User groups update shares retroactively. Add an associate to “Corporate Law” and they instantly see every project and template the group has.
User groups and team sharing are part of the Team plan. Below it, the User Groups tab shows an upgrade prompt instead of the list — trials can have a preview of team features switched on.
Team profile
The Team tab in Settings is where the team Owner sets how the firm appears inside Libra. Only the Owner can edit; Admins and Members see the same fields, greyed out.Team Image
Team Image
Click the avatar to upload a logo or office photo (GIF, WebP, JPEG, or PNG). It stands in for your firm wherever Libra shows the team rather than a person — most visibly on the access label of projects shared with everyone. Click Remove to fall back to the default image.
Team Name
Team Name
The display name for the firm. It’s the name in the access label on projects shared with the whole team (Everyone in Müller & Partner), so pick the short form colleagues recognise. Until it’s set, the Owner sees a Company name has not been set yet warning here.
Roles
Every team member has one of three roles.
Your team role is separate from the permissions on any individual project or template — see Sharing & access.
Inviting colleagues
Prerequisite: you are the Owner or an Admin, and your subscription has a free seat. With no seats left the button is disabled and explains why; buy more from the Subscription tab first.1
Click Add Team Members
Top-right of the Team Members tab.
2
Enter the email addresses
One address per row, each with its own role — Admin or Member. Add another email adds a row, so you can invite the whole practice group in one pass.
3
Click Send Invitations
Each person gets an email with a join link. Until they accept, they appear under Pending Invitations at the bottom of the tab, labelled with the role you picked.
Changing a team member’s role
Admins can promote a Member to Admin or demote an Admin to Member.1
Find the team member
On the Team Members tab, locate the user. Change role… is only offered for people you can manage — it never appears in the Owner’s row menu, or in your own.
2
Open the row menu and pick Change role…
Click the three-dot menu at the end of the row.
3
Pick the new role
The Change Role dialog names the person and their Current Role, and New Role offers the one role you can switch them to — Admin for a Member, Member for an Admin — with that role’s permissions listed underneath. Click Change Role to confirm; the new role applies right away.
Deactivating and reactivating people
When someone leaves the firm or goes on long-term leave, use Deactivate user in the same row menu rather than letting the seat sit idle: a deactivated user does not count towards your occupied seats, so the license is free for someone else. Their row stays in the list marked Deactivated, and Reactivate in the row menu puts them back — as long as a seat is free, since reactivating them occupies one again.User groups
User groups are named lists of team members for easier sharing. Sharing a project with the “Corporate Law” group adds every member of that group at once, and adds new members automatically as they join the group.Only the Owner and Admins create, edit, and delete user groups. Members see only the groups they belong to; Add group is disabled for them, with the tooltip Only admins can create groups and add you to them, and the only action on their own name inside a group is Leave group.
Common group patterns
Creating a user group
1
Open the User Groups tab
From Team & Subscription.
2
Click Add group
Top-right of the page.
3
Configure the group
4
Click Create group
The group is now available everywhere you can pick a sharing recipient.
Managing a group
The list shows each group’s name, description, member avatars, and who created it. A search field above it filters by name or description.Assigning research-database licenses
Some legal-publisher content is licensed per person rather than per firm, so an admin has to hand out the seats. This applies to Otto Schmidt modules for German teams and Stämpfli modules for Swiss teams — if your firm has neither, the Packages column and the steps below don’t appear. Prerequisite: you are the Owner or an Admin, and the firm has bought at least one package with a free license. The Team Members tab shows what’s left, per module, in the Otto Schmidt Licenses (or Stämpfli Licenses) card at the top.1
Select members
On the Team Members tab, tick the checkboxes for the members you want to assign packages to. A toolbar appears at the bottom of the screen showing how many members are selected.
2
Click Assign packages
In that toolbar. The Assign packages dialog opens. To do a single person instead, use Manage licenses… in their row menu.
3
Pick the packages
Each package shows how many licenses are still available. Tick the ones you want to assign. A package is greyed out when there aren’t enough licenses for everyone you selected.
4
Click Save
The licenses are allocated immediately, and the selected members can use those research databases.
With no free licenses the Assign packages button is disabled and tells you to purchase packages first. Buy more from the Subscription tab.
Tips
Set up groups during onboarding
Set up groups during onboarding
The first month is when a firm’s group structure gets locked in. Spend an hour at the start mapping out the right groups, by practice area, by office, by seniority, and you avoid months of ad-hoc individual sharing.
Match groups to how the firm actually works
Match groups to how the firm actually works
A group called “M&A Berlin Associates 2025” is more useful than “Group A”. Names should reflect the actual structure your firm operates in.
Review access quarterly
Review access quarterly
Set a calendar reminder. Open shared resources, scan Who has access, remove anyone who’s left the firm or the matter.
Pick the right permission level
Pick the right permission level
View only for colleagues who consume. Edit for the people who maintain it. Full Access is for co-owners only; it lets someone delete the resource. (In the sharing dropdown these read Can view, Can edit and Full access.)
Deactivate rather than leave seats idle
Deactivate rather than leave seats idle
A deactivated user stops occupying a seat, so a departure frees a license without you having to buy another.
Next steps
Sharing & access
The full sharing model.
Subscription
Manage licenses and billing.