Key Terms
Key Terms
Business = Business/Law Firm who invested in Hona
Hona (Business) Org = Hona Account owned by the Business
Business User = An individual account within a Hona Business Org
Just like there are many employees at 1 Business, there are many Users in 1 Hona Org. Which Hona features and settings are accessible to each User is determined by their User Role.
Team Member = A profile in Hona used to indicate whether an employee of the Business is assigned to a case.
If the email associated with the Team Member matches that of a Business User, this functionality can be used to manipulate Business User notifications.
Team Role = An identifier that can be assigned to a Team Member to explain their responsibilities at the form
This functionality is used to display Team Members to your Clients in their Client Portal
Client = Client of the Business
End-user of Hona Client and its features
Hona Client (Portal) = Hona Client Portal interface where Clients can interact with Hona features
Business Users configure Hona Client features in their Hona Business Org
Important Hona terms to know in general:
"Project" is used interchangeably with "case" and "matter"
CMS = Case Management Software (often used interchangeably with CRM)
Messages (Client or Business) = 2-way messages sent through Hona's 2-Way Messaging feature (typically sent via text)
Client Notifications = alert received by Client to notify them of Hona features being triggered in their Client Portal (Project Type case updates, Form Assignments, E-Signature requests, Review requests, etc). These are sent based on the Client's Notification Preferences set by the Business in Hona, in addition to the notification settings of the device they are using to access Hona Client.
Business Notifications = alert received by Business Users when a Client takes action in their Client Portal. These are configured in a Business User's Notification Settings.
Clients take action by using Hona features configured in Hona Client
This article is for Stand-Alone Hona Orgs Only.
This article is for Stand-Alone Hona Orgs Only.
This means your Hona Org is not integrated with a CMS. This is important because integrated Hona Orgs create Team Members automatically based on the configuration of your team in your CMS.
If you're here because you want to to understand how to configure Team Member profiles (a step which doesn't change regardless of whether your Hona Org is integrated or not), skip down to Step 3 below.
If you would like to know more about how to create Team Members in your CMS so they pull into Hona automatically, visit our Integrations page to find your CMS.
Overview
Team Member profiles in Hona allow you to display staff information to Clients in their Hona Client Portal, as well as filter Business User notifications more effectively. For Stand-Alone Orgs, these profiles must be created manually, giving you full control over what details—such as contact info—are visible to Clients. This guide walks you through how to add and configure Team Member profiles so your Clients know who is on their case team and your staff notifications function as intended.
Steps
1. Open Hona Org's Team Settings
From the side-bar in Hona, select Company Settings → Team
2. Add Team Member
Under Team Members, select (+) Team Member
3. Configure Team Member Profile
Fill out fields below configure a new Team Member profile in your Hona Org:
What should I put in ___ field?
What should I put in ___ field?
First and Last name (Required)
This is the first and last name of the Team Member you are creating a profile for.
Phone
The phone number Clients should call to get a hold of the Team Member. This field is only used to configure for Client Portal display, so if you do not plan on displaying your Team Member's phone numbers to Clients, you do not need to worry about filling out this field.
Email
If the Team Member you are creating a profile for is also a Business User in your Hona Org, it is best practice to use the same email as their User account for their Team Member profile. This email can also be displayed to your Clients in their Client Portal if you choose.
Profile Picture URL
If you plan on making your Team Members visible to Clients in their Portal, adding profile pictures to your Team Members can add a highly personalized touch for your Client experience. To add a profile picture to a Team Member, simply paste in the Image URL to this field. You will see the picture appear after saving the Team Member profile configuration. If you have questions about what an Image URL is, see FAQs below.
Bio
If you plan on displaying Team Members to Clients in their Portal, adding a Bio to each Team Member will help your Clients get to know their team and passively build trust. Many firms will use this space to talk about who the Team Member is, their legal experience, and any other information they want their Clients to know about them.
Social Links
If the Team Member would like to display links to their social media pages, opening this drop-down menu will show you what social media apps are available to display in the Client portal.
FAQs
Why can’t I just upload my own file for my Team Member's profile picture? Why do I need to use an Image URL?
Why can’t I just upload my own file for my Team Member's profile picture? Why do I need to use an Image URL?
Hona is not designed as a file storage system. The only files saved in Hona are those shared directly between you and your Clients through features like 2-Way Messaging, Forms, and E-Signatures—because those files are tied to the Client’s Project (and your CMS for permanent storage). The features themselves, however, are not designed to store files.
Instead of storing your image files within Hona features, we pull those images from another internet source and then display them. This is the nature of "embedding" a file URL for third-party viewing.
How do I find an Image URL for my Team Member profile configuration?
How do I find an Image URL for my Team Member profile configuration?
It is much easier than you think. Simply find the image that you want to use online. This can be professional headshots you've posted on your website, or it can just be a social media platform. The important thing is the image exists online. Once you have found your image, right click and select the option that allows you to copy the Image URL. If you do not see this option, it means the image cannot be embedded in other softwares.
Below is an example of how easy this can be. I simply searched "Hona" in Google, found our a logo, and right-clicked to "Copy Image Address"
What if the profile picture I want to use for a Team Member is not online?
What if the profile picture I want to use for a Team Member is not online?
It will need to be in order to generate an Image URL. There are many tools online for Image URL converters that are also available to explore.
Conclusion
Creating Team Member profiles helps you personalize the Client experience while keeping your team organized in Hona. With the right setup, you ensure both visibility for Clients and smooth internal communication for your Business. If you have any questions or concerns, chat with our support team or email [email protected].
If you're ready to start building Team Roles, read How to Create Team Roles (Stand-Alone Orgs ONLY).
To add Team Members to a new Project or existing Project, follow the instructions in How to Create a New Project/Case (Stand-Alone Orgs ONLY).