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Appointment Requests

Updated over 2 weeks ago

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


Prerequisites

Before sending appointment requests, make sure the following settings are configured:

✅ Calendar Sync

Ensure you have an external calendar synced to your Lawmatics account. Appointment requests rely on this to display your availability.

  • To sync your calendar, go to Settings (gear icon in the side navigation) > Calendar Settings.

⏰ Working Hours

Set your working hours in your Calendar Settings. Appointment requests 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 the People tab in the side navigation.

  • Select Matters.

  • Choose the specific matter you'd like to send an appointment request to.

2. Send Appointment Request

  • In the matter’s profile, click the Actions button.

  • Select Send Appointment Request.

3. Configure Appointment Details

Fill in the following fields:

  • Event Type – Choose the appropriate event type.

  • Display Name – Name for the event as it will appear on your calendar.

  • Location – Select the meeting location.

  • Meeting Host – Choose the Lawmatics user whose availability will be used.

    📌 Only users with a synced calendar will be available for selection.

  • Description – Optional text describing the appointment.

  • Email Body – Craft the message to be included in the email sent to the matter.

  • Duration – Set the length of the appointment to determine available time slots.

  • Reschedule Link – Toggle to include a reschedule link.

  • Reminder – Toggle to send a generic reminder email before the appointment.

    For more customized reminders, consider using appointment reminders.

4. Send the Request

  • After configuring the details, 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 open an existing one.

2. Add the Appointment Request Action

  • Within the automation builder, click to Add Action.

  • Select Appointment Request.

3. Configure Appointment Details

  • Set up the appointment details just as you would in the manual method above.

  • These settings will apply to all matters that enter this automation.

4. Choose Delivery Method

  • Select whether to send the request via email, text message, or both.

Client Experience

When the matter receives the appointment request, here's what they will see:

1. Open the Link

  • The matter clicks the link in the email or text message.

2. Select Date and Time

  • A calendar will appear showing available dates (highlighted in green).

  • The matter selects a date to see available time slots.

  • Then selects a preferred time slot.

3. Confirm Appointment

  • Once the time slot is selected, the appointment is booked in Lawmatics.

  • Any automations associated with the selected event type will be triggered.

Notifications

To stay updated on booked appointments, manage your notification settings:

1. Navigate to Notification Settings

  • Go to Settings > Notification Settings.

2. Enable Notifications

Choose one or both of the following:

  • Appointment Request Accepted – Receive notifications for all firm-wide bookings.

  • Appointment Request Only Mine Accepted – 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 it's tied to a particular matter, the recipient doesn’t need to enter their name or email.

  • Booking Links are generic and can be shared more broadly (e.g., on your website or in templates). Because they’re not linked to a matter, the person booking must enter their name and email.

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

Yes. Both you and your assistant must be Lawmatics users with synced calendars. Your assistant can then send an appointment request and select you as the meeting host.

❓ What does the “Only Mine” notification mean?

Selecting Appointment Request Only Mine Accepted means you’ll only receive notifications for appointments where you are the host.
If you enable Appointment Request Accepted, you'll get notifications for all appointments booked across the firm, regardless of who the host is.

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