Settings¶
This page is for the person who looks after Kosmos for the firm: an office manager or the attorney who owns the firm, signed in as an administrator. It walks through each section under Settings: what it is for, what each control does, and what changes elsewhere in Kosmos as a result. Some sections are open to every user, and the page says which.
Open Settings¶
Click your name at the foot of the sidebar and choose Settings. It opens on Profile, with the settings menu beside it. The same account menu shows who is signed in and holds Log out. The entries you see depend on your role and permissions.
| Section | Who sees it | What it is for |
|---|---|---|
| Profile | Everyone | Your own name, email address, password and sidebar icon. |
| Security | Everyone | Your authenticator app, and signing out everywhere else. Administrators also see the firm-wide switch that requires the app. |
| Appearance | Everyone | Your theme and navigation layout. |
| Firm | Administrators | The firm's name, address, email addresses, logos and its own wording for invoices and reminders. |
| Notifications | Everyone | Your daily digest email. |
| Users | Administrators | Accounts, roles and hourly rates. |
| Permissions | Administrators | What each user can open. |
| Contacts | Administrators | The groups, roles and relationship types offered for contacts. |
| Practice Areas | Administrators | The practice areas offered on matters and intakes. |
| Tasks | Administrators, once AI is set up | How the quick task line reads what you type. |
| Integrations | Everyone | Google connections and AI providers. A user who is not an administrator sees only Case Email. |
| Claude Desktop | Everyone | Connecting the Claude Desktop app to Kosmos. |
| Intake Forms | Administrators and users with the Intakes permission | Forms sent to prospective clients. |
| Intake Emails | Administrators and users with the Intakes permission | Ready-made emails for intakes. |
| Checklists | Everyone | Checklist templates for tasks. |
Your own settings¶
Profile, Appearance and Notifications belong to each user and change nothing for anyone else. See Make it yours.
Firm¶
Settings → Firm holds the details Kosmos prints and sends in the firm's name. Change the fields and click Save Firm Details. "Firm details updated" confirms the save.
| Field | Where it shows up |
|---|---|
| Logo | On the sign-in page, in place of the Kosmos name. At the top of invoices and the other PDFs Kosmos produces (ledgers, statements, reports). On the page where a client pays online and on intake forms. The other two logos stand in for it on their own surfaces; wherever one of them is blank, this logo shows instead. |
| Dark-theme logo | In place of the logo on the sign-in page, the payment page and intake forms whenever the viewer's theme is dark. Upload light-coloured artwork on a transparent background: the logo itself, if it is dark ink on a transparent background, disappears on a dark theme. |
| Email logo | In invoice, payment request, reminder and intake form emails. An email program can be in dark mode too, and Kosmos cannot tell, so upload artwork on a solid white background, which reads in either. |
| Name | At the top of the same PDFs, and as the sender's name on email to clients: "Example Law Billing" on invoices and payment requests, "Example Law" on intake email. An ending such as "LLC" is left off the sender's name. |
| Address line 1, Address line 2, City, State, Zip code | Under the firm's name on PDFs, and at the foot of invoice, payment request and intake form emails. |
| Phone | On PDFs and in intake form emails. Enter a ten-digit US number. |
| On PDFs and intake forms. Replies to intake form emails go here. It also stands in when Billing Email or Intake Email is blank. | |
| Billing Email | Where a client's reply to an invoice, payment request or reminder goes, and the contact address printed in those emails. |
| Invoice BCC | One or more addresses, separated by commas. Each gets a blind copy of every invoice, payment request and reminder email. |
| Intake Email | Copied on every email you send to a prospective client from an intake, and filled in as Reply-To when you write one. |
| Jurisdiction | The firm's default jurisdiction. A matter with no jurisdiction of its own shows "Firm Default" with this value on its Overview, and AI chat on that matter works from it. |
| Payment Terms | One sentence in the firm's own words, for example the payment terms in your fee agreement. It is added to the reminder emails for an invoice and for a payment request (not for a trust deposit request). Leave it blank and reminders say nothing about terms. |
| Invoice Trust Note | Printed under Funds in Trust on an invoice, when the client has money in trust. Leave it blank and the invoice shows the balance alone. |
To add a logo, click the file chooser beside its name and pick a PNG or JPG file of 2 MB or less. It uploads at once: there is nothing to save. To change it, click the remove button beside the logo, confirm, and choose the new file. Each preview sits on the background its logo is meant for, light or dark, whatever your own theme, so you can see how it will read.
One logo is enough to start: upload the Logo alone and it shows everywhere. Add the other two when the one logo does not suit a dark theme or a dark email program.
Security¶
Settings → Security is where you set up an authenticator app, so that the second step of your sign-in is the code the app shows rather than a code sent by email. Click Set up an authenticator app, scan the QR code with the app (or type the key shown beneath it into the app), enter the six-digit code the app shows and click Confirm. From your next sign-in Kosmos asks for the app's code and sends no email.
Once an app is set up the page offers Set up a new app, for a new phone (the old app stops working when the new one is confirmed), and Turn off, which asks for a current code from the app and returns you to emailed codes. When the firm requires the app, Turn off is not offered. If you lose your phone, an administrator resets your app from Settings → Users; you get an emailed code at your next sign-in and set the app up again.
An administrator also sees a Firm section on this page with Require Authenticator App. Click Require and every user must sign in with an app: a user who has not set one up is brought to this page after signing in and can go nowhere else until they have, and nobody can turn their app off. Stop Requiring lets each user choose again and removes nobody's app.
Sign Out Everywhere is further down the page. Click Sign Out Everywhere Else and every other device and browser signed in to your account is signed out at once (a lost phone, a shared computer); you stay signed in where you clicked it. Log out in the account menu, by contrast, signs out the browser you are using and no other. A browser you do not sign out of stays signed in for eight weeks after you last use it.
Users¶
Settings → Users opens User Management, the list of accounts, ten to a page. Click a Username for Edit, Switch to Inactive and, for a user with an authenticator app, Reset Authenticator; or click a Role to change it. The Attorney column shows the user's title and, where there is none, "Attorney" or "Staff". The App column shows a check for each user who has set up an authenticator app. The list starts with active users only: click Filter to narrow it by username, email, role or status (Not Active or All shows deactivated users), then Apply. Restore Defaults returns to active users. Click the sort button beside Username, E-Mail, Role, Attorney, Rate or Active to sort by that column, and again to reverse the order. Sorting keeps the filter in place.
Add a user¶
- Click the + button beside User Management to open Create User.
- Enter Username (a short display name), Password, First name, Last name and Email address, and choose a Role. The email address is what the user signs in with: it is required, and no two users can share one.
- Click Submit.
The new user is in the list. Kosmos sends them nothing: give them the password yourself. Each time they sign in, Kosmos emails a code to their email address, until they set up an authenticator app under Settings → Security. Next, edit the user to fill in the remaining fields, and check their row under Permissions.
Edit a user¶
Click the username, then Edit. Change the fields in Edit User and click Submit.
| Field | What it does |
|---|---|
| Username | A short display name, shown on tasks, entries and reports. It does not sign in. |
| Email address | What the user signs in with. Also receives sign-in codes, password reset links and the daily digest. No two users can share one. |
| First name, Last name | Shown wherever the user is named. |
| Role | Admin: every settings section, every matter and all five permissions, and the only role that can delete a matter. User: day-to-day work within the permissions and matters an administrator gives them. You can also change it from the Role column of the list. It applies from the next page the user opens. |
| Attorney | Yes or No. With no Title, the user is described as "Attorney" or "Staff". |
| Title | A job title, such as Paralegal. Printed beside the user on a matter's activity reports and given to the AI so it knows who is who. |
| Initials | How the user is abbreviated in lists of time and expenses, on task filter chips and on reports. |
| Hourly Rate | In whole dollars. Fills in as the rate on the user's new time entries, unless the matter has its own rate for them. See Rates. |
| Status | Active or Inactive. |
Deactivate a user¶
A user cannot be deleted. Click the username and choose Switch to Inactive (or set Status to Inactive in Edit User). The user is signed out everywhere and can no longer sign in. They leave the Permissions table and are no longer offered when a task is assigned. Everything they recorded stays. To bring the account back, click Filter, choose Not Active, click the username and choose Switch to Active. Their permissions and assigned matters return as they were.
Passwords¶
An administrator cannot see or reset another user's password here. A user changes their own under Settings → Profile, or clicks Forgot Password? on the sign-in page and follows the link Kosmos emails them. If their email address is wrong, correct it in Edit User first.
Reset an authenticator app¶
When a user loses the phone with their authenticator app, click their username and choose Reset Authenticator, then confirm. They get a code by email at their next sign-in. If the firm requires the app, Kosmos then takes them to Settings → Security to set a new one up before they can do anything else.
Good to know:
- A new user starts with every permission switched on except Reports. Set their permissions before you hand over the password.
- Create User accepts a blank Email address, but a user with none cannot receive a sign-in code and so cannot sign in.
- Kosmos does not let the firm be left without an administrator. If you try to make the only active administrator a User or Inactive, yourself included, it shows "This is the only active administrator. Make another user an administrator first."
Permissions¶
Settings → Permissions has a row for each active user and a switch for each permission. A switch applies from the next page the user opens. An administrator's row is marked "admin": its switches are on and locked.
| Permission | What it opens |
|---|---|
| All Matters | Every matter. Switched off, the user sees only the matters assigned to them. |
| Financial | Invoicing (invoices, payments and trust), the Rates and Ledger tabs of a matter, the Financials figures on a matter's Overview, and the Trust tab of a client's contact page. |
| Intakes | The Intakes page, and Intake Forms and Intake Emails in Settings. |
| Reports | The Reports page, and the whole firm's figures under Work in Progress on the Dash. This switch starts off for a new user. The other four start on. |
| Research | A matter's saved case law (the Case Law view of its AI tab, or a Case Law tab of its own when AI is not set up), and case law search in an Agentic chat. |
Limit a user to assigned matters¶
- Switch All Matters off for the user. A pencil button appears beside the switch.
- Click the pencil button. Matter Access opens with two lists: Pending and Open Matters and Assigned.
- Click a matter under Pending and Open Matters to assign it, or one under Assigned to take it away. Each click is saved at once. Click Accept & Close when you are done.
The user now sees only the matters under Assigned. Who can see a matter describes what that looks like for them. To lift the limit, click Grant All Matters in the dialog or switch All Matters back on.
Good to know:
- Assigned matters do not limit the money pages. A user with the Financial permission still sees every matter's invoices, payments and trust under Invoicing, and a user with the Reports permission sees every matter in the reports.
- Contacts belong to the whole firm. A user limited to assigned matters still sees every contact, though not the other matters a contact is on. The operator guide has the full list: Users and permissions.
Contacts¶
Settings → Contacts holds three lists the firm chooses from when it works with contacts.
| List | What its entries are | Where they are offered |
|---|---|---|
| Groups | The side or cluster a contact belongs to on a matter. | Group, when you assign a contact to a matter. They are offered in the order shown here: drag a row by its handle to reorder. |
| Roles | What a contact is on a matter. | Role, when you assign a contact to a matter. |
| Relationship Types | How two contacts are connected, read from both sides: Label ("Employer of") and Inverse label ("Employee of"). Leave Inverse label blank when both sides read the same, as with a spouse. | Relationship, when you link one contact to another. |
Each list shows active entries until you click Inactive or All.
- Add: click the + button beside the list's title, fill in the form and click Submit.
- Rename: click the entry, choose Edit and change the name. Every record that uses the entry shows the new name.
- Retire: in Edit, set Status to Inactive. The entry is no longer offered, and records that already use it keep it.
- Delete: click the entry, choose Delete and confirm.
The group and the role Kosmos uses for a matter's client show Protected in place of Edit and Delete.
Good to know:
- Deleting reaches the records that use the entry. Deleting a group or a role takes every contact assigned with it off their matters. Deleting a relationship type removes every link of that type between contacts. The contacts themselves are kept. To keep the records, retire the entry.
Practice Areas¶
Settings → Practice Areas is the list offered in Practice Area when you add or edit a matter or an intake. It works like the lists under Contacts, except that its form has a Name and an Is active checkbox. Clear Is active to retire a practice area: it is no longer offered, and matters and intakes that have it keep it. Delete removes it from every matter and intake that uses it, leaving them with none.
Tasks¶
Settings → Tasks has one section, Quick Task Entry. It sets how the quick-add line at the top of the Tasks page reads what is typed into it, for everyone at the firm. The page appears in the menu only once an AI provider is set up (see AI). Without one, the quick-add line always reads "Matter - Description".
| Field | What it does |
|---|---|
| AI Quick Task Entry | No: type the matter, a dash and the task ("Rivera - Draft the complaint"), and Kosmos matches the matter by name. Yes: describe the task in plain language, and AI works out the matter, the assignee, the date and the priority. |
| Quick Task AI Model | Gemini Flash or Claude Sonnet. Used only when AI Quick Task Entry is Yes. |
Click Save Task Settings. If the AI cannot be reached, the line falls back to matching "Matter - Description". If the provider of the model you pick has no key, Kosmos uses the other provider's model.
Integrations¶
Settings → Integrations connects Kosmos to Google and to the AI providers. An administrator sees Google Account, three connections that serve the whole firm through one Google account, AI and Case Email. Everyone else sees only Case Email.
| Connection | What it does once connected |
|---|---|
| Google Contacts | A contact added in Kosmos is added to the Google account, and removed from it when the contact is deleted in Kosmos. |
| Google Calendar | Events are kept in step, in both directions, with one Google calendar. The person who runs your server chooses which. |
| Google Drive (Documents) | PDFs in a matter's linked Drive folder are copied into the matter's documents. Kosmos never changes anything in Drive. The lines under the button count the matters linked, folders mapped and documents synced, and warn when a mapped folder is missing. |
To connect one, click Connect, choose the Google account and approve the request. You return to Integrations and the button now reads Disconnect. If you see "This Google connection was not started from this session. Go back to Settings, Integrations and connect again.", click Connect again.
If Google sign-in is not set up on your server yet, there are no Connect buttons. An administrator sees a note pointing to the setup guide (Google Workspace). Everyone else sees "Google sign-in isn't set up yet. Ask an administrator."
To disconnect one, click Disconnect, then Disconnect again in the prompt. Kosmos stops syncing with it for the whole firm until an administrator connects it again. Documents and events already in Kosmos stay in place.
Under Case Email, each user connects their own Gmail mailbox: click Connect beside Your Gmail mailbox. Kosmos creates the case labels in that mailbox, and emails you put under a label appear on that matter's Emails tab. The section then shows your mailbox's address, how many emails are synced, when your mailbox last synced, and how many labels it is missing. The missing labels are named only if you can see every matter. An administrator sees these lines for every connected mailbox, not only their own. Reconnect appears for a mailbox that was connected before Kosmos could create labels. Disconnect asks you to confirm, then removes that mailbox's emails from matters. Emails a colleague's mailbox also holds, and emails already saved as documents, are kept.
Good to know:
- Whichever Connect you click, Google asks for access to calendar, contacts, Drive and Gmail together. Kosmos uses only the connection you clicked.
- Connecting with a different Google account replaces the earlier connection.
AI¶
AI in Kosmos is optional. Until a provider is set up, Kosmos shows no AI anywhere: no AI tab on matters, no Assessment or Chat on intakes, no AI column on documents, and no Settings → Tasks. Setting one up turns all of them on for everyone at the firm.
AI has a row for Google Gemini and one for Anthropic Claude. One is enough. Either provider runs every AI feature. With both, chats offer the models of both, and the work Kosmos does in the background (summaries, intake assessments, reading forwarded email) uses Gemini. Search by meaning inside a matter needs Gemini. Without it, search matches your words only.
To set one up:
- Create an API key in the firm's account with Google or Anthropic.
- Paste it into API key on that provider's row and click Save.
Kosmos checks the key with the provider before it saves it. If the provider refuses it, the row reads "The provider rejected this key. Check it and try again." and nothing is saved. A saved key shows Remove in place of the box. Click Remove and confirm to delete it. If it was the only key, the AI features disappear again.
A row that reads "Set in config/.env" has a key set by the person who runs your server. It cannot be changed here. What is sent to each provider, and the cost, are described in AI providers and research.
Note
Sending email, file storage, CourtListener and online payments have no screen in Settings. The person who runs your server sets them up, along with the Google project behind these connections: see Google and Gmail in the operator guide.
Claude Desktop¶
Settings → Claude Desktop lets each user connect the Claude Desktop app on their own computer to Kosmos. The page states exactly what Claude can then read and write: in short, the matters that user can see.
Click Generate token, then follow the four steps under Setup: they include downloading a small connector file and pasting your configuration into Claude Desktop. The configuration contains your personal token, so do not share it. Rotate token replaces the token, and Claude Desktop stops working until you paste the new configuration. Revoke token removes it. Both also cut off the LibreOffice companion extension, which uses the same token. More detail is in Claude Desktop access.
Intake Forms¶
Settings → Intake Forms lists the forms the firm sends to prospective clients, with how many Questions each has and how many times it has been Sent. Click New Form to build one, or a form's name to change it. Intakes covers building and sending forms.
Intake Emails¶
Settings → Intake Emails is the firm's set of ready-made emails for prospective clients: a rejection, a referral, a request for information. When you choose Send email on an intake, Template lists them by name, and picking one fills in Subject and Body, which you can still edit before sending.
Click the + button beside Intake Emails to open Add Email Template. Enter a Name (how it appears under Template), a Subject and the Body, and click Submit. Click a template's name for Edit and Delete. The body is plain text and is sent as written: Kosmos does not fill in names, so add the greeting when you send. Changing or deleting a template does not touch emails already sent.
Checklists¶
Settings → Checklists is the firm's library of checklist templates: reusable lists of steps to attach to a task. Templates are kept in Folders, and Inbox holds those not yet filed. Click the + button above the list to add one, or a template's name for Edit, Move and Delete. Deleting a template does not change checklists already on tasks. See Tasks.