In this article, we go through how to set up appointments within any of your matter types in the Matter Opening tab within Unity® Practice Management.
Unity provides the functionality to be able to set up appointments within any of your matter types.
This functionality is available on your Matter Opening tab.
- Scrolling down, you will find the field for Appointment Schedule. The default is set to No.
- If you would like to book an appointment, simply click on Add Appointment. This will bring you into the new appointment window.
- From here, you can indicate whether documents will be included as ready, pending or not applicable for this appointment.
- The attendees will automatically show as the individual that is creating this appointment. That information can be changed by clicking on the dropdown menu.
- Invited staff is a dynamic field which will show you a list of all of your Unity users from which you can select any individuals that will be joining in on this meeting.
- Invited Parties has the same functionality, and you can create appointments for any involved party to your matter as long as you have a valid e-mail address.
- Enter your Subject line and set up the parameters of your meeting, engaging with your calendars to select the date as well as the time through the dropdown options.
- If you have invited staff, you can make sure that they will be available by selecting Scheduling Assistant.
- This will give you a view of everything that is going on for those staff members at that given time. If there are conflicts, they will be visible, which will allow you to select a new time or a new date parameter. Once you're satisfied, select OK.
- And if this is going to be a digital meeting, you do have the option to select that you will be signing either with Syngrafii or DocuSign depending on what your platform is.
- Location of the appointment can be in person, or whatever integration credentials you have established, Google Meets, Ms. Teams, and the like.
- The Note field is a required field. Once all of the fields have been set up and completed, you can create this appointment by clicking Create Appointment.
- The appointment has been added successfully to the Unity account. This is now a trackable appointment in my events page and my day at a glance.
- You have the additional option to save this appointment to the firm-wide digital calendar. such as Outlook, Google Calendar, or iCalendar.
- Following which, I can send out the invitation for this meeting to all involved parties. Click Send Invite which will open up the capability to choose the individuals that are attending or that you wish to attend this meeting.
- Message Precedents can be created in your account administration area, from there you will have the ability to select your message precedent. Simply select Send. An e-mail will populate automatically with an encrypted link that your client will be able to use to download this appointment to their digital calendar.
- Once everything is in place, click close and your appointment will be added.
- You can always revisit this appointment by clicking on the meeting time and day in order to be able to open and change any of the information. If you do change information, the system will allow you to update the client and involved parties.
- Please note on your overview tab, any appointments that you add to your matter opening tab will be visible in your event specific calendar and you can simply click on the day of the appointment.
- If you do need to change the parameters of the appointment or send out a reminder, just click on appointment. From here, you can send out your invite reminder or change the terms of the appointment, and then close.
Please watch the video below for a demonstration:
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