Clio Scheduler Appointments and Reminders

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Clio Scheduler is an online appointment booking tool for prospective clients. Prospective clients can book appointments in available time slots, and when appointments are booked, they will appear in your Clio Manage calendar. You can even accept credit card payments during the booking process if you have Clio Payments enabled.

Tip: Learn more about setting up Clio Scheduler in this article.

 

Actions for prospective clients

Prospective clients can book appointments by clicking the link you send them or by clicking the Scheduler link embedded in your website. When your prospective client clicks the link, they will be taken to the Scheduler where they can book their appointment, and if required, enter payment information. If an appointment type requires a payment but the prospective client does not provide payment, the appointment will automatically be unscheduled. When the appointment is booked, both you and the prospective client will receive a confirmation email.

When clients book appointments, the default time zone is based on the computer or phone time of the person viewing the scheduler. Your clients can change the time zone when booking appointments upon clicking the appointment link.

Note: The option to collect payment is only available in North America. Learn more about embedding the Scheduler link and collecting payment here.

Prospective clients can also reschedule and cancel appointments that they booked. The prospective client can reschedule or cancel their booked appointment from the confirmation email by clicking either Reschedule or Cancel. When a prospective client reschedules or cancels an appointment, both you and the prospective client will receive an email notification of the change. Appointment emails are sent from notifications@grow.clio.com. You cannot change this to your firm email.

Important: Only clients can reschedule appointments that they booked. You can only reschedule the appointment if you booked it on behalf of your client. If you need to reschedule an appointment that your client booked, cancel the appointment and create a new one.

 

Create an ad hoc appointment

If you do not want to create a new appointment type in your Scheduler settings, you can manually create a singular ad hoc appointment. To do this:

  1. Go to a matter's Workflow section in Clio Grow.
  2. Click the Add to workflow dropdown and select Create New Appointment.
  3. Complete the details and select your previously created Appointment type.
  4. Click Create appointment and continue to email.
  5. Complete the email template details and click Send Email. Your client will receive an email with a link they can click to schedule an appointment in your calendar. Clients can also edit or cancel appointments from the email.

 

Automated reminders

If a prospective client has become a contact in Clio Grow, you can add up to five automated appointment reminders to any appointment that has been booked in Clio Grow. You can set the number of reminders and the cadence when creating an ad hoc appointment or when editing an appointment booked through Clio Scheduler. You can also set five default automated reminders that will automatically be added to all new appointments that you create.

Set default automated reminders:

Follow these steps to create default automated reminders for all new appointments.

  1. Go to Settings > Appointments.
  2. Select Set reminders in the Default automated reminders section.
  3. Click Add a reminder. You can add a total of five automated reminders.
  4. Click Save reminders.

 

Add automated reminders:

You can add automated reminders to new appointments that have not been created yet and to existing appointments that are coming up. 

New appointment Existing appointment
  1. Go to the matter’s Workflow section.
  2. Click the Add to workflow box and select Create New Appointment.
  3. Complete the appointment details.
  4. Under Automated reminders, click Add a reminder.
  5. Click Create appointment.

 

Manual reminders

For any appointment booked through Clio Scheduler, you can send the prospective client a manual email reminder about their upcoming appointment once you have added the prospective client as a contact.

  1. Go to the matter.
  2. Under Workflow, find the appointment booking.
  3. Click the Options dropdown and select Send manual reminder.
  4. Enter the reminder details and select Send Email.

 

Edit ad hoc appointment

When you edit an appointment that you created on behalf of your prospective client, both you and the prospective client will receive an email confirmation of the changes.

Important: You can only edit the appointment if you booked it on behalf of your client. If the prospective client booked the appointment through Scheduler, you need to cancel it and create a new one or ask the prospective client to reschedule or cancel.

  1. Go to the matter.
  2. Under Workflow, find the appointment booking.
  3. Click the Options dropdown and select Edit Appointment.
  4. Make any changes and then click Update appointment.

 

Cancel appointment

When you cancel an appointment, both you and the prospective client will receive an email confirmation. If you need to reschedule an appointment that your client booked through Clio Scheduler, or if you created an ad hoc appointment and want to cancel it, follow the directions below.

  1. Go to the matter.
  2. Under Workflow, find the appointment booking.
  3. Click the Options dropdown and select Cancel Appointment.
  4. When the warning prompt appears, select Cancel Appointment.

 

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