1️⃣ Managing Mailbox Licenses
👉 Where group-based sync is selected, your internal IT team can manage adding and removing mailboxes directly.
Your IT administrators have full control over mailbox license management within Nexl. This includes:
Assigning licenses: Licenses can be assigned to the appropriate mailboxes in your firm to enable email and calendar sync.
Revoking licenses: When a mailbox is no longer needed (e.g., someone leaves the firm), your IT team can revoke the license to free it up for reassignment.
Monitoring usage: Your IT team is responsible for monitoring mailbox license usage by reviewing and managing the user groups created for mailbox sync within your firm’s internal systems. Nexl does not provide direct reporting on mailbox license allocations, so it’s important your IT team maintains oversight of these groups internally.
👉 If group-based syncing is not activated, you will need to provide your CSM with a list of the mailboxes you want to sync so these can be set up accordingly.
👉 Your CSM can also provide ad hoc lists of currently syncing mailboxes upon request.
2️⃣ Managing User Licenses
Management of users and licensing can be performed by your internal Product Owner or anyone assigned an Admin Role by navigating to the User Management module under the Admin Cog.
Your administrators can:
Manually add users: Set up new users by going to the Admin Cog > User Management module > Add User. From here, you can assign roles, adjust permissions, and set up delegate access in advance. This ensures users are set up with the correct role and access before they first log in.
Remove users: Remove access and deallocate licenses when users no longer require access or have left your firm. This can be done directly via the User Management panel — the admin simply deletes the user.
**Note: All user details (tasks, contacts, data) will remain in the system. Deleting the user only prevents further login and frees up a user license.
Delegate access: Delegate access can be assigned as follows:
Navigate to the profile of the person who needs access to another user’s account (e.g., a secretary).
Click on Delegate Access and select the user whose account they need access to (e.g., the partner).
This ensures the secretary can act on behalf of the partner as needed.
Administrator impersonation (optional): Administrators can opt in for the ability to impersonate all users, which can be helpful for internal troubleshooting and support. If you would like this feature enabled, please contact your CSM, who can arrange for this configuration to be assigned to your admin users.
Auto-create users: This is a configuration that the Nexl team can apply on request. When enabled, new user accounts are automatically created the first time a user logs in via the provided URL. These users will receive a default Individual Lawyer base role, and the administrator can adjust roles or permissions as needed via the User Management panel.
👉 If your firm has set up an internal user group, this group should be managed directly by your internal IT team. They will be responsible for adding or removing users as needed to:
Allocate user licenses appropriately
Ensure only authorized users can access Nexl
Prevent unnecessary consumption of user licenses
3️⃣ License Reviews During QBRs
Your Customer Success Manager (CSM) and Account Executive will review your license usage during Quarterly Business Reviews (QBRs). These reviews will cover:
Mailbox and user license usage: Identifying any unused licenses or overages so they can be reclaimed or adjusted.
Contact overages: Reviewing your contact volumes to ensure they are aligned with your subscription and discussing options if overages occur.
Growth planning: Discussing whether additional licenses or contact allocations are required to support your firm’s future needs.
Alignment with firm priorities: Ensuring license usage supports your operational and business development goals.
Questions?
If you have any questions about managing licenses or user accounts, please contact your CSM or Nexl Support team by clicking on the Support ChatBot for assistance.