Appointment/Event Settings
You will create your firm's various appointment types on the Appointments page.
Appointment types allow you to differentiate between your various types of appointments. For example, you may have an initial consultation, a follow up meeting, a signing meeting, etc. It is important to differentiate between these types of appointments so that you can trigger the appropriate automated workflow depending on which type of appointment is booked.
When booking a new appointment for a matter or contact, you must always select an appointment type. You may not necessarily have an automated workflow for each appointment type, but selecting the type is still an important step.
Creating Appointment Types
In order to create appointment types, simply navigate to the settings page, gear icon near the top right, and the select
Appointments from the left side panel. You will see a screen that looks like this:
By default, Initial Consultation will be an appointment type already listed for you and ready to use. Click the edit pencil to adjust the default duration of the appointment type.
In addition to the Initial Consultation appointment type which comes built-in, you can also create your own custom appointment types. Creating a new appointment type is as easy as clicking 'Add New Appointment Type' at the bottom of the screen and filling out the options shown below.
Fill out the name of the appointment type and then add a default duration for the appointment type, if desired. Default duration is a great time saving feature. When creating an appointment, if you have a default duration for the appointment type the end date and time for the appointment will auto fill once you have chosen and state date and time. You can always edit the end date and time on the fly if it needs to be different for that specific appointment.
If you plan on using booking links, which allow your leads/clients to book their own appointments based on your availability, it is very important to set a default duration. This will determine the length of the time slots available while the person is selecting their appointment.
Please note that we do not suggest creating different appointment types for your different locations. For example, you will not want to create separate appointment types for "Phone Consultation" and "In Person Consultation. Rather, you will use the Location selection when booking the appointment.
To add locations that can be selected in the drop down highlighted in the image above, go to settings > firm settings. You will then start by adding any addresses, and then create a Location for each address.
Built-In Appointment Email Templates
Lawmatics offers the ability to create built-in custom emails for appointment confirmations, reminders, no shows, and cancelations. These are all added right on your Appointments/Events Settings page.
Learn all about these built-in emails
here.
Using Appointment Types
Automations - appointment types will appear as appointment based automations. This means that you can trigger an automation upon the creation of a specific appointment type for a matter. You may have a certain action you want to automatically occur when an initial consultation is booked as opposed to a signing meeting. Appointment types allow you to do that.
Merge Fields - When an appointment type is created, Lawmatics will create several corresponding merge fields that are available in emails and documents. It will create fields allowing you to merge any of the following information: date and time of the appointment type in written out format, date and time of the appointment type in number format, day of the week of the appointment, date only, time only, and location of the appointment.
You will find these fields in the appointment fields drop down, shown below, and they will automatically be created for each of your appointment types.
When viewing the calendar in Lawmatics (found under the CRM tab), you will see the option to filter based on appointment types as well as by firm user. This makes it easy to see what appointments of a particular type have been booked for a particular member of your firm.
Event Management
Also on this page you will see all of your options for Event Type Settings. Click
here to learn all about event management.
FAQ's
Can I delete the initial consultation
appointment
type?
No, this appointment type comes built-in and cannot be deleted. You can adjust the default duration of this appointment type as needed. If this appointment type does not apply to your firm, simply don't select it as the appointment type when booking appointments.
Should I make different
appointment
types for phone/zoom/in person meetings?
No, we do not recommend creating different appointment types to differentiate based on location. Instead, you will simply select from the Location field when booking the appointment.