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Settings Reference

A comprehensive reference for all organisation settings, user management, billing, spotlight search, and multi-organisation account switching.

General settings

Navigate to Settings → General to configure your organisation's core preferences. These settings affect how data is displayed and how the platform behaves across your entire organisation.

Setting Options Description
Organisation name Free text Your firm's name. Appears in email signatures, invoices, and the navigation bar.
Date format DD/MM/YYYY or MM/DD/YYYY Controls how all dates are displayed throughout the platform. Australian and UK firms typically use DD/MM/YYYY; US firms use MM/DD/YYYY.
Timezone IANA timezone All deadlines, timestamps, and scheduled automations use this timezone. Critical for firms working across time zones.
Step change confirmation On / Off When enabled, changing a matter's step requires confirmation. This prevents accidental step changes that could trigger automations.
Default hourly rate Currency amount The default rate applied to time entries. Can be overridden per user.
Organisation tags Tag list Define a set of tags that can be applied to matters for additional categorisation and filtering (e.g., "Urgent", "Pro Bono", "Key Client").

Setting up for an Australian practice

You configure:
  • Organisation name: "Patentec Pty Ltd"
  • Date format: DD/MM/YYYY
  • Timezone: Australia/Sydney
  • Step change confirmation: On (to prevent accidental triggers)
  • Default hourly rate: $550.00
  • Tags: "Urgent", "Key Client", "Pro Bono", "Complex"

Timezone affects deadlines

Changing the timezone after matters have been created does not retroactively adjust existing deadline dates. It only affects how times are displayed and when scheduled automations fire. Set this correctly during initial setup.

User management

Manage your team under Settings → Users. You can invite new members, assign roles, set individual billing rates, and deactivate users who have left the firm.

1

Invite a user

Click + Invite User and enter their email address. They will receive an invitation email with a link to join your organisation. If they already have a Cadence IP account, they are added directly.
2

Assign a role

Each user has one of two roles:
  • Admin — Full access to all settings, matter types, automations, integrations, and user management. Can see and manage all matters.
  • Member — Can create and manage matters, run the timer, use AI, and send emails. Cannot access organisation settings, integrations, or user management.
3

Set hourly rate (optional)

If this user bills at a different rate than the organisation default, enter their specific rate. This overrides the default for all their time entries.

Inviting a new associate attorney

A new associate, Sarah Chen, joins your firm. You invite her with sarah@patentec.com, assign her as Member, and set her hourly rate to $400 (below the firm's $550 default for partners). Sarah receives the invitation, creates her account, and can immediately start working on matters and recording time at her rate.

Deactivating users

When someone leaves the firm, click Deactivate on their user profile rather than deleting them. Deactivated users cannot log in, but their time entries, email history, and matter activity are preserved for the audit trail.

Billing & plans

Manage your Cadence IP subscription under Settings → Billing. Subscriptions are handled through Stripe for secure payment processing.

Available plans are based on the number of active users and the features your firm needs. You can upgrade or downgrade at any time, with charges prorated for the remaining billing period.

Payment method

Add or update your credit card through the Stripe checkout portal. Cadence IP does not store card details directly.

Invoices

View and download past invoices from the billing portal. All invoices include your organisation name and ABN for tax purposes.

Plan changes

Upgrade to add more users or access additional features. Downgrades take effect at the end of the current billing period.

Account switching

If you work across multiple organisations (e.g., a main firm and a consultancy, or separate entities for patent and trademark work), you can switch between them without logging out.

1

Open the account switcher

Click your organisation name in the top-left corner of the sidebar. A dropdown shows all organisations your account belongs to.
2

Select an organisation

Click the organisation you want to switch to. The platform reloads with that organisation's matters, settings, and data. Your personal preferences (like sidebar state) are preserved.

Each organisation is completely isolated. Matters, contacts, templates, integrations, and billing are separate. A user can have different roles (Admin in one organisation, Member in another).

Multi-entity practice

Your firm operates two entities: "Patentec Patents" for patent prosecution and "Patentec Trademarks" for trademark work, each with their own Xero organisation and client contracts. You are an Admin in both. During the day, you switch between them as needed. Each has its own matter types, automations, templates, and Xero connection. Time entries and invoices are kept strictly separate for accounting purposes.

Invitations create access

You gain access to additional organisations when an Admin invites your email address. There is no limit to the number of organisations a single user account can belong to.

Account Setup

Step-by-step guide to initial configuration

Matter Types

Configure the workflows and templates that drive your practice