Manage members and seats

Invite people and manage roles, seats and plans for a My LawLibrary organisation.

The Organisation Members page brings your organisation's people and paid seats together. Owners and administrators can invite members, control administrative access, assign the right plan and remove people who no longer need access.

Open the Members page

1. Log in to LawLibrary.

2. Click your name in the top-right menu.

3. Click Manage [organisation].

4. Click Members.

The page shows seat totals by plan, active members, pending invitations, assigned plans and scheduled changes. It also shows permitted usage information when the organisation uses Managed usage privacy.

Understand the seat summary

The Seats section groups your organisation's capacity by plan. For each plan, it shows:

• the total number of active seats;

• how many seats are assigned to members;

• how many are reserved for invitations;

• how many are unused; and

• how many are waiting for payment.

An unused paid seat is still part of your organisation's paid commitment. You can assign any unused seat to another member on the same plan without adding another seat.

Change the number of seats

1. Click Manage seats.

2. Use the minus and plus controls to choose the number of seats for each plan.

3. Click Continue.

4. Review the amount due now, any credit, seats ending at renewal and the next recurring total.

5. Click Confirm seat changes.

New paid seats become available only after payment is confirmed. If your organisation pays by card, you continue to PayFast. If it pays by invoice, LawLibrary issues an adjustment invoice.

Free seats and additions fully covered by credit become available immediately. Free unused seats can also be removed immediately. Paid seat reductions take effect at renewal and do not create an automatic refund.

You cannot reduce a plan below its assigned and reserved seats. Unassign members or cancel invitations first. If another paid seat change is waiting for payment, complete or cancel it before starting a new one.

Invite a member

1. Click Invite member.

2. Enter the person's email address.

3. Choose Member or Administrator under Role.

4. Choose a paid plan, or choose no plan if the person does not need a paid seat.

5. Click Review invitation.

6. Review the possible billing change.

7. Click Send invitation or Continue to payment.

If an unused seat on the selected plan exists, LawLibrary reserves it and sends the invitation immediately. If a new paid seat is required, the invitation waits while you pay the prorated charge. LawLibrary sends it only after payment is confirmed. A new free seat becomes available and the invitation is sent immediately.

The invitation expires 14 days after it is sent. Under Pending invitations, use Resend to send it again or Cancel if the person should no longer join. Cancelling a sent invitation releases its reserved seat as an unused seat; it does not end the organisation's payment commitment for that seat.

Change a member's role

1. Find the person on the Members page.

2. Click Manage.

3. Choose Make administrator or Make member.

4. Review the change.

5. Click Confirm change.

Changing a role does not change the person's seat or plan. The affected person and organisation administrators are notified.

Assign or change a seat

1. Find the person on the Members page.

2. Click Manage.

3. Under Plan, open the available actions.

4. Choose the plan or seat action.

5. Click Review change.

6. Check when the change will happen and how it affects billing.

7. Click Confirm change.

The review can show:

• the amount due now;

• any credit created; and

• the next recurring total.

LawLibrary recalculates these amounts when you confirm the change.

Assigning a plan requires an unused seat on that exact plan. If no matching seat exists, use Manage seats to add one first.

An upgrade starts after its prorated charge is paid. A downgrade starts at the organisation's next renewal. Use Cancel scheduled seat change if the future change is no longer needed.

You can reassign a seat to another active member who does not have one. A difference in the new member's discount can create a charge or credit. If an additional amount is due, the current assignment stays in place until payment is confirmed.

Choose the right removal action

These actions have different results:

Action	Membership	Organisation-funded access	Seat
Unassign seat now	Continues	Ends now	Becomes unused
End seat at renewal	Continues	Continues until renewal	Ends at renewal
Remove member now	Ends now	Ends now	Becomes unused
Remove member at renewal	Continues until renewal	Continues until renewal	Becomes unused at renewal

Removing a member or unassigning a seat does not automatically end the organisation's payment commitment for that seat. Use End seat at renewal if the organisation will not need it again.

Unassign or end a seat

Use Unassign seat now when a member should lose organisation-funded access but the organisation wants to keep the paid seat for someone else. The seat becomes unused and can be assigned to another member on the same plan.

Use End seat at renewal when the organisation no longer wants to pay for that seat after the current billing period. Until then, the seat remains part of the organisation's paid commitment.

Remove a member

1. Find the person on the Members page.

2. Click Manage.

3. Choose Remove member now or Remove member at renewal.

4. Review when their organisation-funded access will end.

5. Click Confirm change.

Remove member now takes effect as soon as you confirm it. Remove member at renewal leaves the membership and organisation-funded access in place until the date shown on the confirmation page.

Removing a person does not delete their LawLibrary account or saved research. If the organisation funds their plan, their account moves to the free plan when that funding ends. If they pay for their own subscription, it continues unchanged.

The released seat remains available unless you also end it at renewal.

An administrator cannot remove or demote the owner.

Transfer ownership

The owner must transfer ownership before leaving the organisation or deleting their account.

1. Open the future owner's member details.

2. Click Transfer ownership.

3. Review the change carefully.

4. Click Confirm change.

The new owner receives all owner rights. The previous owner remains in the organisation in the role shown by the confirmation page.

Understand the usage summary

For an organisation with Managed usage privacy, the Members page may show:

• whether the account has been activated;

• the last login date; and

• current counts for saved documents, folders, search alerts and followed topics.

It never shows document titles, searches, annotations, chats, downloads or research history. For Billing only privacy, no member usage fields are shown.

Resolve common invitation problems

• If the invitation expired, send a new one.

• If the email address is wrong, cancel the invitation and invite the correct address.

• If the person already belongs to another organisation, they must leave it before accepting.

• If the invitation says Awaiting payment, complete or resume the payment from the Members page. The invitation has not yet been sent.

• If the organisation is waiting for its opening payment, the owner can accept, but paid access waits for settlement.