Appointment Requests

Appointment requests allow you to invite a matter to book their own appointment based on your availability. You can send an appointment request either manually from a matter's profile or through automations.

Prerequisites:

• Calendar Sync: Ensure you have an external calendar synced to your Lawmatics account, as appointment requests rely on this to display your availability. To sync your calendar, navigate to Settings (gear icon in the side navigation) > Calendar Settings.
• Working Hours: Set your working hours appropriately in the Calendar Settings. The appointment request will only show time slots within your working hours that are open on your synced calendar.

Sending an Appointment Request Manually:

1. Navigate to the Matter's Profile:
   • Click on the People tab in the side navigation.
   • Select Matters.
   • Choose the specific matter you want to send an appointment request to.
2. Send Appointment Request:
   • Within the matter's profile, click on the Actions button.
   • Select Send Appointment Request.
3. Configure Appointment Details:
   • Event Type: Choose the appropriate event type.
   • Display Name: Enter a name for the event as it will appear on your calendar.
   • Location: Select the location for the appointment.
   • Meeting Host: Choose the Lawmatics user whose availability will be used. Note: Only users with a synced calendar will be available for selection.
   • Description: Optionally, add a description for the appointment.
   • Email Body: Craft the message that will be included in the email sent to the matter.
   • Duration: Set the length of the appointment, which will determine the available time slots.
   • Reschedule Link: Toggle this option to include a reschedule link, allowing the matter to reschedule if needed.
   • Reminder: Toggle this option to send a generic reminder email at a specified time before the appointment. For more customized reminders, consider using event automations.
4. Send the Request:
   • Once all details are configured, click Send to email the appointment request to the matter.

Sending an Appointment Request via Automation:

1. Create or Edit an Automation:
   • Navigate to the Automations tab in the side navigation.
   • Create a new automation or edit an existing one.
2. Add Appointment Request Action:
   • Within the automation, add an Appointment Request action.
3. Configure Appointment Details:
   • Set up the appointment details as described in the manual process above. These settings will be used as a template for all matters that enter this automation.
4. Choose Delivery Method:
   • Decide whether to send the appointment request via email, text message, or both.

Client Experience:

When the matter receives the appointment request, they will:

1. Open the Link:
   • Click on the provided link in the email or text message.
2. Select Date and Time:
   • View a calendar displaying available dates (highlighted in green).
   • Choose a date to see available time slots.
   • Select a preferred time slot.
3. Confirm Appointment:
   • Once a time slot is selected, the appointment is booked in Lawmatics.
   • Any automations associated with the selected event type will be triggered.

Notifications:

To stay informed about booked appointments:

1. Navigate to Notification Settings:
   • Go to Settings > Notification Settings.
2. Enable Notifications:
   • Turn on Appointment Request Accepted to receive notifications for all firm-wide bookings.
   • Alternatively, enable Appointment Request Only Mine Accepted to receive notifications only for appointments booked with you.

FAQs:

• What is the difference between an appointment request and a booking link?

  Appointment requests are sent directly to a specific matter, either manually or via automation. Since the appointment request is already connected to that particular matter, they will not need to enter their name or email to book. Booking links are generic and can be used more broadly, like on your website or in an email template. Since they are not linked to a particular matter, someone booking from a booking link will need to enter their name and email address in order to book.

• Can my assistant send out an appointment request showing my availability?

  Yes, as long as both you and your assistant are Lawmatics users and have synced your own calendars in the Calendar Settings. Your assistant can then send an appointment request and select you as the host, displaying your availability.

• What does the Appointment Request "Only Mine" notification mean?

  This means that you will only be notified when someone books from an appointment request that you are the host of. If you select the notification that does not include "only mine," then you will receive notifications any time an appointment request is accepted for the whole firm, regardless of whether or not that appointment is with you.