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A Team Workspace is the firm-level container that holds all of your matters, clients, documents, and team members. It is the layer above individual user accounts - the place where access controls, shared resources, and organization-wide settings live.
Screenshot of organization settings showing members and invitations

Organization members and the invite-a-teammate form

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When To Use It

  • Setting up your firm or in-house legal team on Vaquill AI
  • Bringing on a new attorney, paralegal, or staff member
  • Sharing matters and documents across the team
  • Establishing role-based access controls
  • Managing organization-wide subscription and billing

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Roles

Whoever creates the organization is its Owner. Everyone else is invited with one of the roles below.

Owner

Full administrative control. Manages billing, seats, members, and every matter. Not an invitable role: you become an Owner by creating the organization or by being promoted.

Team member

The default seat. Views and edits shared matters, drafts, and documents.

Counsel

In-house counsel. Edits any document in the organization, but deletes only their own.

Legal Ops

Operations and support. Edits any document in the organization, but deletes only their own.

Business stakeholder

Read and comment only. For reviewers who should see the work but not change it.
Billing appears in the invite picker but is not selectable yet. It is marked “Coming soon”. Roles are assigned at the organization level. Within a matter you can further restrict who has access, regardless of organization role.
An Owner can change billing and remove other Owners. Keep Owners to two or three trusted people; invite everyone else as Team member, Counsel, or Legal Ops.
Counsel and Legal Ops have the same document permissions today. The distinction is organizational rather than technical, so pick whichever describes the person’s job.

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Inviting Members

1

Open member settings

Go to Settings -> Members in your dashboard.
2

Invite a member

Click Invite Member, enter the email address, and pick a role.
3

Wait for acceptance

The invitee receives an email to accept the invitation.
4

Confirm

Once accepted, they appear in the member list.
Pending invitations show their status (sent, expired, accepted). Resend or revoke from the member list.

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Matter-Level Access

Even with organization-wide access, individual matters can be locked down:
  • Open - All organization members can see and work in the matter
  • Restricted - Only explicitly added members can see the matter
  • Private - Only the creator and explicitly added members; not visible in the matter list to others
Use Restricted or Private for matters involving conflicts, sensitive client work, or matters where access should be limited (e.g., HR investigations of firm personnel).
Matter-level access overrides organization role. Someone with full organization access will still not see a Private matter they have not been added to. Add the right people explicitly when you set a matter to Restricted or Private.

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Organization-Wide Resources

Resources shared across the organization include:
  • Client records - The firm’s client list
  • Skills - Saved playbooks the team can run on any matter
  • Templates - Document templates and form precedents
  • Custom playbooks - For contract review and other tools
  • Workflows - Multi-step pipelines built once, used everywhere
Each of these can be marked organization-shared or personal to the creator.

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Data Isolation

  • One organization’s data is fully isolated from another organization’s data
  • Even Vaquill AI staff cannot cross-access organizations without explicit authorization (e.g., support tickets you open)
  • Vector search, document search, and AI responses are scoped to your organization’s data only

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Single Sign-On

For larger firms, single sign-on with your identity provider lets you control authentication centrally - provisioning and deprovisioning users, group-based role assignment, MFA enforcement, and session policy. SSO is available on higher-tier plans; contact sales for the current list of supported identity providers.

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Audit Log

Every administrative action is logged:
  • Member invitations, role changes, removals
  • Matter creation, access changes, deletions
  • Subscription changes
  • Document exports
  • Share link creation and revocation
The audit log is available to Owners, with export to CSV.

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Switching Organizations

If you are a member of multiple organizations (e.g., your firm and a co-counsel firm’s workspace for a joint matter), use the organization switcher in the top navigation. Each organization is fully isolated; switching changes the matters, documents, and settings you see.

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Tips

Use Restricted matters as the default for client work. It avoids accidental cross-visibility between unrelated engagements.
Invite paralegals as Legal Ops, not Business stakeholder. They can do real work in the matter; reserve Business stakeholder for clients and external observers who should only read and comment.
Review the audit log monthly. It catches access drift before it becomes a problem.
Set up SSO before the team grows past ~25 people. The transition cost rises with team size.

Client Management

Client records that span multiple matters.

Matters & Workspaces

The matter level beneath the organization.
Last modified on August 6, 2026