Timekeepers

This article covers the following:

• Importing or Exporting Multiple Timekeepers
• Downloading Timekeeper Rates
• Resubmitting Rejected or Negotiated Timekeepers

Importing or Exporting Multiple Timekeepers

If you need to create multiple user profiles at once, you may use the import option. To create a profile for a single user, follow the steps outlined in this topic.

Many clients require that fee offers include the names and rates of the staff assigned to a matter. This setup must be completed before submitting a fee offer. Once you have added timekeepers and successfully submitted a fee offer, your client can assign work to your office.

If any timekeeper requires a login, a Law Firm Admin must update that individual’s profile to include a valid email address.

1. Click the name of the office in the Profiles panel on the homepage.

   

2. Scroll down to the Office Staff section.

   

3. If you need to, click Export Timekeepers to download the list of current timekeepers. Otherwise click Import Timekeepers. The Timekeeper Data Import page displays.

   

4. Click the Blank Template and save it to your computer. Alternatively, you can click the Existing Timekeepers link to save the list of current timekeepers. This will save you time if you are only making minor edits to the existing list.
5. Open the Blank Template. Fill out the information needed.
6. Click Choose File and select the file from your computer.
7. Click Import.
8. Make a selection on the Timekeeper Data Import Summary window:
   • Click Continue to receive confirmation message.
   • Click View Status Report to read information about the file and updates.
   • Click Cancel.

Downloading Timekeeper Rates

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When timekeepers are present on a Fee Offer, you can export the information to an Excel spreadsheet.

1. Click the Fees tab to display the Fees Search page.

   

2. Select Fee Offers at the top of the page (right-hand corner) to display fee offers in the search.
3. Click on a Fee Offer link in the Fee Offer Id column. The Fee Offer Overview page displays.
4. Scroll down to the Timekeeper Rates section of the page.

5. Click the Download Excel icon. Your file is automatically downloaded to your computer.

   

Resubmitting Rejected or Negotiated Timekeepers

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Rejected or negotiated timekeeper rates are returned to your firm for adjustment and resubmission. The client includes a reason for the rejection so you can adjust the rate accordingly.

When a fee offer goes into a partially approved status (a timekeeper is rejected), the user who submitted the fee offer receives an email notification. This notification the fee offer affected and the timekeepers that need resubmission. Not all clients have the negotiate feature enabled. You may not see this option in your version of CounselLink.

1. Click the Partially Approved Offers link in the Fees & Discounts panel on the homepage.

   If the number to the right of this link is zero, you have no partially approved offers (rejected or negotiated timekeeper rates).

   

   The Fees Search page displays, and the list of partially approved fee offers (Fee Structure List) is displayed.

2. Click the link in the Fee Structure ID column that contains the fee offer to adjust.

   

   The Fee Structure Overview page displays.

3. Click the link in the Fee Offer ID column that corresponds to the fee offer you want to adjust.

   

   The Fee Offer Overview page displays. 

4. Scroll down to the Timekeepers section. A warning message appears at the top explaining why the offer is only partially approved.

   

   If your client uses the Negotiate feature, you will see a Manage Negotiated Rates button. Timekeepers that have been negotiated will have a "Negotiated" status.

   

5. Click the Edit Rejected Timekeepers button. The Edit Rejected Timekeepers window displays. You can view the reason in the Rejection Reason column.

   

   If you have negotiated rates, click the Manage Negotiated Rates button. 

   

6. In the New Rate column, make changes based on the reason for the rejection.
7. In the Rate Change Description column, specify a reason for the rate change, which will provide useful information for the client and may assist with your rate approval.
8. If you have Negotiated Rates:
   1. Select Accept or Resubmit from the drop down next to each timekeeper.
   2. If you select Resubmit, enter a value in the New Rate field.

9. Click the Submit Updates To Client button.

   The updated rates are sent back to the client for review. If your rates are rejected or negotiated again, you'll need to complete the above procedure once more. You will receive another email notification if the resubmitted timekeepers are accepted or rejected.