Managing Multiple Attorneys' Pro Bono Leads
Quick Answer
Managing pro bono leads for multiple attorneys requires each attorney to have their own Profile listing and Heritage Web account. You can coordinate efforts using the Teams feature for central oversight, but each attorney's leads appear in their individual dashboards. There's no consolidated firm-wide dashboard currently available (coming in 2025 for enterprise clients).
Current System Structure
Individual Dashboard Model
How It Works:
Each attorney has their own account
Each has separate Pro Bono Dashboard
Leads match to individual attorneys
No automatic firm-wide view
Manual coordination required
Why This Structure:
Individual bar compliance tracking
Personal accountability
Accurate specialty matching
Privacy and confidentiality
Professional reputation building
The Coordination Challenge
For Firm Management:
Cannot see all attorneys' leads in one place
Must switch between accounts
Manual tracking required
No consolidated reporting
Difficult workload balancing
Current Workarounds:
Use Teams feature for access
Create tracking spreadsheets
Regular team meetings
Manual reporting compilation
Using Teams for Multi-Attorney Management
Centralized Oversight Model
Setup Structure:
Managing Partner creates main account
Adds all attorneys as team members
Grants Admin role to attorneys
Can switch between attorney accounts
Monitors activity across firm
Benefits:
Single login for management
Switch between attorney views
Monitor all accepted cases
Ensure coverage of opportunities
Track firm-wide impact
Limitations:
Still individual dashboards
Manual account switching
No aggregate view
Time-consuming oversight
Distributed Management Model
Alternative Structure:
Each attorney owns their account
Department heads add their team
Multiple oversight points
Flexible hierarchy
Maintains autonomy
When This Works:
Large firms with departments
Multiple practice groups
Geographic distribution
Independent attorney culture
Practical Management Strategies
For Small Firms (2-10 Attorneys)
Daily Management:
Morning Routine:
Managing partner logs in
Switches to each attorney's account
Reviews new pro bono opportunities
Assigns based on expertise/capacity
Tracks in central spreadsheet
Weekly Coordination:
Monday team meeting
Review accepted cases
Distribute new opportunities
Balance workloads
Update tracking sheet
For Medium Firms (11-50 Attorneys)
Department-Based System:
Practice Group Leaders:
Family law head manages 5 attorneys
Criminal law head manages 8 attorneys
Immigration head manages 4 attorneys
Each leader uses Teams for their group
Firm-Wide Coordination:
Weekly leader meetings
Monthly firm reports
Quarterly impact analysis
Annual bar reporting
For Large Firms (50+ Attorneys)
Pro Bono Coordinator Role:
Dedicated Staff Position:
Full-time pro bono management
Access all attorney accounts via Teams
Daily opportunity review
Assignment coordination
Compliance tracking
Technology Support:
Custom spreadsheet systems
CRM integration
Automated reminders
Performance dashboards
Creating Management Systems
Essential Tracking Spreadsheet
Column Headers:
Attorney Name
Case ID
Client Identifier (confidential)
Date Accepted
Practice Area
Status (Active/Completed)
Hours Logged
Outcome
Notes
Automation Tips:
Use formulas for totals
Create attorney summaries
Build monthly reports
Track against goals
Generate bar reports
Assignment Protocols
Factors to Consider:
Attorney Expertise:
Specialty alignment
Experience level
Language capabilities
Geographic coverage
License jurisdictions
Current Capacity:
Active case load
Upcoming commitments
Time availability
Professional development needs
Interest areas
Communication Systems
Notification Cascade:
Pro bono coordinator receives alert
Reviews opportunity details
Identifies best attorney match
Forwards to selected attorney
Tracks acceptance/rejection
Internal Communication:
Slack channel for opportunities
Email distribution lists
Team meetings
Case assignment board
Status updates
Managing Access Limits
Free Account Challenges
The Problem:
Only 3 pro bono cases/month per account
10 attorneys × 3 = 30 cases IF separate accounts
BUT Teams share owner's limit
Central management = only 3 total
Why This Fails:
Severely limits firm impact
Creates internal competition
Frustrates willing attorneys
Inadequate for firm goals
Sponsor Solution
Immediate Fix:
Sponsor ONE listing anywhere
Entire account gets unlimited
All team attorneys included
$25/month total cost
For Multiple Accounts:
Each sponsored account = unlimited
Allows distributed management
Department autonomy
Still very affordable
Enterprise Arrangements
Coming Features (2025):
Centralized dashboard
Consolidated analytics
Automated distribution
API integration
Custom reporting
Current Enterprise ($500+/month):
Bulk listing management
Priority support
Custom training
Manual reporting assistance
Workload Distribution
Fair Assignment Methods
Rotation System:
Attorneys take turns
Equal opportunity
Predictable schedule
Prevents burnout
Fair distribution
Expertise-Based:
Match to specialties
Leverage strengths
Better outcomes
Higher satisfaction
Efficient service
Capacity-Based:
Consider current load
Available hours
Other commitments
Deadline pressures
Personal preferences
Preventing Overload
Warning Signs:
Attorneys declining opportunities
Delayed client contact
Incomplete cases
Quality concerns
Burnout indicators
Management Solutions:
Set individual limits
Monitor accepted cases
Regular check-ins
Redistribute if needed
Encourage boundaries
Compliance and Reporting
Individual Tracking
Each Attorney Maintains:
Personal case log
Hours documentation
Outcome records
Client feedback
Bar compliance records
Firm-Wide Compilation
Monthly Process:
Export each attorney's accepted cases
Compile in master spreadsheet
Calculate firm totals
Identify trends
Create summary report
Annual Reporting:
Total cases accepted
Hours contributed
Practice areas served
Languages provided
Communities impacted
Best Practices
Daily Management
Morning Review (30 minutes):
Check all attorney dashboards
Review new opportunities
Make assignments
Update tracking sheet
Send notifications
Weekly Coordination
Team Meeting Agenda:
Review week's acceptances
Discuss challenging cases
Balance workloads
Share successes
Plan ahead
Monthly Analysis
Metrics to Track:
Cases per attorney
Practice area distribution
Acceptance rate
Completion rate
Time investment
Common Challenges and Solutions
"Too Many Dashboards to Monitor"
Solutions:
Designate department managers
Create monitoring schedule
Use Teams efficiently
Consider enterprise solution
Automate where possible
"Attorneys Missing Good Cases"
Solutions:
Centralized initial review
Quick assignment process
Clear communication protocols
Sponsor for unlimited access
Better notification systems
"Uneven Case Distribution"
Solutions:
Track assignments carefully
Regular workload reviews
Clear assignment criteria
Flexible redistribution
Open communication
FAQs
Q: Can we create one master account for all attorneys? A: No. Each attorney needs their own Profile listing for proper matching and compliance tracking.
Q: Is there a way to see all firm cases in one view? A: Not currently. This feature is planned for enterprise clients in 2025. For now, use Teams and manual tracking.
Q: How do we ensure equal distribution? A: Create a rotation schedule or assignment system, track carefully, and review distribution weekly.
Q: What if attorneys compete for the same cases? A: Establish clear protocols for who reviews opportunities first and how assignments are made.
Q: Can we automate any of this process? A: Not within Heritage Web currently, but you can use external tools like spreadsheets with formulas and CRM systems.
Next Steps
Assess current management pain points
Choose centralized or distributed model
Implement Teams feature properly
Create tracking spreadsheet
Establish assignment protocols
Upgrade to sponsor for unlimited access
Plan for 2025 enterprise features