Communications

In this article:

  1. Contacts
  2. a) Client and Matter-Level Contacts
    b) Duplicate Contacts

  3. Email all Contacts
  4. Client Portal 
  5. a) Enable Client Portal
    b) Grant Access to Client Portal
    c) Enable Payments in Client Portal

  6. Calendar


Contacts

The various types of contacts have a hierarchical system in TimeSolv when creating invoices. It is important our users understand the best location to save their contacts. Contacts should only be entered once and then associated with the various Clients or Matters. We generally recommend users save contact information under the Client level which will feed to all Matters for invoicing purposes unless a Matters has a Main or Optional Invoice Contact designated. A Matter contact (Main or Optional Invoice) will override the Client contact (Main or Optional Invoice) and receive the invoice instead.

Client and Matter-Level Contacts

Click on Clients>Clients & Matters>[client or matter name]>Contacts>New Contact.

If the contact is saved as a ‘Main,’ this contact will be the one used in invoices, unless there is an ‘Optional Invoice’ contact, which will always supersede a ‘Main’ contact. A ‘Main’ contact would be, for example, the president of a company. An ‘Optional Invoice’ contact would be, for example, the accounting department of that company where the president wants the invoices to be sent to. Any contacts listed under ‘Related Party’ or ‘Other’ are for informational purposes only and do not receive or appear on invoices.

Below is the priority order in which the invoice will fetch contact information:

  1. Matter contact > Type ‘Optional Invoice’.
  2. Matter contact > Type ‘Main’.
  3. Client contact > Type ‘Optional Invoice’.
  4. Client contact > Type ‘Main’.

If contact details are missing at any of the above levels, the system will continue to go down the list in that order to fetch the contact details for the invoice being generated.

Duplicate Contacts

To view, edit, or delete duplicate contacts, click on Clients>Contacts>Potentially Duplicate Contacts on the top right corner of the screen.

Here you'll see a list of potentially duplicated contacts. Click on the details link for more options to amend.

Users can edit the contact, merge the duplicated contacts into one, and view/edit the contact associations.

Under the Associations screen, users can change the type of contact, and see which contacts have Client Portal access.


Email all Contacts

Let’s say you need to send an email out to your entire client contact database. Here are the steps to achieve this:

Click on Account>Import/Export>Export Excel tab. 

Select the entity as Client & Matter Contact.

After clicking on the Export button, all contact details will have downloaded in an Excel spreadsheet.
Once exported, we recommend using mail merge in MS Word with Excel. See Office, Excel Mail Merge.
Alternatively, open the Excel file, copy the Email column, and paste the information into the email address box of whichever mail service provider you use (e.g. Gmail or Hotmail’s ‘To:’ field in the new email window).


Client Portal

Enable Client Portal

Click under Clients>Settings>General>Enable Portal?.

Grant Access to Client Portal

Note: if 'Login required for Portal?' is not selected (under Clients>Settings>General), the system will allow the contact to use a specific link to go directly into the portal without a login. The link is sent when portal access is assigned (shown below) and is automatically included for each invoice or statement sent via email.  In this case, you do not need to create a specific login for the contact, but if you do that will override the automatic login and require the contact to enter those credentials.

While access to the Client Portal can be granted when creating a new contact, it can also be granted on existing contacts under Clients>Contacts>Associations.

View and enable contacts to have portal access by selecting the 'Has Portal Access?' checkbox. 

Note: you will only be able to checkmark portal access on this screen if you have either set up a portal login under Clients>Contacts>Edit, or have deselected the 'Login Required for Portal?' checkbox under Clients>Settings>General.

Enable Payments in Client Portal

Payments can be recieved via eCheck, credit card and LawPay/Affinipay. TimeSolv has teamed with LawPay, AffiniPay and CPACharge to provide a seamless credit card and ACH payment process.

With the Client Portal, clients can independently view invoices, payment histories, trust balances, and details of work in progress, allowing you to focus on other areas of your business.

To receive online payments from your customers via LawPay, you need to setup one or more “Payment Profiles” in TimeSolv ( Payments>Settings>Bank Accounts). These payment profiles allow you to connect to LawPay/AffiniPay and specify to which bank accounts the payments will be deposited. Note that LawPay and AffiniPay are just two branded versions of the same product. 

Firm-wide Setting:

Click on Clients>Settings>General tab.

Ensure Enable Portal? checkbox is enabled.

At the bottom of the 'General' tab, under the 'Client Portal' section, specify what bank account to receive portal payments in.

Client-level Setting:

Users can also achieve this at the Client-level. Click on Clients>Clients & Matters>[client name]>General tab.

Specify the bank account next to the 'Receive All Portal Invoice Payments In' field.

On the Payment screens under the Client Portal, account-specific required fields (both for merchant and ACH accounts) are read from AffiniPay. Corresponding input fields are marked as required and validated.


Calendar

The Matter calendar has been completely structured for ease of use with drag-and-drop capabilities. Users can view daily, weekly, and monthly calendars for timekeepers and matters. Features include the ability to assign timekeepers to a calendar event with a specific view or update permissions.

Click on Calendar>Calendar.

Click on a time slot to create a new event.

Company Holiday - will mark it as an all-day event.

Specify permissions for each user under the Users tab.

Merge calendar events from users and matters by clicking on the ' Add Professionals' and 'Add Matters' links.

Note: Matter specific calendar events can be created in the same way (shown above) under Clients>Clients & Matters>[matter name]>Calendar.

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