Firm-wide notices, policy updates and operational memos
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Bearer Log
Track documents, deliveries, returns and costs.
Updated just now
Direction
Status
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New Outbound Delivery
Is this an original document? * required
Original Documents do NOT include letters from Vanguard Law. They include only important government documents (ID, Birth/Death Certificates, Passport, Titles, Wills, signed Court Documents, signed Contracts, signed Instrument of Transfer, etc.).
Picking a registered original flips it to In motion and links this entry to its custody file — nothing is re-typed. Leave blank only if it isn't in the register yet.
New Inbound Document
Leave blank if this is a new document not linked to any outbound. Doc name shown so you can pick the right one when there are multiple to the same place.
Is this an original document? * required
Original Documents do NOT include letters from Vanguard Law. They include only important government documents (ID, Birth/Death Certificates, Passport, Titles, Wills, signed Court Documents, signed Contracts, signed Instrument of Transfer, etc.).
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Client / Matter
Period
Pick a client above to view their full bearer activity and outstanding costs.
Movement records — CSV
Export outbound or inbound movements. Uses the date range currently set in the Movements Filters panel.
Cost records — CSV
Export every cost row. Respects the pill and period selected in the Costs view (defaults to all time).
Client statements
Per-client bearer activity and outstanding costs. Pick a client, then export or print.
Add Cost
Link to an existing Outbound or Inbound, or save as Standalone. Set Date billed only after the client has been invoiced.
Client = we recover it on an invoice · Firm = we absorb it
High priority tasks are emailed to the assigned staff member the day before due date
Add task
Task
Assigned to
Assigned by
Due date
Priority
Status
Actions
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to
Log Cash Received
Log petty cash expense
Petty Cash Book
Date
Description
Category
Paid by
Receipt
Cash In (JMD)
Cash Out (JMD)
Balance (JMD)
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Two-office stock control for Precedent and Morant Bay — levels, reordering and monthly stocktake in one place.
Location
Restock Queue
Out of stock first, then critical, then low
Office Stock Summary
Precedent vs Morant Bay
Monthly Stocktake
Expected Deliveries
Open orders awaiting receipt
Recent Activity
ARRIVING NEXT UPDATE
Orders & Receiving
The full purchase-order lifecycle and the receiving workflow — including consolidated orders, partial deliveries, and cost capture — are the next piece to be wired in. Until then, use Reorder on the Restock Queue to raise a task, and record deliveries with Adjust on the item.
ARRIVING NEXT UPDATE
Requests
Requesting existing items and new items or equipment — routed through the Hub's existing approval and notification flow — is the next piece to be wired in. Equipment requests will feed the asset register on receipt.
Supplier Directory
Average cost from completed receipts arrives with Orders & Receiving; showing recorded item cost for now.
Track every enquiry from first contact to retention. Monitor follow-up speed and conversion.
Consultations
Awaiting Contact
0
This Month
0
Needs Attention
0
Needs Attention
AllNot ContactedThis WeekThis Month
Log new lead / enquiry
First contact details
Lead
Matter
Source
Age
Status
Last Contact
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Total leads
0
Retained
0
Conversion rate
—
Top source
—
Referral sources
Leads by source
Networking events
Log networking event
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All leads by source
Date
Name
Matter
Source
Status
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View your firm's Google Calendar. Court dates, deadlines, and hub tasks appear here automatically.
Quick Add Event
Upcoming Deadlines from Hub
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Regulatory deadlines and compliance obligations. Items turn amber at 30 days, red at 7 days.
Add Compliance Deadline
Deadline
Due date
Days
Status
Actions
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Before taking on any new matter, run a conflict check. The system searches across all leads, bearer log clients, vendors, and undertakings for potential matches. Every check is logged for your GLC compliance audit trail.
Run Conflict Check
Pending Conflict Reviews
Awaiting your determination
Conflict Check Log
All checks are logged for audit
Date
Client
Opposing
Matter
Result
By
No conflict checks yet
Log all clients requiring Enhanced Due Diligence. Maintained for AML/CFT compliance and GLC audit.
Log Enhanced Due Diligence
ID
Client
Ref
Matter
KYC Date
EDD Date
Conducted By
Onboarded
Reason
No EDD records yet
Aggregated from hub data. No additional data entry required.
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Click any template to open in Google Drive. Replace each link with your actual Drive document URL.
Onboarding
Contract of Engagement / Retainer
Client Care Letter
KYC / Due Diligence Form
Client Onboarding Checklist
Fee Estimate Letter
Trust Receipt Confirmation
Corporate & Commercial
Board Resolution — General
Board Resolution — Banking
Shareholders Agreement
Company Registration Checklist
Non-Disclosure Agreement
Service Agreement
Conveyancing
Agreement for Sale
Requisitions on Title
Transfer Instrument
Mortgage Instrument
Discharge of Mortgage
Conveyancing Checklist
Immigration
Work Permit Application Checklist
Permanent Residency Checklist
Citizenship by Descent Checklist
Citizenship by Marriage Checklist
Immigration Cover Letter
Asset Protection
Trust Deed — Standard
Deed of Gift
Power of Attorney — General
Power of Attorney — Property
Asset Protection Checklist
Litigation
Letter Before Action
Defence — General
Affidavit — Standard
Witness Statement
Court Filing Checklist
Estate Planning
Will — Standard
Will — With Testamentary Trust
Letters of Administration Checklist
Grant of Probate Checklist
Estate Distribution Letter
To link actual documents: replace each https://drive.google.com in this file with the correct Google Drive URL for that template.
Professional contacts, service providers and key relationships
Add vendor / professional contact
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Firm policies, SOPs and training materials accessible to all staff
Compliance & Legal
Compliance
Data Privacy & Confidentiality Policy
Open document →
Compliance
KYC / Anti-Money Laundering Policy
Open document →
Compliance
Client File Management Policy
Open document →
Office Procedures
SOP
Bearer & Document Management SOP
Open document →
SOP
Client Onboarding Procedure
Open document →
SOP
Petty Cash & Expense Procedure
Open document →
HR & Staff
HR
Staff Handbook
Open document →
HR
Leave Policy
Open document →
Training
New Staff Onboarding Guide
Open document →
To link actual documents: open this file and replace each Google Drive URL with the correct document link.
Monthly payroll runs, employee compensation, and Jamaican statutory deductions. Admin-only.
Active Employees
Editable rows live in the Payroll_Employees tab.
ID
Name
Title
Gross (JMD)
Allowance
Bank
Email
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Pick a period and click Calculate to preview each employee's net pay.
Run ID
Period
Pay Date
Status
Gross
Total Net
Actions
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All Payslips
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Outstanding
—
High/Breach Risk
—
Fulfilled
—
Total
—
New Undertaking
ID
Date
MyCase
Subject / Client
Receiver
Trigger
Due
Attorney
Risk
Status
Actions
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Custody of original documents and keys. Every movement runs through the Bearer Log — checking out creates the dispatch, checking in records the return. Class is assigned automatically from the document type.
In Custody
—
In Motion
—
Needs Action
—
Released
—
All0
Tier 10
Tier 20
Keys0
Ref
Document
Class
Client / MyCase
Where it is now
Location
Actions
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This register is the authoritative custody record — it supersedes the legacy Original Document Tracker in the Bearer Reports.
Custody File
—
—
New original
Register an original document or set of keys into custody. All fields are typable.
A client and a MyCase number are required — the MyCase number fills automatically once the client is matched. Class is assigned automatically from the document type.
Assigned from document type
The short-life 14-day clock only applies to the seller’s keys we hold to pass to our buyer client.
Used for Keys aging escalation
Check out — —
Creates the Bearer Log dispatch and flips this original to In motion — in one action.
This writes straight to the Bearer Log. One entry, linked to this custody file. It raises a “Return original” task on the responsible attorney, due on the expected return date. The bearer is mandatory — we always record who took it.
No return date, reminder or “Return original” task will be set. If this is a permanent handover, complete it with Release & archive so the Acknowledgement of Receipt is captured.
Check in — —
Records the Bearer Log return and puts this original back In custody.
Recorded against the linked Bearer Log dispatch —. Writes the check-in to the chain of custody and closes the open “Return original” task.
Release & archive — —
A permanent handover. The record closes and archives once released.
Release requires the signed Acknowledgement of Receipt of Documents (or the copy letter enclosing it).
Tier 1 release must be instructed by an attorney.
Recent Activity
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Submit Leave Request
ID
Staff
Type
From
To
Days
Status
Submitted
Actions
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Submit Expense Claim
ID
Staff
Date
Category
Amount
Description
Receipt
Status
Actions
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Upload your acknowledgement of receipt. Only Alea can see all submissions — staff see only their own.
Upload Acknowledgement of Receipt
Request Acknowledgement of Receipt
ID
Date
Description
Amount
Receipt
Uploaded
Status
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Equipment / Resource / Uniform Request
ID
Staff
Item
Est. cost
Priority
Required by
Status
Actions
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Complaints are confidential — staff see only their own submissions. The attorney sees all.
Lodge HR Complaint / Concern
ID
Submitted
Category
Subject
Staff
Status
Actions
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Jamaican Public Holidays 2025 & 2026 — for reference when calculating leave days.
Firm Initiatives · Internal
The Boardroom
Where Alea, Gennel & Amy drive the firm's own initiatives — not client work. Assign tasks, post updates, upload documents, and @ each other or Amy directly.
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Edit Entry
Firm Initiatives
New Initiative
Live preview
✦Assign tasks to Amy or @mention her in discussion — she pitches in when tagged, and keeps it brief.
⟳Once marked Done, an initiative auto-archives after 30 days and stays fully searchable.
