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Answer every new client.

Every call, form, and chat is captured and answered at once, the details go into Clio, MyCase, Lawmatics, or your firm’s intake system, conflicts are checked, and the consultation is booked. Prospective clients hear back from the firm, and lawyers see a complete record before they speak.

Discuss your firm’s intakeWhat is different here

Illustration of law firm intake built by Baybloom: a web inquiry answered on the site, checked for conflicts, and booked as a consultation, with every inquiry from calls, forms, and chat in one queue.

What is different in this industry

The requirements that change the work.

People call the next firm

Someone with a legal problem often contacts several firms. The firm that answers and books a consultation has the conversation; the rest have a missed call.

Inquiries arrive everywhere

Calls after hours, voicemail, website forms, chat, email to individual lawyers, and referrals land in different places, and no one sees them all.

Conflicts come before details

The firm should check conflicts before a prospective client shares the facts of the matter. Intake gathers names and the type of matter first, and holds the rest until the check is done.

No legal advice from software

Automated replies acknowledge, gather details, and book time. They do not assess the matter or advise; questions about the case go to a lawyer.

What we build

Workflow and business process automation, applied here.

Capture from every channel

Calls, voicemail, website forms, chat, and email collected into one queue, each inquiry with a status and a person responsible.

An answer at once

An acknowledgment by text or email, or a conversation on the site, that confirms receipt, asks the screening questions, and says what happens next.

Conflicts and screening

Party names sent to the conflict search, possible matches routed to the person who clears them, and matters outside the firm’s practice referred politely.

Booking and handoff

Consultations booked in the right lawyer’s calendar, with the intake record created in the firm’s practice or intake system.

What a first release could include.

In the first release

  • Calls, forms, and chat captured into one queue
  • An acknowledgment for every inquiry, with screening questions
  • The conflict search before detailed facts are gathered
  • Consultation booking with the right lawyer
  • The intake record created in the firm’s practice or intake system
  • A view of every open inquiry and who is responsible

Usually later

  • After-hours call answering with booking
  • Engagement letters and e-signature after the consultation
  • Reporting on inquiry sources and outcomes

Systems in play

  • Practice management: Clio, MyCase, Filevine, Smokeball, and similar
  • Intake and CRM: Lawmatics, Clio Grow, and similar
  • Phone systems and answering services
  • Website forms and chat
  • Calendars in Microsoft Outlook or Google
  • Conflict search in the practice system or a separate database

Features

What the software can include.

One inquiry queue

Every channel in one list, with status, source, and the person responsible for each inquiry.

Screening by practice area

Questions that change by practice area and jurisdiction, with matters outside the firm’s practice referred politely.

Urgent matter flags

An approaching deadline or court date moves an inquiry to the top, with an alert to the responsible person.

Follow-up reminders

People who have not booked are followed up by text or email on the firm’s schedule, until they book or decline.

Source tracking

Each inquiry records where it came from, so the firm sees which referrals, directories, and pages bring in matters.

Response reporting

A view of open inquiries, response status, and outcomes by practice group.

Family law practice

An evening web inquiry is answered, checked for conflicts, and booked before the office opens.

A family law practice often finds the evening’s web inquiries waiting in an inbox the next morning, by which time some people have called another firm. A first release answers each inquiry on the site with screening questions, sends the names of the parties to the conflict search in Clio, and offers consultation times from the responsible lawyer’s calendar. When there is a possible match, the booking waits for staff to clear it. The record appears in Clio with the answers attached. Engagement letters sent for e-signature after the consultation are a sensible next phase.

Questions

Before you start.

What firms in this industry ask about this work.

Does this replace our receptionist or intake staff?

No. It makes sure no inquiry waits for them. Staff see every inquiry in one place, with the details already gathered, and spend their time on the conversations that need a person.

Will it work with Clio, MyCase, or Lawmatics?

Yes, through the integration options each product publishes. Details go into the system the firm uses, and staff keep working there. Baybloom is independent of these vendors.

Does the system give legal advice?

No. It acknowledges, asks screening questions, checks conflicts, and books time. Anything about the merits of a matter goes to a lawyer.

How are conflicts handled?

Intake collects the prospective client and the other parties first, runs the conflict search, and routes possible matches to the person who clears them. Detailed facts are gathered only after the check, and the decision is recorded.

What about calls after hours?

Calls can be answered by a voice assistant or the firm’s answering service, with the details captured into the same queue and a consultation offered where the firm allows it.

How is prospective client information protected?

Access is limited by role, details are not sent through ordinary email, every view and change is recorded, and where data is stored and how long it is kept are agreed in writing.

Keep exploring

Industry

Law firmsRead

Service

Workflow and business process automationRead

What we build

Case and workflow management systemsRead

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Booking and reservation systemsRead

Discuss your firm’s intake.

Tell us about the workflow and the systems around it.
We’ll come back with a written scope for a first release.