Welcome
Bearer out
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pending return
Unbilled costs
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needs attention
Open tasks
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inc. overdue
Leads this month
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new enquiries
Bearer — pending return
View all →| Client | Destination | Bearer | Status |
|---|---|---|---|
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Tasks due soon
View all →| Task | Assigned to | Due | Priority |
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Firm-wide notices, policy updates and operational memos
Post announcement
All
Unread
Critical
Operations
HR
Compliance
General
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In Transit
0
currently with bearer
Returns Overdue
0
past expected return
Unbilled to Clients
0
across entries
Pending Dispatch
0
drafts ready to send
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.).
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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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Pick a client above to view their full bearer activity and outstanding costs.
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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Items in red are critically low. Click any item to update stock, log a reorder, or mark as received.
Add / Update Stock Item
Log Reorder
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Track every enquiry from first contact to retention. Monitor follow-up speed and conversion.
Awaiting Contact
0
This Month
0
Needs Attention
0
All
Not Contacted
This Week
This Month
Log new lead / enquiry
| Lead | Matter | Source | Age | Status | Last Contact | |
|---|---|---|---|---|---|---|
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Total leads
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Retained
0
Conversion rate
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Top source
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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
Conflict Check Log
All checks are logged for audit| Date | Client | Opposing | Matter | Result | By |
|---|---|---|---|---|---|
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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.
Click any tile to open in a new tab
Case Management & Finance
Government & Courts
Communication & Payments
| ID | Staff | Date | Category | Amount | Description | Receipt | Status | Actions |
|---|---|---|---|---|---|---|---|---|
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| ID | Staff | Date | Amount | Source | Description | Status |
|---|---|---|---|---|---|---|
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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 | |
|---|---|---|---|---|---|---|
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Outstanding
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High/Breach Risk
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Fulfilled
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Total
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New Undertaking
| ID | Date | MyCase | Subject / Client | Receiver | Trigger | Due | Attorney | Risk | Status | Actions |
|---|---|---|---|---|---|---|---|---|---|---|
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In Custody
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In Motion
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Needs Action
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Released
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| 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
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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
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.
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).
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
| 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.