A rollout that starts with the files you already use
Most firms start with a small set of changes on day one. We begin with the documents that take the most drafting time, then map approved wording, clause banks and matter data into a working structure that fits the practice. That usually includes contracts, letters of demand, leases, wills and conveyancing paperwork, with the review steps kept clear so fee earners know where to check, edit and sign off.
The aim is to reduce manual repetition without unsettling the way the office already works. Matter fields, template libraries and conditional questionnaires are arranged around the way the firm opens matters, captures instructions and stores final versions in secure cloud folders with POPIA-aware handling in mind.
Planning notes that keep the first phase grounded
Onboarding Planning is where the project gets its shape. We look at document types, matter flow, roles in the office and the order in which templates should move into use. Some practices want a tight start with a few high-volume files, while others need a wider migration that covers a fuller set of standard letters and agreements.
- Template Mapping for existing forms and clauses
- Clause Bank Setup for approved wording
- Questionnaire Design for guided input fields
- Matter Data Design for names, dates, amounts and reference fields
- Document Migration for older files and current versions
That planning stage also helps with version control, so the team can see which draft is current and which wording still needs review.
Template setup that matches how a firm drafts
Template work also covers fields, logic and review. The structure has to support the way small practices draft letters, contracts and notices, with the right merge fields, conditional wording and clause choices in place. If the draft calls for different wording based on party type, property details or matter status, that logic is built in carefully so users are not guessing their way through a file.
For firms in Johannesburg, Pretoria, Cape Town, Durban, Bloemfontein and other centres, the practical need is the same: clean templates that reduce rework and keep standard documents easy to produce under pressure.
Training that fits different roles in the practice
Training is split by how people use the system. Fee earners need to know how to open matters, complete questionnaires and check the draft before issue. Admin teams often need a firmer grip on template maintenance, document storage and user setup. Where a practice has both groups involved, the sessions are handled in layers so the same tools are explained with different tasks in mind.
- User Training for attorneys and support staff
- Admin Training for setup, access and maintenance
- Workflow Tuning for the way the office moves files
This keeps the learning practical. People see the draft, the source fields and the final document in one line of work.
Support after go-live, when the real questions start
Once the practice starts using the system, support usually turns to small changes with real consequences. A clause needs adjusting, a questionnaire needs a cleaner sequence, or a template needs another field so the drafter does not type the same details twice. Our ongoing helpdesk covers that kind of maintenance together with Template Updates and workflow changes as the firm settles into normal use.
Go-Live Support helps the office move from testing into routine work, with our team on hand for the first live matters. The focus stays on keeping the document set usable, current and easy to navigate.
Who handles the work inside LawMachine
The rollout is led by people who work on the product, the training and the support side every day. Thabiso Sibiya oversees the business, while Naledi Gumede coordinates operations, Johan Cassiem leads product, Ayesha Hartnick handles client onboarding and Lungile Nxumalo manages support. Morne Khanye works on implementation, and Palesa Ndlovu focuses on training.
Onboarding involves planning, migration, training and technical setup. It needs clear planning, steady setup, accurate migration and one team who can explain the system.