> ## Documentation Index > Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt > Use this file to discover all available pages before exploring further. # Appointments > Set up lawyer availability, book client meetings, log time against matters, and track document requests in Law Management. **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](/professional-services/law-management/setup). **Upstream dependencies:** Appointment Types and Meeting Rooms must be configured in [Setup](/professional-services/law-management/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. *** ## How Appointments Work Before a client can be booked in, the following must be in place: ```mermaid theme={null} %%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%% flowchart LR AT[Appointment Type] --> MR[Meeting Room] --> LS[Lawyer Schedule] --> CA[Customer Appointment] ``` Appointment Types and Meeting Rooms are set up once by an **Administrator**. Lawyer Schedules and Customer Appointments are managed by **Legal Staff**. *** ## 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 | Field | Description | | ------------------------- | ------------------------------------------------------------- | | **Meeting Room** | Name or room number (e.g. "Conference Room 1", "Video Call"). | | **Company** | The branch this room belongs to. | | **Allow Appointments** | Enable to make this room bookable. | | **Meeting Room Capacity** | Maximum number of people the room can hold. | | **Overlap Appointments** | Enable if back-to-back bookings without a gap are allowed. | *** ## 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 | Field | Description | | ---------------------------- | ------------------------------------------------------------------------- | | **Schedule Name** | A label for this schedule (e.g. "Mon–Fri Morning", "Tuesday Afternoons"). | | **Allow Video Conferencing** | Enable if the lawyer accepts video call appointments in this schedule. | | **Disabled** | Toggle to deactivate the schedule temporarily without deleting it. | 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 | Field | Description | | --------------- | ----------------------------------------------------- | | **Day of Week** | The day this slot applies to (Monday, Tuesday, etc.). | | **From Time** | Start of the availability window. | | **To Time** | End of the availability window. | Add one row per availability window. A lawyer working mornings Monday–Friday would have five rows. *** ## 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 | Field | Description | | -------------------- | ----------------------------------------------------------- | | **Title** | Auto-generated or enter a short description of the meeting. | | **Client** | The client coming in for the meeting. | | **Employee** | The lawyer or staff member the client is meeting. | | **Contact No.** | Client's contact number for the day of the appointment. | | **Company** | The branch where the appointment is taking place. | | **Appointment Type** | Category of the meeting. | | **Date** | The appointment date. | | **Time** | The scheduled start time. | | **Meeting Room** | Where the meeting will take place. | | **Status** | Open, Confirmed, Cancelled, or No Show. | Saved Customer Appointment record showing client name, lawyer, date, time, and Confirmed status *** ## 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 | Field | Description | | ----------------------- | ----------------------------------------------------------------------- | | **Employee** | The staff member logging time. | | **Date** | The date the work was performed. | | **Activity Type** | What kind of work was done (e.g. Research, Drafting, Court Appearance). | | **From Time / To Time** | Start and end of the working session. | | **Hours** | Calculated automatically from From/To times; can be overridden. | | **Project / Task** | Link to the matter or the specific task within it. | | **Billing Hours** | The hours to bill the client - may differ from total hours logged. | For payroll and invoicing processing, see the [BAS documentation](/bas/introduction). *** ## 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 | Field | Description | | ------------ | -------------------------------------------------------------------------------------------------- | | **Matter** | The matter this request relates to. | | **Case** | Optional - narrow the request to a specific case of the matter. | | **Customer** | Auto-populated from the linked matter's client. | | **Title** | A label describing what's being requested (e.g. "Signed Vakalatnama", "Bank Statements for FY24"). | | **Due Date** | When the documents are needed by. | | **Status** | `Open` by default; updates to `Partially Uploaded` as documents come in. | | **Notes** | Any additional details about what's needed or context for the request. | Document Request list view showing ID, Matter, Title, and Status columns, with examples in Open and Partially Uploaded status *** ## 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.