Attorney & Admin Portal User Guide

🚀 Getting Started

Logging into the Admin Portal

Access your attorney and admin portal through a secure authentication system designed for legal professionals:

Understanding Admin Roles

The Legal Collects admin portal has three distinct role levels, each with specific permissions and responsibilities:

First-Time Setup for Attorneys

When you first access your attorney account, you'll need to complete several setup tasks:

1. Update Your Profile: Click the user icon in the top-right corner and select "Profile Settings." Add your office location, phone number, and bar association number for verification
2. Set Your Password: Change your temporary password to a secure one with at least 14 characters, uppercase letters, numbers, and special characters
3. Enable Two-Factor Authentication: Go to "Security Settings" and enable 2FA using an authenticator app (Google Authenticator, Authy, or Microsoft Authenticator recommended)
4. Configure Email Preferences: Choose which notifications you want to receive (case approvals, dispute notices, settlement confirmations, etc.)
5. Review Team Members: If you have staff, review their account information and assign initial cases to distribute workload

Browser and Device Setup

For optimal performance with the admin portal, use:

• Google Chrome (version 95+) — recommended for best performance
• Mozilla Firefox (version 93+) — excellent compatibility
• Safari (version 15+) — works well on Mac and iPad
• Microsoft Edge (version 95+) — good for Windows users

The admin portal works on desktop, tablet, and mobile devices. However, for document reviews and complex case management, a desktop or laptop with a larger screen is recommended for the best experience.

📊 Dashboard Overview

Your admin dashboard is the command center for all case management activities. It provides real-time visibility into case status, team performance, and key metrics that drive your collections strategy.

Key Performance Indicator (KPI) Cards

Six main KPI cards appear at the top of your dashboard, giving you instant visibility into critical metrics:

Cases-by-Status Chart

A visual breakdown of all cases by their current status displays in a donut or bar chart:

• Intake: New cases being verified and researched
• Active: Cases with ongoing contact attempts
• Paused: Temporarily held pending information or debtor response
• Disputed: Cases where the debtor has contested the claim
• Resolved: Successfully settled or payment received
• Closed: Cases concluded (uncollectible, write-off, or other reasons)

Hover over each segment to see the exact count and percentage. A healthy distribution should show 40-50% of cases in "Active" status, with regular movement to "Resolved" and "Closed" statuses. If you see a high percentage stuck in "Intake," review your intake processing workflow.

Recovery-by-Month Chart

A line or bar chart showing your total recovery amounts by month for the past 12 months. This helps you:

• Identify seasonal trends in collections
• Track month-over-month performance improvement
• Forecast future revenue based on current pace
• Evaluate the impact of process changes or new initiatives

Click on any month to see details about what cases were closed and how much was recovered that month. Look for trends and anomalies that might indicate workflow issues.

Activity Feed

The activity feed at the bottom of your dashboard shows real-time updates on important events across your cases:

• New cases submitted by clients
• Complaint drafts awaiting attorney approval
• Payments received from debtors
• Disputes filed by debtors
• Settlement agreements executed
• Cases closed or written off

The feed is sorted by most recent activity first. Click on any activity item to navigate to the related case or document. You can filter the feed by activity type using the dropdown in the top-right corner of the feed.

✅ Case Review Queue

The Case Review Queue is where attorneys and staff manage the workflow of cases through the system. This is where all pending cases are displayed with their current status and available actions.

Accessing the Queue

Click "Case Review Queue" in the main navigation menu. You'll see a table of all cases that require action, filtered by default to show only cases assigned to you or pending your review.

Queue Columns and Information

Each row in the queue displays the following information about a case:

• Case ID: Unique identifier (e.g., LC-2024-001234)
• Debtor Name: Name of the individual or business owing the debt
• Amount: Original claim amount in dollars
• Status: Current stage (color-coded badge)
• Assigned To: Name of the staff member or attorney responsible for the case
• Days in Queue: How long the case has been in its current status
• Last Action: Most recent activity on the case
• Actions: Quick action buttons for this specific case

Filtering and Sorting Options

The queue includes powerful filtering tools to find cases quickly:

Filter by Status

Click the "Status" dropdown at the top of the table to show only cases in specific statuses:

• Select one or multiple statuses to filter
• Common filter combinations: "Intake" to find new cases needing assignment, "Active" to see cases in progress
• Filter by "Pending Approval" to see documents awaiting attorney signature

Filter by Date Range

Click the date range selector to filter by when cases were submitted:

• Quick options: Last 7 days, Last 30 days, Last Quarter, Custom range
• Useful for reviewing recent batch submissions

Filter by Amount

Set minimum and maximum amount filters to focus on high-value cases:

• Example: Filter for cases over $5,000 to prioritize larger claims
• Useful when you have limited capacity and need to work highest ROI cases first

Search Function

Use the search box above the table to find cases by:

• Case ID (e.g., LC-2024-001234)
• Debtor name (full or partial)
• Email address associated with the case

Quick Actions

Each case row includes quick action buttons for common tasks. The available actions depend on the case status and your role:

Approve Demand Letter: If a demand letter is ready for attorney approval, click this button to review and approve it. This sends the demand to the debtor

Approve Complaint: When a case reaches day 14 and an AI-generated complaint draft is ready, click to review and approve. You can request revisions or approve as-is

Flag for Review: Mark a case that needs priority attorney attention. Flagged cases appear at the top of the queue with a red indicator

Close Case: When a case is uncollectible or settlement is reached, close it. You'll be prompted to enter the final status and any notes

Pause Sequence: Temporarily stop all automated communications (calls, emails, SMS) while you handle a special circumstance or negotiation

Resume Sequence: Restart communications on a paused case after the hold period ends

Bulk Select Operations

Manage multiple cases efficiently using the bulk select feature:

1. Click the checkbox in the table header to select all visible cases (or check individual boxes)
2. The selected count appears at the top of the queue
3. A "Bulk Actions" menu appears with options to:
   • Pause all selected sequences
   • Resume all selected sequences
   • Assign all selected cases to a team member
   • Flag all selected cases for review
   • Export selected cases to CSV

Workflow Example

Here's a typical workflow for processing the case review queue:

1. Start your day by viewing the queue with status filters set to "Pending Approval"
2. Work through demand letters and approvals in priority order (high-value cases first)
3. For cases that need more information, pause the sequence and send a message to the client contact
4. After lunch, filter by "Disputed" to address any new disputes that have come in
5. Before leaving, check for flagged cases and ensure all pending approvals are handled
6. Review the activity feed to catch any unusual patterns or issues

📄 Complaint Draft Review

On day 14 of each active case, the system automatically generates a legal complaint draft based on the case details. As an attorney, reviewing and approving these drafts is a critical step in the collection process.

Understanding Auto-Generated Complaints

The AI-powered complaint generator creates documents that include:

• Proper legal formatting compliant with court rules in the relevant jurisdiction
• Factual statements from the case (debtor information, transaction details, payment terms)
• Legal causes of action (breach of contract, account stated, etc.)
• Claim for damages including principal, interest, and reasonable attorney fees
• Prayer for relief requesting judgment and collection authority

While these drafts are professionally generated, attorney review and approval is required to ensure accuracy and compliance with specific jurisdictional requirements.

Accessing the Draft Review Queue

Navigate to "Complaint Drafts" in the main menu. You'll see a list of all complaints awaiting attorney review, sorted by date:

• Most recent drafts appear first
• Filter by status: "Pending Review," "Awaiting Revision," "Approved," "Rejected"
• Your dashboard shows a count of pending reviews that need your attention

Reviewing a Draft Complaint

Click on any complaint to open the full review interface:

Complaint Actions

Approve Complaint

Click "Approve" when the complaint is ready to file. Your approval:

• Authorizes filing with the court
• Creates an audit trail showing attorney review and approval
• Moves the case to litigation status
• Generates a finalized PDF ready for e-filing or paper filing
• Notifies the client that litigation has been initiated

Before approving, ensure you have checked all elements above. Your signature certifies the accuracy and legal sufficiency of the document.

Request Revision

Click "Request Revision" if the complaint needs changes before approval:

1. Specify what needs to be changed in the "Revision Notes" field
2. Examples: "Update debtor address to match current residence," "Recalculate interest through filing date," "Add references to transaction receipts"
3. Be specific about what needs fixing so the AI regeneration is accurate
4. Click "Submit Revision Request"
5. The system regenerates the complaint with your feedback incorporated
6. You'll receive a notification when the revised draft is ready for review

Reject Complaint

Click "Reject" only if the case should not proceed to litigation:

• Rejection stops the collection sequence and closes the case
• Provide a reason for rejection (uncollectible, duplicate claim, client requested discontinuation, etc.)
• Rejected cases cannot be reactivated without supervisor approval
• Use rejection sparingly — request revision instead if the document just needs minor fixes

Attorney Notes for AI Regeneration

When requesting revisions, you can add detailed attorney notes that guide the AI regeneration process:

• Jurisdiction-Specific Requirements: "This will be filed in Texas state court, so include reference to Texas Business & Commerce Code §3.103"
• Factual Corrections: "Debtor is ABC Corporation (not John Smith), located at 123 Main St, not 456 Oak Ave"
• Legal Arguments: "Emphasize the breach of the written contract signed on 3/15/2023, attach as Exhibit A"
• Special Circumstances: "This is a collection from a commercial account, so add claim for reasonable attorney fees under the contract"

Your notes are stored in the system and help the AI understand your preferences for future generations. Over time, the AI learns your style and requirements.

Complaint Review Workflow

A typical day reviewing complaint drafts might look like:

1. Start day with 12 complaints pending review (shown on dashboard)
2. Filter to show only "Intake" jurisdiction cases (most straightforward)
3. Review high-value cases first ($10,000+) to ensure extra accuracy
4. Approve 8 complaints that are correct as drafted
5. Request revisions on 3 complaints with minor corrections needed
6. Reject 1 complaint because the debtor is judgment-proof (already in collection)
7. Monitor revised drafts throughout the day as they come back for re-review
8. End day with final approvals of re-submitted complaints

⚖️ Dispute Management

When a debtor contests a claim, the case enters a dispute status. Managing disputes effectively is crucial for maintaining client relationships and protecting your firm's reputation.

Understanding Disputes

A dispute occurs when a debtor formally challenges the claim, typically claiming:

• The debt has already been paid
• The amount is incorrect
• They are not responsible for the debt
• The claim violates the Fair Debt Collection Practices Act (FDCPA)
• The debtor is a victim of fraud or identity theft

When a dispute is filed, all automated communications are immediately paused. This protects your firm from FDCPA violations and gives time to investigate and respond properly.

Dispute Queue

Access the "Dispute Management" section from the main menu. You'll see:

• All cases with active disputes
• Dispute status (Open, Under Investigation, Resolved)
• Debtor's reason for dispute
• Date dispute was filed
• Days since dispute filed (to track response deadlines)
• Quick action buttons

Disputes typically require response within 30 days of filing. The system highlights cases approaching the deadline to ensure timely action.

Dispute Workflow

When you receive a dispute notice:

Dispute Resolution Actions

Accept Dispute & Close Case

Use this action if the dispute is valid and the debt is not collectible:

• Case is immediately closed with "Disputed - Closed" status
• No further collection attempts will be made
• Client is notified of the closure and reason
• Use when: debt was already paid, amount is incorrect, debtor is not responsible, or other legitimate reasons

Override & Continue

Use this action if you believe the dispute is frivolous and the debt is legitimate:

• Document your findings in the "Override Justification" field
• Attach supporting evidence (invoices, receipts, contracts)
• Timeline is frozen until you complete the investigation note
• After override, automated communications resume
• Use when: debtor is disputing a valid debt, claiming false payment, or using delay tactics

Negotiate Settlement

Use this action to offer a settlement and resolve the dispute:

1. Click "Negotiate Settlement"
2. Propose a settlement amount (usually 50-80% of original amount)
3. Set a settlement deadline (typically 5-10 business days)
4. In the message box, explain the settlement offer and benefits to the debtor
5. Attach supporting documents if needed
6. Click "Send Offer"
7. The system tracks the settlement offer and sends automated follow-ups if not accepted
8. If debtor accepts, execute settlement agreement and payment plan
9. If debtor rejects, you can escalate to litigation or close the case

Timeline & Frozen Communications

When a case enters dispute status:

• The 30-day demand sequence is paused (frozen)
• The calendar on the case shows "DISPUTE - Timeline Paused"
• No automated calls, emails, or SMS are sent
• Days spent in dispute do not count toward the 30-day sequence timer
• If dispute is resolved and sequence resumes, remaining days continue where it left off

For example: A case enters dispute on day 18 of the sequence. The dispute is resolved on day 24. When the sequence resumes, it continues from day 18 (not day 24), giving the debtor 12 more days to respond before escalation.

Dispute Management Best Practices

• Respond Quickly: Don't let disputes sit. Address them within a few days to show good faith and move toward resolution
• Document Everything: Keep detailed notes of your investigation, findings, and any communication with the debtor
• Be Professional: Communicate respectfully with debtors even when disputing their claims. Avoid language that could be considered harassment
• Know FDCPA Rules: Understand your legal obligations in handling disputes. When in doubt, consult your compliance officer
• Preserve Evidence: Keep all supporting documentation (invoices, receipts, emails) attached to the case file
• Consider Settlement: Sometimes a small settlement is more efficient than litigation, especially for lower-value cases

🎯 Lead Pipeline

The lead pipeline is where new potential cases come into the system from multiple sources. Managing leads effectively and converting them to active cases is critical for growing your collections business.

Lead Sources

Legal Collects aggregates leads from multiple sources:

• LinkedIn: Leads from LinkedIn discussion groups and professional networks relevant to collections
• Reddit: Mentions of unpaid debts and collection issues from relevant subreddits
• BBB Complaints: Better Business Bureau complaints that indicate unpaid obligations
• Cold Email Campaigns: Direct email outreach to businesses known to have collection issues
• Referrals: Leads from existing clients or partner attorneys

Accessing the Lead Pipeline

Click "Lead Pipeline" in the main menu. You'll see:

• All leads in the system sorted by lead score (highest priority first)
• Lead source indicator (LinkedIn, Reddit, BBB, Cold Email, Referral)
• Lead score (0-100, higher is better)
• Potential debtor information
• Estimated claim amount (if available)
• Days since lead received
• Status (New, Contacted, Qualified, Converted, Closed)

Lead Scoring

Each lead receives an automated score based on factors like:

• Source Quality: Direct referrals score higher than social media mentions
• Claim Amount: Higher-value claims score higher
• Debtor Information Completeness: More complete profiles score higher
• Payment Likelihood: Business debtors typically score higher than consumers
• Recency: Newer leads score slightly higher

Focus on high-scoring leads (80+) first for best conversion rates. Lower-scoring leads may require more investigation before deciding to pursue.

Lead Review & Qualification

Click on any lead to review details and decide whether to pursue it:

Converting a Lead to an Active Case

When you've qualified a lead and want to pursue collection:

1. Click the "Convert to Case" button on the lead details
2. Fill in the required fields: Claim amount, date of default, supporting details
3. Upload any supporting documents (invoice, contract, receipt, etc.)
4. Select the client (the entity owed the debt)
5. Review the draft case summary for accuracy
6. Click "Create Case" to activate
7. The case immediately enters the collection sequence (demand sent on day 1)

Once converted, the case is removed from the lead pipeline and appears in your Case Review Queue with "Intake" status.

Lead Status Management

• New: Just received, not yet reviewed by staff
• Contacted: Marked as contacted (you reached out for more info)
• Qualified: Lead passed qualification review but not yet converted
• Converted: Successfully converted to active case in the system
• Closed: Lead was rejected or archived (not worth pursuing)

Update lead status as you work through them to keep the pipeline organized and prevent duplicate work.

Bulk Lead Processing

When you have multiple leads to process, use bulk operations:

1. Select multiple leads using the checkboxes
2. Use "Bulk Status Update" to change status for all selected leads
3. Use "Bulk Assignment" to assign leads to a team member for follow-up
4. Use "Bulk Close" to quickly reject leads that don't meet your criteria

Lead Pipeline Best Practices

• Work High-Scoring Leads First: Don't let 90+ leads sit while you work on 60-score leads
• Quick Decisions: Most leads should be converted or closed within 1-3 days. Sitting on leads reduces conversion rates
• Verify Before Converting: A few minutes of verification saves weeks of wasted effort on bad leads
• Track Conversion Rates: Monitor which sources and scoring ranges convert best so you can optimize lead strategy
• Communicate with Sources: If certain leads consistently don't convert, provide feedback to help improve quality

⏱️ Sequence Management

The 30-day demand sequence is the core of Legal Collects' automated collection process. Understanding and managing sequences effectively is essential for attorneys and staff.

Understanding the 30-Day Sequence

When a case is activated, it enters an automated 30-day demand sequence. Here's what happens during this period:

Day 1

• Initial demand letter is generated and sent to the debtor via email and postal mail
• Demand includes case number, amount owed, payment instructions, and deadline
• Debtor is given 30 days to respond or pay

Days 2-13

• Automated calls to debtor (frequency: 2-3 calls per week)
• SMS/text message reminders (1-2 per week)
• Voicemail with payment options
• Staff reviews responses and updates case notes

Day 14

• AI-generated complaint draft is created and sent to attorney for review
• Second demand letter is sent if no payment received
• Escalated contact attempts (daily calls, emails)

Days 15-29

• Continued automated contact attempts (calls, SMS, email)
• Staff monitors for payment or settlement discussions
• Attorney approval of complaint moves case toward litigation
• Negotiation window remains open for last-minute settlements

Day 30

• Final notice is sent
• Case status changes based on debtor response:
• If payment received: Case marked "Resolved"
• If complaint approved: Case moves to "Litigation"
• If no response: Case marked "Closed" or escalated per firm policy

Monitoring Active Sequences

View all active sequences from the "Sequence Management" dashboard:

• All cases with active sequences sorted by day in sequence
• Visual progress indicator showing where each case is in the 30-day cycle
• Last contact date and next scheduled contact
• Debtor response status (no contact, partial response, payment received, etc.)

Pausing a Sequence

Sometimes you need to pause automated communications temporarily:

Use Case Examples:

• Debtor called and said payment coming Friday — pause for 5 days to wait
• Dispute filed — pause automatically until dispute is resolved
• Settlement negotiations starting — pause for 14 days to allow negotiation window
• Awaiting supporting documents from client — pause indefinitely until received

Resuming a Paused Sequence

When the pause reason is resolved:

1. Click the case to open details
2. Look for the "Paused Since [Date]" indicator
3. Click "Resume Sequence"
4. The sequence continues from where it paused
5. Next automated contact is scheduled for the next contact date in the sequence

Communication Frequency Caps

The system automatically enforces Fair Debt Collection Practices Act (FDCPA) compliance limits:

• Phone Calls: Maximum 2-3 per week to avoid harassment claims
• SMS Messages: Maximum 2 per week
• Emails: Maximum 2 per day
• Time Restrictions: No contact before 8 AM or after 9 PM debtor's local time
• Work Contact Only: Calls to workplace only during business hours

If you attempt to manually contact a debtor while frequency caps are in effect, the system will show a warning. Respecting these limits protects your firm from FDCPA litigation.

Monitoring Contact Results

For each automated contact attempt, the system logs the result:

• Connected: Successful conversation with debtor
• Voicemail Left: Call went to voicemail
• No Answer: Call rang but no answer and no voicemail
• Wrong Number: Number disconnected or wrong person
• Declined: Debtor answered but refused to discuss
• SMS Delivered: Text message successfully sent
• SMS Failed: Text message bounced (bad number)

Review these results regularly. Cases with many "No Answer" results may need updated contact information. Cases with "Connected" results where debtor refuses to pay may be good settlement negotiation candidates.

Sequence Performance Analytics

Navigate to "Analytics" to view sequence performance metrics:

• Connect Rate: % of contact attempts that reach the debtor
• Payment Conversion Rate: % of contacted debtors who pay
• Average Days to Payment: For successful cases, how many days did it take?
• Settlement Rate: % of cases that settle for partial payment
• Litigation Rate: % of cases that reach complaint approval

These metrics help you understand the effectiveness of your sequences and identify areas for improvement.

📋 Document Management

Managing all collection-related documents efficiently is essential for maintaining legal compliance, supporting case decisions, and ensuring proper audit trails.

Types of Documents

Demand Letters

The initial document in the collection sequence. The system generates these automatically on day 1 of each case:

• Professional letter format with your firm's letterhead
• Details of the debt (amount, date, original obligation)
• Payment instructions and deadline (30 days)
• Late fee and interest calculation if applicable
• Notice of intent to pursue legal action if unpaid
• Copies sent via email and postal mail

Access demand letters from the case detail page. Download, print, or resend as needed.

Complaint Drafts

AI-generated legal complaints prepared for attorney review:

• Proper legal pleading format for applicable jurisdiction
• Factual allegations of the debt and debtor's breach
• Legal causes of action
• Damage calculations
• Prayer for relief and request for judgment
• Require attorney review, approval or revision request

Reviewed in the Complaint Draft Review queue (see section 4). Approved complaints are finalized for court filing.

Settlement Agreements

Legal agreements between your client and the debtor for partial or full payment:

• Specify settlement amount (often 50-80% of original claim)
• Payment terms (lump sum or payment plan)
• Debtor acknowledgment of debt and agreement to settle
• Release of claims upon payment
• Both parties must sign (digital or scanned signature acceptable)

Once executed, settlement agreements become the primary document governing the remainder of the case.

Payment Proof & Receipts

Documentation that payment was received from the debtor:

• Bank statements showing deposits
• Payment confirmations from payment processors
• Check images (front and back)
• Wire transfer confirmations
• Screenshots of payment app transfers

Upload payment proof when recording debtor payments. This creates the official record of payment received.

Supporting Documents

Original documents that substantiate the debt claim:

• Contracts or service agreements
• Invoices and purchase orders
• Correspondence (emails, letters)
• Shipping receipts
• Any documents proving the debt obligation

These are typically uploaded when the case is first submitted by the client. They're attached to the case file for attorney review if disputes arise.

Uploading and Attaching Documents

To attach a document to a case:

Reviewing and Downloading Documents

To view a case's documents:

• Open the case and click "Documents" tab
• All attached documents appear in a list with upload date and description
• Click any document to preview it inline
• Click the download icon to save a copy to your computer
• Click the delete icon to remove (only available to admins and document uploader)

Document Management Best Practices

• Be Descriptive: Don't just upload a file. Add detailed descriptions so team members know what they're looking at months later
• Keep Originals: Upload original documents whenever possible (not screenshots when the original exists)
• Organize Chronologically: Upload documents in the order they occurred for easier reviewing
• Maintain Confidentiality: Don't upload any documents containing sensitive information beyond what's necessary for the case
• Use Consistent Naming: If you download and re-upload documents, use clear file names (e.g., "Settlement_Agreement_Signed_2024-01-15.pdf")

📈 Reporting & Analytics

The analytics dashboard provides comprehensive visibility into your collections performance, helping you identify trends, optimize workflows, and demonstrate ROI to clients and stakeholders.

Accessing Analytics

Click "Analytics & Reporting" in the main menu. You'll see several tabs:

• Dashboard: Key metrics overview (default view)
• Performance: Detailed performance by attorney, staff member, or team
• Sequence Analytics: Analysis of the 30-day demand sequence effectiveness
• Exports: Download data in CSV or PDF format

Performance Metrics Dashboard

Key Metrics Displayed

• Total Cases: All cases in the system (cumulative)
• Active Cases: Cases with ongoing pursuit
• Total Amount in Pursuit: Sum of all active case amounts
• Total Amount Recovered: Cumulative dollars collected
• Recovery Rate: % of amount in pursuit that was collected (measure of effectiveness)
• Average Resolution Time: Days from intake to final status
• Cost Per Case: Average operating cost to pursue a case (for margin analysis)
• Revenue Generated: Total commissions earned

Time Period Selection

All metrics can be filtered by time period:

• Last 7 days, Last 30 days, Last Quarter, Last Year, Custom date range
• Use shorter periods to identify recent trends, longer periods to identify seasonal patterns
• Compare month-over-month or quarter-over-quarter to show growth

Sequence Performance Analytics

Detailed analysis of how your 30-day demand sequence is performing:

Open Rates

• % of demand letters that are opened/read by debtors
• Tracked through email open pixels
• Benchmark: 40-60% open rate is typical
• Low open rate may indicate bad email addresses or ineffective subject lines

Call Connect Rate

• % of automated calls that successfully reach the debtor
• Benchmark: 15-25% is typical
• Low connect rate may indicate invalid phone numbers or need for updated contact info
• High connect rate indicates good data quality and active contact attempts

Payment Conversion by Stage

Shows at what stage in the sequence debtors typically pay:

• Immediate (Day 1-2): Payment after initial demand letter only
• After Calls (Day 3-7): Payment after first week of calls
• Second Notice (Day 8-14): Payment after escalated contact
• Pre-Litigation (Day 15-29): Payment after threat of lawsuit
• Litigation (Day 30+): Payment after complaint filed

Use this data to identify which collection stages are most effective for your debtor population. If you see high conversion at Day 1-2, you may not need aggressive Day 8-14 contact. If Day 1-2 conversion is low, focus resources on later stages.

Performance by Attorney/Staff Member

Compare performance across team members:

• Click the "Performance" tab to see individual metrics
• Filter by attorney or staff member name
• View metrics like: cases handled, recovery rate, average resolution time, revenue generated
• Identify high performers and areas for coaching

Use Cases:

• Bonus and incentive calculations based on performance metrics
• Identifying training needs (if one attorney has low recovery rate)
• Case assignment optimization (assign more cases to high performers)
• Client service levels (different attorneys may be better for different debtor types)

Exporting Reports

All analytics can be exported for presentations, client reporting, or further analysis:

CSV Export

• Click "Export" button and select "CSV"
• Current view is exported to spreadsheet format
• You can then manipulate data in Excel (pivot tables, charts, etc.)
• Good for detailed analysis and custom reporting

PDF Export

• Click "Export" button and select "PDF"
• Current dashboard or report is formatted as a professional PDF
• Includes your firm's branding and logo
• Suitable for presenting to clients or firm leadership
• Good for periodic reporting (monthly, quarterly performance reviews)

Custom Report Building

Create custom reports by selecting specific metrics and filters:

1. Click "Create Custom Report"
2. Select the metrics you want to include (check boxes)
3. Choose time period
4. Choose filter criteria (by attorney, client, jurisdiction, etc.)
5. Click "Generate Report"
6. Export to CSV or PDF, or view in browser

Analytics Best Practices

• Review Weekly: Check key metrics at least weekly to catch problems early
• Compare Trends: Always compare current period to previous period to identify improvement or decline
• Dig into Anomalies: If a metric spikes or drops unexpectedly, investigate why
• Share with Team: Use analytics to educate staff on what's working and what isn't
• Set Goals: Use historical analytics to set realistic performance goals
• Track Improvements: When you implement a process change, track metrics before and after to measure impact

🔒 Account & Security

Protecting sensitive client data and maintaining the security of your admin portal is a shared responsibility. This section covers user management, access control, and security best practices.

Managing Admin Users

Only admins can add, modify, or remove user accounts. To manage users:

1. Click "Admin Settings" in the main menu
2. Select "User Management"
3. You'll see a list of all current users with their role and access level

Adding a New User

1. Click "Add User"
2. Enter the new user's name and email address
3. Select their role: Attorney, Staff, or Admin
4. Optionally assign specific team or case load
5. Click "Send Invite"
6. System sends invitation email with temporary password and login link
7. New user completes first-time setup as described in Getting Started section

Modifying User Roles

To change a user's role or permissions:

1. Find the user in the User Management list
2. Click "Edit"
3. Change the role dropdown to new role (Attorney, Staff, Admin)
4. Review the permissions that will be granted (displayed below)
5. Click "Save Changes"
6. User's access is immediately updated (may need to log out and back in to see changes)

Deactivating or Removing Users

When an employee leaves or no longer needs access:

1. Find the user in the User Management list
2. Click "Deactivate" (not permanent, can be reactivated)
3. Or click "Remove" to permanently delete the user account (not reversible)
4. All cases assigned to the removed user must be reassigned to another team member first

Role-Based Access Control

Each role has specific permissions that control what users can see and do:

JWT Sessions and Authentication

The admin portal uses JWT (JSON Web Token) authentication to maintain secure sessions:

• What is a JWT? A cryptographically signed token that proves your identity and authorizes access
• Session Duration: Default session expires after 8 hours of inactivity for security
• Automatic Refresh: If you're actively using the portal, your session automatically refreshes
• Session Expiration: If you're inactive for 8 hours, you'll be logged out and must log back in

Best Practices:

• Always log out when leaving your computer
• Don't share your JWT token (it's displayed in browser dev tools — never give to anyone)
• If you lose your session, simply log back in with your credentials
• For long-running processes (case review marathons), refresh your session periodically

Two-Factor Authentication (2FA)

Protecting your account with two-factor authentication adds an extra security layer:

Enabling 2FA

1. Click user icon (top-right) and select "Security Settings"
2. Click "Enable Two-Factor Authentication"
3. Choose authentication method: Authenticator App (recommended) or SMS
4. If using app: scan the QR code with Google Authenticator, Authy, or Microsoft Authenticator
5. If using SMS: enter your phone number and verify with test code
6. Save backup codes in a secure location (in case you lose access to your authenticator)
7. Confirm by entering the 6-digit code from your authenticator

Using 2FA on Login

1. Enter email and password normally
2. When prompted for 2FA code, open your authenticator app
3. Enter the 6-digit code shown in the app (codes refresh every 30 seconds)
4. You're logged in

Password Security

Password Requirements

Admin portal passwords must meet these requirements:

• Minimum 14 characters (longer is better)
• Mix of uppercase and lowercase letters
• At least one number (0-9)
• At least one special character (@, #, $, %, &, *, etc.)
• Cannot contain your username or name
• Cannot be a previously used password (tracks last 5 passwords)

Changing Your Password

1. Click user icon and select "Security Settings"
2. Click "Change Password"
3. Enter your current password
4. Enter new password (must meet requirements above)
5. Confirm new password
6. Click "Update"

If You Forget Your Password

1. On the login page, click "Forgot Password?"
2. Enter your email address
3. Check your email for a password reset link (links expire after 1 hour)
4. Click the link and enter a new password
5. You can now log in with your new password

Data Security and Privacy

Data Encryption

All data in the admin portal is protected:

• In Transit: HTTPS encryption (256-bit SSL/TLS) protects data sent between your browser and servers
• At Rest: Database encryption protects stored data from unauthorized access
• Documents: Uploaded files are encrypted and scanned for viruses before storage

Access Logging

The system logs all user activities for security and compliance:

• Login/logout times and IP addresses
• Case access and modifications
• Document downloads
• Approval and rejection actions
• Admin actions (user management, settings changes)

Admins can review the audit log to track activities and investigate suspicious behavior.

Compliance and Legal Requirements

FDCPA Compliance

The admin portal is designed with Fair Debt Collection Practices Act requirements in mind:

• Communication frequency limits (prevents harassment)
• Time-of-day restrictions (no calls before 8 AM or after 9 PM)
• Dispute handling procedures (pauses sequences upon dispute)
• Audit trails (shows all actions for compliance review)
• Document retention (keeps records for required periods)

Data Retention Policies

Legal Collects retains case files and documents according to:

• Active Cases: Full retention while case is open
• Closed Cases: Retained for 7 years (meets statute of limitations + legal requirements)
• Payments: Financial records retained for 10 years for tax purposes
• Disputes: Dispute documentation retained for 7 years from case close

Security Best Practices for Attorneys and Staff

• Never Share Passwords: Your password is personal. If you need to share access, create a separate user account
• Lock Your Computer: When stepping away, lock your computer or log out of the portal
• Use VPN on Public WiFi: Never access the portal on unsecured public WiFi networks
• Verify URLs: Always go to admin.legalcollects.ai directly. Never click portal links in emails
• Report Suspicious Activity: If you notice unauthorized access or suspicious behavior, immediately notify your admin
• Keep Software Updated: Maintain current browser versions and security patches
• Be Careful with Documents: Don't print case files unnecessarily or leave sensitive documents visible on your desk
• Watch for Phishing: Be suspicious of emails asking for credentials or portal access information

Getting Help with Security Issues

If you experience security concerns or have questions:

• Lost Password: Use "Forgot Password" link on login page
• Lost 2FA Device: Contact your admin with ID verification
• Suspicious Activity: Contact your admin immediately
• Technical Issues: Contact support@legalcollects.ai with details