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Roles: Booking appointments and managing schedules is done by Legal Staff. Viewing and attending appointments is also available to Staff (front desk, support). Meeting Rooms and Appointment Types are configured by an Administrator - see Setup.
Upstream dependencies: Appointment Types and Meeting Rooms must be configured in Setup before appointments can be booked. A Client must exist before a Customer Appointment can be created. Downstream: Timesheets logged here feed into BAS payroll and billing. Document Request records track outstanding document requests for client matters.

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How Appointments Work

Before a client can be booked in, the following must be in place: Appointment Types and Meeting Rooms are set up once by an Administrator. Lawyer Schedules and Customer Appointments are managed by Legal Staff.

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Meeting Rooms

Meeting rooms define where appointments take place - physical rooms or virtual meeting links. Path: Law Management → Appointments → Meeting Room → New
Meeting Room form showing room name, company, capacity, and appointment settings

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Lawyer Schedules

A Lawyer Schedule defines when a specific lawyer is available to meet clients. Path: Law Management → Appointments → Lawyer Schedule → New Requires: At least one Appointment Type must exist.
New Lawyer Schedule form showing the Disabled and Allow Video Conferencing toggles, Schedule Name field, and Time Slots table with Day, From Time, and To Time columns
After saving, add Time Slots in the Time Slots table:
Time Slots table inside a Lawyer Schedule showing Day of Week, From Time, and To Time columns
Add one row per availability window. A lawyer working mornings Monday–Friday would have five rows.

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Book a Customer Appointment

Path: Law Management → Appointments → Customer Appointment → New Requires: The client must exist. Appointment Type, Meeting Room, and the lawyer’s Schedule must be set up.
Customer Appointment form showing Client, Employee, Appointment Type, Date, Time, Meeting Room, and Status fields
Saved Customer Appointment record showing client name, lawyer, date, time, and Confirmed status

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Timesheets

Timesheets let staff log the time they spend on matters and tasks. This feeds into BAS for payroll and client billing. Path: Law Management → Appointments → Timesheet → New
Timesheet form showing Employee, date, Activity Type, From Time, To Time, and linked matter/task fields
For payroll and invoicing processing, see the BAS documentation.

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Document Request

When you need documents from a client for a matter, create a Document Request to track what’s needed and by when. Path: Law Management → Operations → Document Request → New Requires: A matter must exist.
New Document Request form showing Matter, Case, Title, Due Date, Status, and Notes fields
Document Request list view showing ID, Matter, Title, and Status columns, with examples in Open and Partially Uploaded status

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Tips

  • Set up Lawyer Schedules before the team starts booking appointments. Attempting to book an appointment without a schedule results in no available slots showing.
  • Use Appointment Type colours to distinguish meeting categories in the calendar - for example, red for urgent consultations and green for routine reviews.
  • Log Timesheets daily, not weekly. Same-day entries are faster and far more accurate than reconstructing a week from memory.
  • Set a Due Date on every Document Request. Without one, outstanding client documents are easy to lose track of.
  • Update appointment Status to No Show if a client misses a meeting without cancelling. This keeps your booking record accurate and helps identify patterns.