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Why Organizations?

For law firms and legal departments, collaboration is essential. Arbiter’s Organizations feature lets your team share a single workspace with:
  • Pooled Tokens - Everyone draws from a shared token balance, simplifying budget management
  • Centralized Billing - One invoice, one subscription, easy expense tracking
  • Document Sharing - Share contracts and matters with colleagues securely
  • Role-Based Access - Owners control billing; Admins manage members; Members work
Whether you’re a two-person practice or a large legal department, Organizations keep your team aligned with unified resources and streamlined administration.

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The Organization Switcher

Arbiter maintains complete separation between your personal account and any organizations you belong to. You switch between these contexts using the Organization Switcher in the top navigation bar.

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How It Works

  1. Click Your Profile in the top-right corner of the dashboard
  2. Select the Organization you want to work in, or choose “Personal Account” for your individual workspace
  3. Everything Changes - Your documents, chats, matters, token balance, and settings all switch to that context
Complete Isolation - Documents created in your personal account are not visible from an organization context, and vice versa. You must be in the correct context to see your work.

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What Changes When You Switch

ElementPersonal AccountOrganization
DocumentsOnly your personal documentsDocuments you created or that were shared with you
MattersYour personal mattersOrganization matters
Token BalanceYour individual tokensShared organization pool
TemplatesPersonal templates + PublicPersonal + Organization + Public
BillingYour individual subscriptionOrganization subscription (Admins/Owners only)

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Creating an Organization

Any Arbiter user can create an organization and become its Owner.
1

Open the Organization Switcher

Click your profile in the top navigation, then click the organization dropdown menu.
2

Click 'Create Organization'

Enter a name for your organization (e.g., “Smith & Associates LLP”) and optionally upload a logo.
3

Purchase Seats

After creation, you’ll be taken to Organization Settings. Go to the Billing tab to purchase seats for your team.
4

Invite Members

Once you have seats, go to the Members tab to invite colleagues by email.
You are the Owner - As the creator, you have full control over billing, settings, and member management. You cannot be removed from the organization.

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The Critical Path: Seats Before Members

Important - You cannot invite team members until you have purchased seats. This is by design to ensure billing is established before onboarding.
The workflow is:
  1. Create the organization (you’re automatically added as Owner - this does not consume a seat)
  2. Purchase seats via the Billing tab (each seat allows one member)
  3. Invite members via the Members tab (invitation emails are sent)
  4. Members join by accepting the invitation
Each seat you purchase allows one team member to join. If you have 5 seats and 5 active members, you must purchase more seats before inviting anyone else.

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Organization Settings

Access Organization Settings from the dashboard by clicking Organization Settings in the sidebar or navigation menu.

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Overview Tab

The Overview tab provides a snapshot of your organization’s activity and resources:

Total Documents

Count of all documents created by organization members, with weekly growth.

Analyses Run

Number of document analyses performed, with completion status.

Active Seats

How many of your purchased seats are occupied by active members.

Monthly Spend

Current billing amount based on your plan and seat count.
Quick Actions (for Admins and Owners):
  • Add More Seats - Expand your team capacity
  • Open Billing Portal - Manage payment methods and view invoices via Stripe

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Members Tab

The Members tab shows everyone in your organization with detailed activity metrics:
ColumnDescription
MemberName, email, avatar, and join date
RoleOwner (gold crown), Admin (blue shield), or Member
StatusActive or Inactive
DocumentsTotal created, this month, this week
AnalysesTotal run, this month, this week
ActivityLast active date and estimated token usage
Actions available:
  • Invite Member - Send email invitations (requires available seats)
  • View Details - Click any row to see detailed member analytics
  • Remove Member - Remove a member to free up their seat (Admins/Owners only)
Click on any member row to open a detailed view showing their documents, analyses, token consumption estimate, and recent activity.

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Billing Tab

The Billing tab (visible to Owners only) manages your subscription: Organization Token Balance
  • View your shared token pool with breakdown of monthly allocation vs. rollover
  • Purchase additional token packs (5,000 / 15,000 / 30,000 tokens)
Subscription Details
  • Current plan (Teams Monthly or Teams Annual)
  • Total seats and monthly cost
  • Link to Stripe billing portal for invoices and payment methods
Add Seats
  • Choose Monthly (199/seat/month)orAnnual(199/seat/month) or Annual (1,599/seat/year)
  • Select quantity and purchase
  • New seats are available immediately after payment

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Settings Tab

The Settings tab allows you to:
  • Edit Organization Name - Update your firm’s name as it appears in Arbiter
  • Upload Logo - Add your firm’s logo for branding
  • Manage Preferences - Configure organization-wide settings
  • Danger Zone - Delete the organization (Owner only, requires confirmation)

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How Tokens Are Shared

One of the most important concepts in Organizations is the shared token pool.

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The Pool Model

Instead of each member having their own token balance, all organization members draw from a single shared pool: 
Organization Token Balance = Monthly Allocation + Rollover Balance
  • Monthly Allocation - Refreshed each billing cycle based on your seat count
  • Rollover Balance - Unused tokens from previous months (up to a cap)
When any member performs a token-consuming action (analysis, drafting, research), those tokens come from the shared pool.

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Why This Matters for Law Firms

  • No Wasted Tokens - If a partner uses fewer tokens one month, associates can use more
  • Simplified Budgeting - One pool to monitor, not dozens of individual balances
  • Fair Distribution - High-activity matters get the resources they need without individual limits
  • Easy Top-Ups - Purchase additional tokens once for the whole team

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Monitoring Token Usage

In the Members tab, Admins and Owners can see estimated token consumption per member:
  • This Month - Estimated tokens used in the current billing period
  • This Week - Recent consumption for trend monitoring
Token estimates are based on member activity (documents created, analyses run, chat interactions). Actual consumption may vary slightly based on document complexity.

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Subscription Plans

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Teams Monthly - $199 per seat per month

  • Flexible month-to-month billing
  • Add or remove seats anytime
  • Each seat includes monthly token allocation
  • Tokens shared across all members

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Teams Annual - $1,599 per seat per year

  • Save over $780 per seat annually (vs. monthly)
  • Same features as monthly
  • Each seat includes monthly token allocation
  • Billed once per year

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What Every Seat Includes

  • Unlimited document creation
  • Full AI analysis capabilities
  • GitLaw legal research access
  • Matter Mode for multi-document projects
  • All deliberation modes
  • Priority support

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Roles and Permissions

Organizations have three roles with different capabilities:

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Owner (Gold Crown)

The organization creator. There is exactly one Owner per organization.
  • Full access to all features
  • Manages billing and subscription
  • Can promote members to Admin
  • Can transfer ownership (contact support)
  • Cannot be removed from the organization

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Admin (Blue Shield)

Trusted team members who help manage the organization.
  • Can invite and remove members
  • Can view member analytics
  • Can access Organization Settings
  • Cannot view or modify billing
  • Can be demoted by Owner

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Member

Standard team members.
  • Full access to Arbiter features (documents, analysis, research)
  • Uses shared token pool
  • Can share documents with colleagues
  • Cannot invite or remove other members
  • Cannot access Organization Settings (except to view their own profile)

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Permissions Matrix

ActionOwnerAdminMember
Create documents✅✅✅
Run analysis✅✅✅
Use GitLaw research✅✅✅
Share documents✅✅✅
View shared documents✅✅✅
Invite members✅✅❌
Remove members✅✅❌
View member analytics✅✅❌
Change member roles✅❌❌
View/modify billing✅❌❌
Purchase seats/tokens✅❌❌
Delete organization✅❌❌

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Document Sharing and Collaboration

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Privacy by Default

Documents you create in an organization context are private to you by default. Other organization members cannot see them unless you explicitly share. This is intentional - it protects client confidentiality and ensures you control who sees what.

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Sharing with Colleagues

To share a document with team members:
1

Open the Document

Navigate to the document you want to share.
2

Click Share

Use the “Share” button in the document toolbar or right-click menu.
3

Select Team Members

Choose which colleagues should have access from the member list.
4

Confirm

Selected members can now view and edit the document.

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What Shared Members Can Do

Once a document is shared, those members can:
  • View the full document content
  • Edit and make changes
  • Run AI analysis
  • Use document chat
  • See other active users (real-time presence)

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Document Categories in Your Library

When working in an organization context, your document library shows:
  • My Documents - Documents you created (private until shared)
  • Shared with Me - Documents colleagues have shared with you
  • Organization Templates - Shared templates for the whole firm

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Inviting Team Members

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Before You Invite

Ensure you have:
  1. Available Seats - Check the Members tab for seat availability
  2. Correct Email Addresses - Invitations are sent via email

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The Invitation Process

1

Go to Members Tab

In Organization Settings, click the Members tab.
2

Click 'Invite Member'

The button shows available seats (e.g., “Invite Member (3 seats available)”).
3

Enter Email Addresses

Type one or more email addresses. Separate multiple with commas for bulk invitations.
4

Send Invitations

Click “Send” to dispatch invitation emails.

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What Invitees Receive

Invited members receive an email with:
  • Your organization name
  • A link to accept the invitation
  • Instructions to create an Arbiter account (if they don’t have one)

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After Acceptance

Once they accept:
  • They appear in your Members tab as “Active”
  • They can switch to your organization using the Organization Switcher
  • They immediately have access to shared documents and the token pool

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Managing Seats

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Adding More Seats

When your team grows:
  1. Go to Organization Settings → Billing
  2. In the “Add Seats” section, choose Monthly or Annual
  3. Select the number of seats to add
  4. Click “Add Seats” and complete payment
New seats are available immediately after payment is processed.

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How Billing Works for Additional Seats

  • New Subscriptions - You’re redirected to Stripe checkout
  • Existing Subscriptions - Seats are added and you’re charged a prorated amount for the remainder of the current billing cycle

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Reducing Seats

To reduce seat count:
  1. First remove members to free up seats (you cannot have more active members than seats)
  2. Go to Billing → Update Seat Count
  3. Enter the new lower number
  4. The reduction takes effect at the end of your billing cycle
Seat reductions are not refunded. Plan your team size to avoid paying for unused seats.

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Purchasing Additional Tokens

If your team runs low on tokens before the billing cycle renews, you have two options:

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Option 1: Add Seats (Permanent)

Each additional seat increases your monthly token allocation. This is ideal if:
  • You’re consistently running out of tokens
  • You need to add more team members anyway
  • You want a higher recurring allocation

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Option 2: Token Packs (One-Time)

Purchase additional tokens without adding seats:
PackTokensPrice
Starter5,000$50
Business15,000$135
Enterprise30,000$240
Token packs are added to your pool immediately and are consumed before your monthly allocation.
Token packs are ideal for temporary spikes in activity (e.g., a large due diligence project) without permanently increasing your seat count.

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Best Practices for Law Firms

Establish Naming Conventions

Use consistent document naming (e.g., “Client - Matter - Document Type”) so everyone can find files easily.

Designate Admin Backups

Promote at least one trusted colleague to Admin so member management isn’t blocked if the Owner is unavailable.

Monitor Token Usage Monthly

Check the Members tab regularly to identify heavy users and plan token purchases before running out.

Use Organization Templates

Create firm-wide templates for common contracts to ensure consistency and save drafting time.

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For Managing Partners / Firm Administrators

  • Review member activity quarterly to ensure seats are being utilized
  • Set expectations about token usage for high-volume projects
  • Consider annual billing for significant cost savings if headcount is stable
  • Use the Stripe portal for detailed invoicing and payment history

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Troubleshooting

You’ve reached your seat limit. Go to Billing → Add Seats to purchase additional capacity before inviting.
Verify they are:
  1. In the correct organization context (not their personal account)
  2. An active member (not a pending invitation)
  3. Explicitly added to the document’s share list
This can happen if:
  • Tokens were consumed by high-activity projects
  • The subscription lapsed (check Billing tab)
  • There’s a sync delay (click “Sync with Stripe” in Billing)
Only the Organization Owner can view billing. If you’re an Admin or Member, ask your Owner to make changes.
Go to Members tab, find their row, and click the trash icon. This frees up their seat for a new invitation. Their documents remain accessible if shared with others.
Organization ownership transfer requires support assistance. Contact [email protected] with your request and the new Owner’s email address.

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Security and Compliance

Organizations in Arbiter are designed with law firm security requirements in mind:
  • Role-Based Access Control - Only Owners manage billing; only Admins manage members
  • Document-Level Permissions - Share only what you intend to share
  • Audit Capability - Member activity is tracked for compliance
  • Data Encryption - All data encrypted at rest (AES-256) and in transit (TLS 1.3)
  • SOC 2 Compliance - Certification pending

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Next Steps

Document Sharing

Learn more about collaboration workflows

Matter Mode

Collaborate on multi-document projects