Client intake is one of the most critical processes for any law firm. A smooth, efficient, and professional intake experience not only leaves a positive first impression but also sets the tone for your client relationships. However, for many firms, intake remains a manual and time-consuming process, often being a bottleneck for new revenue. By leveraging Clio’s capabilities alongside scheduling tools like Acuity or Calendly and the automation power of LegalMate, your law firm can streamline and elevate its client intake process - relieving you from more work while helping expand new business at your firm.
Here’s how you can enhance your client intake process with this winning combination.
The Role of Scheduling Tools in Client Intake
Scheduling tools like Acuity and Calendly simplify the appointment booking process by allowing clients to choose meeting times based on your availability. This eliminates back-and-forth emails and provides clients with a seamless booking experience. Today, a number of winning firms are already using these booking tools.
Benefits of Using Acuity or Calendly:
- Clients can book consultations 24/7 at their convenience.
- Automatic reminders reduce no-shows.
- Customizable booking forms collect essential client information upfront (that by help of LegalMate, we can help automatically transfer this valuable client information right into your Clio).
When paired with LegalMate’s automation platform, these tools go beyond simple scheduling to become powerful client intake solutions.
How LegalMate Automation Enhances the Process
We offer both a Calendly and Acuity automation solution that links these solutions directly with you Clio.
- Appointment Booking Triggers Automation:
- A client schedules an initialconsultation with you via Acuity or Calendly.
- LegalMate detects the booking and automatically creates a new contact in Clio.
- Streamlined Data Collection:
- Custom fields from the booking form, such as the client’s name, email, phone number, and any additional fields, is transferred to Clio.
- Custom fields in Clio are populated automatically, ensuring all relevant details are captured.
- Automated Communication:
- An automatica welcome email and/or SMS with whatever you would ilke included, such as intake form, are sent to the client immediately after booking.
- A text message is sent via Dialpad (if integrated), confirming the appointment and sharing key details.
Example Workflow: Acuity or Calendly + Clio Manage + LegalMate
Step-by-Step Process:
- A potential client books an appointment via Acuity or Calendly.
- LegalMate:
- Creates or updates the client record in Clio Manage.
- Sends an automated welcome email and text message.
- Attaches the client’s intake form to their Clio profile.
- Your team receives notifications in Clio Manage, ensuring everyone is prepared for the consultation.
- After the intake form is reviewed, LegalMate creates the new matter in Clio Manage and assigns initial tasks.
Outcome:
Your firm is fully prepared for the client meeting, and no critical details are missed. This seamless workflow reduces administrative overhead and ensures a professional, efficient process.
Why Automate Your Client Intake Process?
By automating your client intake process with LegalMate, Acuity, and Calendly, you can:
- Save Time: Reduce manual data entry and repetitive tasks, allowing your team to focus on client interactions and case strategy.
- Enhance Accuracy: Minimize errors by automating data transfer between tools.
- Improve Client Experience: Provide a fast, professional, and organized onboarding experience.
- Boost Productivity: Ensure your team has all the information they need to hit the ground running with new clients.
Automating your client intake process with Clio, Acuity, or Calendly and LegalMate is a game-changer for small and mid-sized law firms. It allows you to deliver a better client experience while saving time and reducing administrative burdens. With streamlined workflows and fewer manual tasks, your firm can focus on what matters most: providing exceptional legal service.