> ## Documentation Index
> Fetch the complete documentation index at: https://docs.libratech.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Team management
> Manage your firm in Libra: roles, user groups, and license assignments.
**Team management** is where admins shape Libra to fit the firm: inviting colleagues, assigning roles, creating user groups, and distributing research-database licenses. For most users this area is read-only; for the Owner and Admins it's the control panel.
Roles, invitations, user groups and licenses all live behind your profile icon at the bottom of the sidebar, under **Team & Subscription**, which opens the team area with its **Team Members**, **User Groups** and **Subscription** tabs. The firm's name and logo sit elsewhere, in **Settings → Team**.
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](/en/resources/account) 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.
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.
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.
Only the Owner sees the **Save** button; click it to apply changes.
## Roles
Every team member has one of three roles.
| Role | Permissions |
| ---------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Owner** | Full access: team settings, billing, user management, everything. The Owner's own role can't be changed and the Owner can't be deactivated from the team screens. |
| **Admin** | Manage team members and their roles, assign licenses, create user groups, and manage team settings and billing. |
| **Member** | Create and own personal content, use shared resources, collaborate in shared projects. No access to team settings. |
Your team role is separate from the permissions on any individual project or template — see [Sharing & access](/en/features/sharing-and-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.
Top-right of the **Team Members** tab.
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.
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.
To withdraw an invitation before it's accepted, click **Cancel invitation** on its row in **Pending Invitations**.
### Changing a team member's role
Admins can promote a Member to Admin or demote an Admin to 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.
Click the three-dot menu at the end of the row.
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.
Demoting an Admin to Member revokes access to team settings, user management, and subscription management immediately.
### 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
| Pattern | Examples |
| ----------------------- | ---------------------------------------------- |
| **By practice area** | Employment Law, Corporate Law, Tax, Litigation |
| **By role** | Partners, Associates, Paralegals |
| **By location or team** | Berlin Office, Due Diligence Team, Munich M\&A |
### Creating a user group
From **Team & Subscription**.
Top-right of the page.
| Field | What it's for |
| --------------- | ------------------------------------------------------------------------ |
| **Name** | Required. Short and descriptive. |
| **Description** | Optional, up to 500 characters. Shown as a column in the group list. |
| **Members** | Tick the team members to add. The search field filters by name or email. |
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.
| Action | Where |
| -------------------------------- | ------------------------------------------------------------------- |
| **View members** | Click the chevron at the start of the group row, or the group name. |
| **Remove a member** (Admin only) | Expand the group, then click the remove icon next to the member. |
| **Leave a group** (yourself) | Expand the group, then click **Leave group** next to your own name. |
| **Edit or delete** (Admin only) | Click the three-dot menu at the end of the group row. |
Deleting a group revokes access for every member to anything shared with the group. Before you confirm, Libra lists the resources the group still has access to.
## 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.
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.
In that toolbar. The **Assign packages** dialog opens. To do a single person instead, use **Manage licenses…** in their row menu.
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.
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
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.
A group called *"M\&A Berlin Associates 2025"* is more useful than *"Group A"*. Names should reflect the actual structure your firm operates in.
Set a calendar reminder. Open shared resources, scan **Who has access**, remove anyone who's left the firm or the matter.
**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*.)
A deactivated user stops occupying a seat, so a departure frees a license without you having to buy another.
## Next steps
The full sharing model.
Manage licenses and billing.
