General Settings Overview
There are various settings and customizations in Lawmatics that you’ll want to be familiar with while getting. You’ll find these by clicking the gear icon near the top right corner of your screen. You will see all the various settings listed on the left sidebar.
First, make sure you’ve set up all of your user settings, starting with My Settings, and advise other users at your firm to do the same. Click here for a helpful video on getting started with these settings.
Once you’ve done that, you’ll move onto the firm-wide settings. These settings only need to be done once for the firm, and then they’ll be set for all additional users. Keep in mind that settings can always be edited if needed down the road, nothing is set in stone.
Here you can upload the firm’s logo, you’ll ideally want to choose one that is square or circular, since it will fit in the circle better than a rectangular logo.
Next, you’ll enter the firm’s email address, as well as phone number and address. This email address will be referred to as the Firm Email in Lawmatics, and it will be an option to select as the ‘send from’ any time you’re sending emails out of Lawmatics. If you have a general info/admin email address, we suggest using that here. If not, you can just use your regular email address.
As you scroll down you can enter additional addresses if your firm has multiple. You’ll want to select those addresses in the Locations section, and add in any other location options like Phone Call or Virtual Meeting, etc. These Locations will be used for setting the location of your appointments.
Lastly on this page, you’ll see a signature block for the Firm Email. This will be used for the Firm Email referenced above.
Learn about creating your pipeline here.
Learn how to create your practice areas here.
Learn about custom fields here.
Relationship types are used to link multiple contacts to a matter. Every matter will have just one contact as the primary contact, but if there are additional contacts related to that matter you can connect them via relationships.
Your types could be things like Spouse, Co-Client, Child, Parent, Authorized Contact, etc. Once you’ve created your relationship types on the Matter Settings page, you’ll then be able to use them to link contacts on any matter.
Make types repeatable when there could be multiple contacts in that type for a given matter. So for example, Spouse would not be repeatable, but Sibling would be.
On this page you’ll also see a section for Matter Sub-Statuses. The 3 primary statuses for matters in Lawmatics are as follow:
· PNC (Potential new clients, these are your active leads going through your intake)
· Hired (These are your clients, PNCs that hired the firm)
· Lost (These were once PNCs, but ended up not hiring the firm)
You can create custom sub-statuses that will fall under those 3 main categories. You likely won’t need any sub-statuses for PNCs, since you have the pipeline to manage those.
For Hired, you might want sub-statuses for Open Case vs. Closed Case.
Most importantly, you’ll want to create sub-statuses for your various Lost reasons. This will be useful for your reporting and analytics on lost leads. Some examples include (but are not limited to): Hired other firm, Referred out, Firm rejected, Financial reasons, Unresponsive, etc.
Create custom contact types, such as Referral Partner, Judge, Client’s Family Member, etc.
If your firm has multiple types of appointments that clients can book, you can add them as custom event types. You’ll start with the Initial Consultation type built in, but you could also add things like Follow Up Meeting, Discovery Call, Signing Meeting, etc.
We do not suggest creating different types for your different locations, so don’t create “Phone Consultation”, etc. Instead, you’ll use the Location of the appointment to differentiate these.
If you have an external calendar synced, you’ll also create your custom booking links on this page. Check out this article to learn more about that: https://help.lawmatics.com/article/134-custom-calendar-booking-links
Create a source for each of your various marketing channels. You’ll see that the Referrals source comes built in.
Some examples of sources you may have are Google PPC, Social Media, Radio Ads, Events, Avvo, etc.
When you add in a new source, you’ll have the option to include a UTM_Source. If the source is an online advertisement, that ad/landing page should have a UTM_Source code that you can plug in here. If not, just leave that section blank.
You can also select your spend frequency, so if you want to log your spend on this source per day, week, or month. It doesn’t need to be the same dollar amount each interval, this just determines what those intervals will be.
Once you’ve created a source, you can also add campaigns. For example, if you meet PNCs at events/conferences, that might be the name of your source, and then you can add campaigns for each specific event you go to.
Enter in your firm’s website to generate a tracking pixel. Click the eyeball icon to view and copy this tracking snippet.
Paste this snippet on the code for your website (this step done outside of Lawmatics) to start tracking leads that come into Lawmatics from your online sources.
If you’ve entered a UTM_Source for your online sources, mentioned in the section above, then this tracking pixel will register that code, and match it to the appropriate source when applicable.
You can connect your account for any of the other systems listed on this page that your firm uses.
Lawmatics has also an app on Zapier, which you can find here: https://zapier.com/apps/lawmatics/integrations
Here you can add and remove users from your firm.
You also have the option to create custom roles for your users. This allows you to select different permissions for each role, in case you want to restrict certain users from viewing certain areas of Lawmatics. Click the Manage Roles button to create these.
When you invite a new user, they will receive an email to activate their account and sign into your firm. They’ll then want to customize their User Settings, like their email signature, calendar sync, etc.
You can migrate your current contact/database into Lawmatics. This is useful if you want to use Lawmatics to send out newsletters or other mass marketing emails.
Check out this article walking you through the importing process: Importing
Once you’ve gone through this article and formatted your spreadsheet, we strongly suggest reviewing the spreadsheet with our support team before importing.