How access works
Roles, the rota, who is emailed, and what each role can do
Roles are enforced, as of 13 September 2026. A sign-in code carries its person’s role, and the server checks it on every request — not the screen. Hiding a button is a courtesy; the refusal happens behind it.
The shared password still works and still opens everything. It is the way back in: codes are issued from a session opened with it, so it cannot be the thing they replace. Keep it.
Leads are dealt out in turn, and Lead emails decides which kinds. Switch a person to Taking leads and they join the rota for whatever their Lead emails column says — All leads puts them in both rotas, Meta ads only in the Meta one, Website only in the website one. Meta and the website are counted separately, so a busy week on the form never skews the ad split.
The person a lead is dealt to gets its email, and nobody else does — except a copy for anyone set to that person’s leads: someone who works or reads them, or an Email only person with no account. Switch someone off for a holiday and the rest carry on without them — but leads already on their desk stay there, so move those with the Owner column on the All leads tab.
No two intakers see the same lead. An intaker sees only the leads assigned to them — not a colleague’s, and not one with no owner, which you or the manager hand out. Somebody who writes in again goes straight to whoever already has them, and nobody is told about a copy on another desk. The manager, the head lawyer and the appointment setter see everything. That is enforced on the server, not by hiding rows.
Works a colleague’s leads shares one desk. Choose whose — anyone who is handed leads. They see every lead assigned to that person, the ones already there and each new one, and can move them along, write calls down and set call-backs. There is one record per lead, so what either of them changes, the other sees. They are never handed leads of their own, and cannot reassign or delete. Lead emails decides whether they are emailed a copy when one of those leads arrives.
Reads a colleague’s leads is the narrowest way in. The same leads, read only: they cannot move, note or reassign any of them. None under Lead emails keeps them on the board only.
Email only has no account. They are sent every new lead, or a copy of one colleague’s leads, and never see the board: no sign-in code, no rota.
A code is shown once. Only a one-way hash of it is stored, so nobody — not the firm, not the agency — can read it back. Lost means issue another, which is one click.
Removing everyone is allowed. Leads still land on this board; nobody is emailed about them. The banner above says so when that is the case.