The appointment feature is used to schedule appointments with contacts through their respective matters. These appointments can display on the user’s calendar or any other users’ calendars. Connecting these appointments to a calendar not only helps schedule appointments without double-booking, but allows for the appointments to be displayed visually. The appointment feature can also inform the client of an upcoming appointment to avoid wasted bookings with no-shows.
Appointments are set through a matter, either via a checklist template or as a single workflow item. Appointments can be set for any of the individual contacts on the matter and can be selected via the “Select Contact” drop-down, however, the appointment will default to the primary contact on the matter. Both the appointment name and description are editable and are only internally visible. An appointment date and time must be selected but the length of time for the appointment is optional, however, there is a drop-down for the user to select a specific length of time the appointment. After selecting the date and time as well as the length, you can then choose which user’s synced calendar to send the appointment. The appointment can be put on multiple user’s calendars, not just your own. The last step is to choose if you want to send a confirmation email to the contact before the scheduling the appointment.
If a confirmation email is selected to go out then the next step will involve the sending of the confirmation email. The default "appointment confirmation email template" will be used, however, other appointment email templates can be selected from the email template dropdown. To find out more about email templates click here.
Once the confirmation email is sent, the system will ask you if you want to send a reminder email to the contact. If a reminder time is selected then the reminder email will be automatically sent out at that time. This reminder email uses the “appointment reminder email” which can be edited in your email settings, but there can only be one appointment reminder email for all appointments.
If do not wish to setup a reminder email or you would like to do so at a later time you can click “not now.” You can always edit or add an auto-reminder email later by clicking on the options button on the appointment on the matter workflow.
Beyond adding/editing an automated reminder email, through the options button you can also manually send a reminder at anytime before the appointment, edit the appointments details, as well as cancel the appointment entirely (canceling an appointment will automatically cancel the reminder email).
Connecting Appointments to a Calendar
For an appointment to appear on a calendar, the user that is assigned to that appointment must have already synced their calendar in their calendar settings. Users have the option of connecting to their email-based calendar or their Clio calendar.
The email-based calendar requires that the user has their email synced. To find out more about this click here.
The Clio calendar requires that the user has their account synced with Clio. To find out more about this click here.
Troubleshooting Calendar Issues
The majority of calendar issues are caused by users not being connected to a calendar when an appointment gets assigned to them.
For example, if Jane sets up the appointment and adds it to John’s calendar but John has yet to set up his calendar settings, then the appointment will not appear on his Calendar. Only once John sets up his calendar will appointments appear on the calendar he synced to. If any previously-made appointments do not appear, then they may need to be rescheduled in order to appear on the calendar.
Another common cause of appointments not appearing on their appropriate calendar is when there is an authorization error for the email sync or the Clio integration. To resolve this issue the sync will need to be reestablished. Use the links below to find the appropriate fix.
For email based calendar: How to reset email sync
For Clio based Calendar: How to reset Clio sync
If none of these solutions seem to resolve the issue, please reach out to our support team at [email protected] or via the live chat feature in this help center.
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