> ## Documentation Index
> Fetch the complete documentation index at: https://docs.divorce.law/llms.txt
> Use this file to discover all available pages before exploring further.

# Firm Administrator Guide

> Complete guide for firm admins managing Victoria AI OS

## Firm Admin Overview

As a Firm Administrator, you have full control over your firm's Victoria AI OS instance including team management, billing, settings, and AI usage monitoring.

## Key Responsibilities

<CardGroup cols={2}>
  <Card title="Team Management" icon="users">
    Invite team members, assign roles, and manage permissions
  </Card>

  <Card title="Billing & Usage" icon="credit-card">
    Monitor AI usage, review invoices, and manage subscription
  </Card>

  <Card title="Firm Settings" icon="gear">
    Configure firm profile, branding, and preferences
  </Card>

  <Card title="Security" icon="shield">
    Manage security settings, MFA, and access controls
  </Card>
</CardGroup>

## Getting Started

<Steps>
  <Step title="Complete Firm Setup">
    Configure your firm profile, subdomain, and branding
  </Step>

  <Step title="Invite Your Team">
    Add lawyers, staff, and configure their roles and permissions
  </Step>

  <Step title="Configure Billing">
    Set up payment method and review pricing plan
  </Step>

  <Step title="Monitor Usage">
    Review the AI Usage dashboard to track costs
  </Step>
</Steps>

## Pricing & Billing

Victoria AI uses transparent, cost-pass-through billing:

### Platform Fee: \$497/month

**Includes:**

* Victoria AI Platform Access (all 5 AI agents)
* **Unlimited users** per firm
* Case management system
* Document storage (unlimited)
* Real-time collaboration
* Billing & invoicing tools
* All platform features

### Processing Costs: At Cost

Your firm pays exact cost with **zero markup** for:

#### AI Conversations

* **Cost**: \~\$0.01-0.10 per conversation
* **Average**: \~\$0.05 per conversation
* **Monthly typical**: \$5-25 depending on usage

#### Document Processing

* **Cost**: \~\$0.48 per document
* Includes: PDF parsing, AI extraction, semantic search indexing
* **Monthly typical**: \$10-100 depending on document volume

### Sample Monthly Costs

| Firm Size            | Documents | AI Conversations  | Total Cost |
| -------------------- | --------- | ----------------- | ---------- |
| Small (1-2 lawyers)  | 20 docs   | 100 conversations | \~\$512    |
| Medium (3-5 lawyers) | 50 docs   | 200 conversations | \~\$531    |
| Large (6+ lawyers)   | 200 docs  | 500 conversations | \~\$618    |

<Tip>
  Most firms spend \$500-600/month total. Monitor your AI Usage Dashboard to optimize costs.
</Tip>

## Team Management

### User Roles

**Firm Admin** (You)

* Full access to all features
* Billing management
* Team management
* Security settings
* All case access

**Lawyer**

* Full case access (assigned cases)
* Victoria AI access (all agents)
* Document management
* Client communication
* Billing entry

**Staff**

* Document upload and organization
* Client intake
* Task management
* Calendar management
* Limited Victoria AI access

**Client**

* View their case only
* Upload documents
* Victoria Client Liaison access
* Secure messaging
* Invoice viewing

### Inviting Team Members

<Steps>
  <Step title="Navigate to Team Management">
    Click **Settings** → **Team Management** in your dashboard
  </Step>

  <Step title="Click Invite Member">
    Enter email address and select role from dropdown
  </Step>

  <Step title="Send Invitation">
    They'll receive an email with a secure invitation link
  </Step>

  <Step title="They Create Account">
    New member clicks link, creates password, and gets instant access
  </Step>
</Steps>

### Managing Permissions

Control what each role can do:

* **Case Access**: Assign lawyers to specific cases
* **AI Agent Access**: Limit which AI agents staff can use
* **Document Permissions**: Control who can delete documents
* **Billing Access**: Restrict who sees financial information

## AI Usage Monitoring

### AI Usage Dashboard

Access at **Settings** → **AI Usage**

**View by:**

* Time period (daily, weekly, monthly)
* Case (cost per case)
* User (cost per lawyer)
* AI Agent (which agents cost most)

**Track:**

* AI conversation count and cost
* Document processing count and cost
* Total monthly spend
* Cost trends over time

### Cost Optimization Tips

<AccordionGroup>
  <Accordion title="Use the Right Agent" icon="bullseye">
    Each agent is optimized for specific tasks. Using the wrong agent wastes tokens:

    * **Co-Counsel**: Legal strategy, motions
    * **Financial Analyst**: Calculations, asset division
    * **Discovery Manager**: Document requests
    * **Case Manager**: Organization, deadlines
  </Accordion>

  <Accordion title="Upload Documents Early" icon="upload">
    Better context means fewer follow-up questions:

    * Upload financial affidavits before asking Victoria about income
    * Upload orders before asking Victoria about custody
    * More context = better first answers = lower costs
  </Accordion>

  <Accordion title="Batch Similar Questions" icon="layer-group">
    Ask related questions in one conversation:

    * Instead of 3 separate chats, ask 3 related questions at once
    * Victoria maintains context within a conversation
  </Accordion>

  <Accordion title="Train Your Team" icon="graduation-cap">
    Efficient prompting reduces costs:

    * Be specific: "Calculate spousal support under CA law for \$5k/mo income difference"
    * Reference documents: "According to the financial affidavit uploaded today..."
    * State your goal: "I need a motion to modify support because..."
  </Accordion>
</AccordionGroup>

## Firm Settings

### Firm Profile

* **Firm Name**: Displayed in client portal and invoices
* **Subdomain**: Your unique URL (e.g., smith-law\.divorce.law)
* **Contact Information**: Primary email and phone
* **Address**: For court filings and client communications
* **Logo**: Upload firm logo (shown in client portal)

### Billing Configuration

* **Payment Method**: Credit card on file (auto-billing)
* **Billing Email**: Where invoices are sent
* **Billing Schedule**: Monthly on your signup date
* **Invoice History**: Download past invoices

### Security Settings

<AccordionGroup>
  <Accordion title="Multi-Factor Authentication (MFA)" icon="shield-check">
    **Recommended for all admins**

    Enable MFA for added security:

    1. Go to **Settings** → **Security**
    2. Click **Enable MFA**
    3. Scan QR code with authenticator app
    4. Enter verification code

    Require MFA for all team members (firm-wide policy)
  </Accordion>

  <Accordion title="Session Management" icon="clock">
    Configure session timeouts:

    * Auto-logout after inactivity (default: 30 minutes)
    * Require password re-entry for sensitive actions
    * View active sessions and force logout
  </Accordion>

  <Accordion title="IP Whitelisting" icon="location-dot">
    **Enterprise plans only**

    Restrict access to specific IP addresses:

    * Office locations only
    * VPN required for remote access
  </Accordion>

  <Accordion title="Audit Logs" icon="file-lines">
    View complete audit trail:

    * User login/logout events
    * Document access and downloads
    * Case access history
    * Settings changes
    * Team member additions/removals
  </Accordion>
</AccordionGroup>

## Data Management

### Data Export

Export all your firm's data:

1. Go to **Settings** → **Data & Privacy**
2. Click **Export Data**
3. Select data types:
   * Cases and case details
   * Documents
   * Victoria AI conversations
   * Client information
   * Billing history
4. Receive download link via email (usually within 24 hours)

### Data Retention

**Active Cases**: Unlimited retention
**Closed Cases**: 7 years (default, configurable)
**Deleted Documents**: 30-day recovery period
**AI Conversations**: Permanent (tied to case)

### GDPR Compliance

For clients in EU:

* Enable GDPR mode in **Settings** → **Privacy**
* Clients can request data export
* Clients can request data deletion (after case closure)
* Automatic consent tracking

## Support & Resources

### Getting Help

<CardGroup cols={2}>
  <Card title="Live Chat Support" icon="comments">
    Click chat icon in bottom right (response in \< 5 minutes)
  </Card>

  <Card title="Email Support" icon="envelope">
    [support@divorce.law](mailto:support@divorce.law) (response in \< 2 hours)
  </Card>

  <Card title="Schedule Training" icon="calendar">
    Book 1-on-1 onboarding session with our team
  </Card>

  <Card title="Video Library" icon="video">
    Watch training videos for each feature
  </Card>
</CardGroup>

### Quick Links

* [Quick Start Guide](/quickstart)
* [Victoria AI Agents](/features/victoria-ai)
* [Security Overview](/security/overview)
* [API Documentation](/api-reference/introduction) (Enterprise)

<Card title="Quick Start" icon="rocket" href="/quickstart">
  Complete setup guide for new firms
</Card>