Give the role a reliable starting point.
Share attorney calendars, prerequisite rules, time zones, and approved wording about consultation status.
Consultation scheduling
Consultation scheduling
Arrange consultations using approved availability, prerequisites, and client communication.
Book a free consultationScope, access, and coverage are agreed with your team.
The day-to-day work
A clear queue. A useful handoff.
Define the recurring work and the evidence your team needs to review it. These building blocks become a role-specific operating plan.
- Offer authorized appointments
- Check required administrative prerequisites
- Send approved meeting instructions
- Track cancellations and rescheduling
What comes back to your team
Work you can see and review.
Consultation calendar
A working record with source references, current status, and the person responsible for the next step.
Confirmation record
A focused view of missing inputs, unanswered questions, and items that need your decision.
Rescheduling queue
A dated handoff that distinguishes completed work from pending review and unresolved exceptions.
Put the role into practice
From the first brief to the final check.
A practical handoff
A prospective client requests an appointment before the firm completes its preliminary review. The assistant follows the approved hold process rather than implying acceptance.
Illustrative workflow, not a client case study.Check the work before closing the loop.
Check attorney, meeting format, time zone, and prerequisite completion.
Your systems, your permissions
Fit the role to your environment.
Tool familiarity is considered when defining the role. Your team approves every platform, access level, and source of truth.
Clio GrowLawmaticsOutlookGoogle Calendar
Platform names describe possible working environments, not endorsements or a promise of certification.
Inside the responsibility
What consultation scheduling looks like in practice.
Arrange consultations using approved availability, prerequisites, and client communication. The scope below connects each recurring responsibility to its source information and a checkable working record. Your team confirms the exact steps, templates, and approval limits before work starts.
Offer authorized appointments
Begin with the latest request and its approved source record. Check that the necessary information is present, identify the owner, and clarify conflicting details before making an update.
Working output: Consultation calendar. Include the source reference, current status, and next owner when an item remains open.
Check required administrative prerequisites
Use the agreed template or checklist to carry out this task. Record what was checked and the date of the action so another team member can understand the current position.
Working output: Confirmation record. Include the source reference, current status, and next owner when an item remains open.
Send approved meeting instructions
Keep this work connected to the wider queue. Note dependencies and unanswered questions, and use the agreed escalation route when the next step requires a decision.
Working output: Rescheduling queue. Include the source reference, current status, and next owner when an item remains open.
Track cancellations and rescheduling
Complete the task only when its agreed checks have passed. If an input is missing or an approval is pending, keep that status visible rather than treating the item as finished.
Working output: Consultation calendar. Include the source reference, current status, and next owner when an item remains open.
A handoff you can act on
Keep ready work separate from unresolved work.
A prospective client requests an appointment before the firm completes its preliminary review. The assistant follows the approved hold process rather than implying acceptance.
Ready for review
The agreed task is complete and the supporting information is available in your approved system. Attach or link the relevant record and identify any final reviewer before closing the item.
Review against: Check attorney, meeting format, time zone, and prerequisite completion.
Waiting on an input
Name the missing information, where it was requested, and who is expected to supply it. Keep a follow-up date visible. An unanswered request should not disappear into a completed-work total.
Starting requirements: Share attorney calendars, prerequisite rules, time zones, and approved wording about consultation status.
Needs your decision
Summarize the exception and the information already checked. Ask a specific question and route it to the authorized person. Keep the original source intact while the decision is pending.
Approval boundary: A scheduled consultation does not establish representation or guarantee that the firm will accept a matter.
Set the role up well
Agree what good work means before the first handoff.
Access and examples
Provide individual, approved access to the systems used for this responsibility. Share a completed example, an incomplete example, the relevant template, and a named reviewer. Sensitive working records belong in those systems, not in a public inquiry form.
Possible working environments include Clio Grow, Lawmatics, Outlook, Google Calendar. Tool access and familiarity are confirmed as part of the role brief.
Review and workload measures
Agree which measures are useful for this queue: completed items, items awaiting an input, age of unresolved work, and corrections requested by the reviewer. Review these together with actual examples; volume alone does not establish that work is accurate.
Set response expectations from your operating needs. Coverage, turnaround targets, and the amount of work assigned are agreed separately rather than assumed from the service name.
Before you start
A few useful questions.
What should we prepare for consultation scheduling?
Share attorney calendars, prerequisite rules, time zones, and approved wording about consultation status.
How will we know what is complete?
Check attorney, meeting format, time zone, and prerequisite completion.
Which decisions remain with us?
A scheduled consultation does not establish representation or guarantee that the firm will accept a matter.
Can the role work in our existing tools?
We scope the role around your approved systems, including environments such as Clio Grow, Lawmatics, Outlook. Access, training, and the final tool requirements are confirmed before the role begins.
Related support
Connect the work around this role.
New inquiry intake
New inquiry intake
Capture approved first-contact information and route it to the correct person in your firm.
Explore the service ↗
Prospective client follow-up
Prospective client follow-up
Maintain respectful, approved follow-up while an inquiry awaits information or attorney review.
Explore the service ↗
Intake document requests
Intake document requests
Coordinate attorney-approved document requests through the firm’s secure channels.
Explore the service ↗
Conflict-check data preparation
Conflict-check data preparation
Prepare names and administrative identifiers for your firm’s attorney-controlled conflict process.
Explore the service ↗A role shaped around your operationStart with the work
Start with the work
you want to hand over.
Tell us where the queue slows down. We’ll discuss the scope, tools, coverage, and review points that belong in your support role.
Book a free consultation
Define the role before making a commitment.