Booking Forms

To create a custom appointment booking form in Lawmatics, follow these steps:

1. Access Booking Forms:
   • Navigate to the Docs & Forms tab in the main side navigation.
   • Select Booking Forms from the expanded sub-navigation.
2. Create a New Booking Form:
   • Click on the Create New Booking Form button located at the top right corner of the screen.
3. Configure Basic Information:
   • Form Name: Enter a descriptive name for your form.
   • Appointment Type: Choose the appointment types available for booking through this form. Selecting multiple types allows users to choose their preferred appointment before viewing available times.
   • Meeting Hosts: Select the users who will host the appointments. If multiple hosts are chosen, decide whether the calendar should display times when all selected hosts are available or allow the user to choose between hosts to view individual availabilities.
   • Location: Specify the meeting location(s). If multiple locations are provided, users can select their preferred option. Note: Utilizing the Zoom integration here enables automatic creation of appointments with a Zoom link.
   • Form Type: Determine the record type to be created when the form is submitted by someone not already in Lawmatics. Typically, this will be set to create or update a matter.
   • Internal Use: Leave this option turned off if you plan to share the form with clients or embed it on your website.

Design Your Booking Form:

• Use the drag-and-drop interface to add fields from the left sidebar into the form canvas. After adding a field, click on it to mark it as required or to modify its label as needed.

• The pastel green booking field represents where the calendar availability widget will appear. This section is always displayed on its own page. Fields placed before this green box will be filled out by the user prior to selecting an appointment time, while fields placed after will be completed afterward.
• Click on the green booking field to edit the appointment settings previously configured for the form.

• If you have opted to "Allow client to change meeting hosts?", as shown above, then when a client is booking from this form, they will be able to use the drop down menu, shown below, to change between the hosts or include both hosts.

• If you have selected multiple different Appointment Types, then the client will be able to select an appointment type before booking, displayed below. 

• Once they have selected, they will be taken to the calendar widget to book. If they change their mind, they can click the edit pencil, shown below, to reselect an appointment type.

When editing the appointment within your form you also have the option to include multiple hosts. Easily select whether the availability should show when ALL hosts must be available for the meeting, or use the ANY option to showcase the soonest individual availability among the multiple hosts.

5. Click on "Save Form" when you are done editing the form. You are now ready to use it.

• You can send a booking form directly to a matter either from their profile page or via automation. To send from their matter, navigate to the matter's profile, click Form Actions at the bottom, and select Share Booking. This will email them the booking form

• You can also open a booking form to be filled out for this matter internally, highlighted above as well.
• To send a booking form via automation, you will use the Appointment Request action item, and then select your custom booking form, as shown below.

• You will then select whether you would like to share the form via email or text message
• The last option for using a booking form is to embed it on your website. To do so, first navigate to the Booking Forms page under the Docs & Forms tab.. Then click the ... icon on the right, select Embed Snippet, copy and paste the snippet provided into your website code.

FAQ's

How are booking forms different from appointment requests or booking links?

The main benefit of a booking form is that you can also populate data while simultaneously booking an appointment. The appointment request is great if you only need to book an appointment, but the booking form takes it up a notch by letting you also collect information, via any fields on the form, including custom fields. The booking form also has the ability to embed the calendar widget directly on your site without needing to link to a separate page, like you would with a booking link.

Can I create a booking form for a user other than myself?

Yes, when creating a booking form you will need to select the meeting host. This can be any of your users, including both active and non-active users ($15 per non active user per month). Just make sure that this user has connected their calendar on their own calendar settings page before creating a booking form for them.

Can I trigger an automation when a booking form is filled out?

Yes, simply use the appointment created entry condition and select the appointment type that is in use on the booking form. This will trigger the automation when someone fills out the booking form, selecting their appointment date and time.