions, and Job Titles > Groups.
- Find the group and click Edit.
- Optional: Change the group name, description, and whether the group is excluded from a custom matter or contact billing rate.
- In the Group Members section, add firm users to the group. You can click the blue minus symbol next to a user's name to remove them from the group.
- Click Save group. Any changes will appear in the groups table under Date modified and Modified by.
Note: Archiving a group will not remove the group from matters, calendar shares, or from custom client rates on contacts. You will need to edit the matter, calendar share, or contact to remove the group.
- Go to Settings > Groups, Permissions, and Job Titles > Groups
- Click the down arrow next to Edit and select Archive. You can also click Edit and then select Archive group.
- Click Archive group to confirm the action. You can view the archived group in the Archived subtab or All subtab of the groups table.
- Go to Settings > Groups, Permissions, and Job Titles > Groups
- Select the Archived subtab in the table.
- Click the down arrow next to Edit and select Unarchive. You can also click Edit and then select Unarchive Group.
Add matter rates
When creating new time entries in Clio Manage, the default rate applied to the time entries is the client or matter rate. If neither of these rates is specified, the time entry will default to the user rate or activity description rate. If you specify a matter rate, the time entries will default to this rate unless you enter a custom rate.
You can add more than one matter rate to a matter. For example, if you add a matter rate for yourself, your time entries will default to this matter rate for that matter. And if you also add a matter rate for another user or groups of users for the same matter, and one of those users creates a time entry for the matter, the time entry will default to the specified matter rate.
- Go to Matters and click Edit. You can also search for the matter in the search bar and click Edit matter.
- Go to the Billing preference section.
- Under Billing method, select Hourly.
- Under Custom billing rates, click Add a custom billing rate.
- Select user(s) and/or groups and the rate for those users and/or groups.
- Click Save matter.
