The Lawmatics Blog

You wouldn’t set sail without a course—so why run a law firm without any clear KPIs? Custom dashboards are your navigational charts, guiding you through the sea of data toward smarter, more strategic decisions.In the latest Deep Dive Webinar, Product Manager Devon Roth delves into how these custom dashboard data visualizations can revolutionize your law firm's efficiency. This session covers everything from building new custom dashboards for immediate data access to tailoring them for showcasing the metrics that matter most, all aimed at enabling better operational decisions with actionable data insights.

Time Stamps of Key Takeaways

0:00 — Getting started

The webinar kicks off with an explanation of how custom dashboards differ from our legacy dashboard, and how you can alternate between the two. Devon also outlines some of the key (and surprising!) benefits of customizing your dashboard layout, from boosting client engagement to tailoring your marketing strategy.

6:17 — Choose your panel types

Devon first surveys all of the different panels firms can use to organize their information. Firms use these panel types to review things like notes, tasks, upcoming appointments, outstanding e-signatures, and more. She then offers a demonstration of how to format the page, resize panels, and even divide your dashboard layout by practice area.

18:55 — Understanding panel visualizations

Next, Devon focuses specifically on the data panel. From conversion rates to the value of cases in your pipeline, these analytical indicators are the cornerstone of guiding your firm toward increased profitability. She demonstrates a few panel setups that enable you to keep an eye on the intake pipeline, ensuring no potential client gets stuck between stages.

24:08 — How to use reports on dashboards

While some of the other panel types only show standard fields, data panels can pull insights from any of your custom matter reports. In this section, Devon walks through how to set up data visualizations that show the specific granular criteria you need to keep front and center for your firm.

42:31 — Organizing group panels

Finally, Devon quickly shows the click-and-drag customization options with the group panel type. You can select any panels already on your custom dashboards and bunch them together, grouping insights by practice area, matter type, or time period.

A client intake form , often found on a law firm’s website, is used by law firms and legal professionals to gather essential information from potential clients during the initial consultation or intake process. The form helps attorneys understand the client's situation, assess the case, and determine whether they can provide the necessary legal services.While you can manually create an effective legal client intake form tailored to your practice’s needs, legal client intake automation will simplify the process and allow you to customize your intake form based upon practice area and other factors.

What are the benefits of a client intake form?

A legal client intake form offers numerous benefits for both the legal practice and the client. Here are some of the advantages it provides for the law firm:

• Efficiency and organization. An intake form automates the collection of essential information, reducing the time spent on initial consultations. It also ensures that all necessary information is gathered consistently from every client.
• Improved case assessment. The comprehensive information collected provides a complete overview of the client’s situation. This enables better initial case assessment and helps identify potential conflicts of interest or other issues early in the process.
• Enhanced client management. The intake form centralizes client information for easy access and management and facilitates timely follow-ups and reminders, improving client communication.
• Risk Management. A documented record of initial client interactions can be useful for reference and compliance purposes.
• Conflict Checking. The information provided on an intake form helps firms conduct a thorough conflict of interest check before taking on a new client.
• Professionalism. A well-designed intake form presents a positive first impression to potential clients by demonstrating that the firm is organized and thorough.Client Confidence: Instills confidence in clients that their case will be handled systematically and professionally.

Here are some of the benefits the intake form provides for legal clients:

• Clear Communication. Clients understand what information is required, which helps them provide comprehensive details about their case. The intake form also provides clarity regarding the information needed and the initial steps of the legal process.
• Time-Saving. Clients can gather and prepare necessary documents and information before the consultation. This reduces the time spent during the initial meeting, as basic information is already collected.
• Transparency. The intake form gives clients an overview of what to expect, which can reduce anxiety and confusion. Financial sections provide preliminary insights into potential costs and payment structures.
• Personal Representation. When a prospective client fills out an intake form and gives the lawyer all pertinent details, it allows lawyers to tailor their services to the specific needs and circumstances of each client.

A legal client intake form is a crucial tool that benefits both lawyers and clients by improving efficiency, communication, and overall service quality. Legal intake software allows firms to customize each step of the client intake process, following up, scheduling appointments, requesting documents, obtaining e-signatures, and more.

What is a typical intake form example for a law firm?

A typical intake form for a law firm is structured to collect comprehensive information about the client and their legal issue. It should be comprehensive and cover all essential aspects needed for a law firm to evaluate a new client and their case effectively. It typically includes sections to collect client information, details about their legal issue, insurance coverage, potential conflicts of interest, and evidence in their possession.

Automated client intake technology provides client intake templates that allow firms to customize their intake form based on specific needs and practice areas. By only asking relevant questions, they can tailor a client’s experience based on how they answer.

How do I make an intake form?

You can manually create an intake form, or you can lighten your load—and optimize your clients’ experience—with form automation solutions and workflows personalized to your firm’s areas of practice or types of cases.The more details that are requested on an intake form, the better a lawyer can qualify a lead before setting an appointment. Lawmatics client intake software allows users to build customized templates that can be reworked for each practice area and inputted directly into the law firm’s database, making the process faster and less error-prone. With Lawmatics, your firm will be able to:

• Build custom intake forms for clients.
• Collect documents from your clients electronically.
• Enable clients to access your calendar to schedule meetings.
• Eliminate lengthy back-and-forths with e-signature capability.
• Establish a clear and consistent intake process.

Are you ready to take the stress out of client intake with custom forms and a streamlined process? Sign up for a product demo today.

When creating a legal client intake form, you should keep it concise, organize it logically, make it accessible to your leads, and ask questions that will generate the answers you need to decide whether to extend legal representation. You can use a paper version, offer the form online through a web form service, or use legal client intake automation to simplify and streamline the process.

What Should be Included in an Intake Form?

A legal intake form should include a series of questions that allow an attorney to collect critical information about a potential client and their legal matter. The form should reassure prospective clients that the information they provide will remain confidential and clearly state what happens next—typically a follow-up call or initial consultation. The information gathered should be relevant to client needs and desired outcome.

What is the Basic New Client Intake Form?

A basic new client intake form can be created manually using Google forms, Microsoft Word, or another platform and then converting the form to PDF format. At a minimum, the form should gather the following information from a potential legal client:

• Personal information: name, address, date of birth, phone number, email address, and preferred method of contact
• Background information: the client’s occupation, employer, and marital status
• Conflicts: a conflict check ensures there are no conflicts of interest that would prevent an attorney from representing the potential client
• Case information: a concise explanation of the client’s legal issue, type of matter, parties involved, and the date, time, and location of the event
• Insurance information: insurance company contact information, type of policy (auto, homeowners, health), and policy limits
• Evidence: documents or evidence in the client’s possession that might be relevant to the case, including the name, address, and contact information for any potential witnesses

In addition to these basic questions, the client intake form pdf should ideally be tailored for specific practice areas, e.g., personal injury, family law, criminal defense, and more. This is not easily done with time-consuming manual processes. However technology can be maximized to streamline the intake process, reduce manual effort, and efficiently build customizable intake forms by incorporating:

• Online intake forms with automated data capture
• Interactive form builders that adjust in real time based on the desired outcome
• Seamless submission of client inquiries
• Automated responses to acknowledge receipt of inquiries

How Do You Create an Effective Intake Form?

You can create a basic intake form by generating a physical document or using a digital platform and then tailoring it to each specific practice area, or you can build a customizable intake form for all practice areas and matter types with legal intake software. Specialized intake software can create an effective intake form that accelerates and simplifies the process for you and your prospective clients.

Can I Use Google Forms as an Intake Form?

Using Google Forms or Microsoft Word Forms as a legal client intake form is possible. However, there are several important considerations that must be made to ensure compliance with legal, ethical, and security standards. Here are some things to contemplate:

• Confidentiality and security: Google Forms encrypts data in transit and at rest. However, you must verify that this level of security is sufficient for the sensitive information being collected.
• Attorney-Client Privilege: Ensure your Google intake form maintains the confidentiality required to uphold attorney-client privilege.
• Mobile-Friendly: Ensure the form is accessible and easy to use on various devices, including smartphones and tablets.
• Format Compatibility: Ensure the data in Google Forms can be exported in a format that is compatible with your case management software or other systems.
• Case Management Software: Check if Google Forms integrates with your existing case management software or other tools you use for managing client information.

Although addressing these concerns will be a labor-intensive process, it will help ensure you can use Google Forms as a part of your client intake process in a secure and compliant manner. But for those who want to save paper, shave hours off their workday, and avoid busy work, automated client intake form templates are a great option.

What is the Best Way to Create an Intake Form?

Creating an intake form unique to your practice’s needs is a breeze with Lawmatics’ drag ‘n drop custom form builder. Custom forms make qualifying new prospects, organizing contact information, and feeding new matters into your automated processes a snap. Optimize your firm’s website conversions with custom intake forms embedded directly into your website. Are you ready to learn how to create custom intake forms that will make your process more seamless than ever before? Request a demo today.

59% of leads come after hours — are you capturing them? Blazeo’s 24/7 live chat integration with Lawmatics CRM ensures no lead slips through the cracks. This webinar will equip you with the tools to turn web traffic into valuable clients, optimize your client intake process, and significantly boost your firm’s revenue.In this session, Lawmatics Director of Strategic Partnerships Blake Roberts welcomes Jon Scott from Blazeo. Together the pair explore how integrating a 24/7 live chat system with a CRM can enhance client experiences and supercharge your ROI.

Time Stamps of Key Takeaways

0:00 — Introductions

To kick off the webinar, Blake and Jon introduce themselves and some of their recent binge-watching habits. They also give brief overviews of Lawmatics and Blazeo, then set the agenda for the session.

8:20 — Common challenges of law firms

In this segment, Jon delves into the inefficiencies confronting many law firms today. Despite substantial investments in digital marketing, much of the traffic fails to convert into new cases. And the new cases that do come in often aren’t the right fit for the firm. Jon also discusses how law firms that are limited by staffing and technological constraints are letting cases slip through the cracks, missing out on crucial and attainable revenue.

11:10 — What are CRM and live chat for law firms?

Once visitors land on a law firm’s website through channels like SEO, TV ads, or social media, they can engage in 24/7 live chat with Blazeo. When that live chat platform is integrated with a CRM like Lawmatics, firms can seamlessly transition from marketing to the intake stage, providing forms, collecting documents, and scheduling appointments. The CRM and live chat integration enables law firms tools to engage, qualify, and convert leads into retained clients.

16:08 — Why integrate Blazeo with Lawmatics?

Did you know 75% of people prefer live chat to any other method of contact? That’s because there’s no wait time and it’s an immediate service. In this section, Jon explains further the client experience benefits of integrating live chat with a CRM, in addition to increasing ROI and making marketing more effective.

21:14 — Q&A

Blake and Jon close out the webinar by fielding questions from the audience. Topics range from the cutting-edge adaptability of AI to customization options in connecting live chat options with CRM.

Webinar slide deck

Marketing and reporting are the key drivers of a law firm's profitability. But how do you ensure your marketing efforts hit the mark and your reports provide actionable insights? Join Lawmatics Product Manager Devon as she guides you through the essentials of optimizing your marketing efforts using Lawmatics. From creating stunning HTML emails that captivate clients to precisely segmenting your audience for targeted campaigns, Devon provides a step-by-step guide to revolutionize your approach.

Webinar Timestamps

0:00 — Why use Lawmatics for marketing and reporting?

Devon kicks off the webinar with an overview of why Lawmatics stands out as a game-changer for law firms when it comes to marketing and data insights.

4:54 — How to build and edit an email using HTML templates

Devon’s first product demonstration focuses on the HTML email builder and editor. She shows how users can start with a blank canvas or customize pre-built templates to meet the specific design and branding needs of any firm.

10:00 — Create audiences based on types of marketing emails

Next, Devon discusses how creating specific audiences enables better-targeted marketing campaigns. This segmentation ensures your content reaches the most relevant audience, boosting engagement and conversion rates.

15:34 — Schedule campaigns to be sent out

Effective marketing is often about timing. In this segment, Devon walks through the step-by-step process of scheduling emails to be sent at optimal times, ensuring your message hits your audience when they’re most likely to engage.

21:05 — Create custom reports

Understanding your marketing performance is crucial, and Lawmatics custom reports let you dive into the metrics that matter most. Devon shows how to generate these reports based on different fields, offering insights that help you track success and pinpoint areas for improvement.

41:45 — Add custom reports to your custom dashboards

To wrap up this month’s Deep Dive, Devon incorporates the custom reports into a personalized dashboard. This fully customizable data hub gives you a comprehensive view of your firm’s performance, from marketing ROI to task management efficiency.

Legal intake is important because it often forms a potential client’s impression of a law firm. The client intake form is vital to the legal client intake process because it allows firms to make a positive first impression on potential clients.Many firms struggle with designing a comprehensive and effective intake form that clients will understand. Is your legal team asking, “How do you make a client intake form that will meet everyone’s needs?” If so, a law firm client intake process flow chart that outlines the steps can help streamline your process.

What is a client intake form?

A client intake form is a document that leads fill out — this information helps firms determine if the client is a good fit for the legal team. These forms are an integral part of the client intake process. A well-constructed intake form includes fields for a client’s basic information, such as full name, address, and other contact details. Interested prospects fill out the nature of their case including as many details as possible to help a lawyer best pre-screen before a consultation.

What does a client intake form gather?

A legal intake form typically collects a wide range of information necessary for an attorney or law firm to evaluate a potential client's case and determine the best course of action. Here's a list of the information commonly gathered with a legal intake form:

Contact Information

• Full name
• Address
• Phone number
• Email address

Demographic Information

• Date of birth
• Gender
• Marital status
• Occupation

Case Details

• Nature of the legal issue (e.g., personal injury, family law, criminal defense)
• Description of the incident or problem
• Date(s) of incident or relevant events
• Location where the incident occurred

Parties Involved

• Names and contact information of all parties involved in the case, e.g., opposing party, witnesses

Legal History

• Any previous legal actions related to the current issue
• Details of previous legal representation, if applicable

Financial Information

• Employment status
• Income details
• Assets and liabilities

Insurance Information

• Details regarding any insurance coverage relevant to the case

Documents and Evidence

• Any documents or evidence related to the case that the potential client may possess

Other Relevant Information

• Any additional information that may be relevant to the case, such as medical records, contracts, or communications related to the legal issue

Preferences and Goals

• Client's preferred method of communication
• Desired outcome or goals for the case

Conflict Check

• Questions to identify any potential conflicts of interest that may exist for the attorney or legal firm

Collecting this information helps attorneys accurately evaluate the potential client's situation and determine whether they can provide appropriate legal assistance. It also assists in managing the case if the representation moves forward.

What is a client intake form example?

Legal client intake forms can vary significantly depending on the specific practice area, jurisdiction, and preferences of the law firm or legal organization. Here are some intake form examples tailored to different practice areas:

• Personal injury intake form. This intake form typically includes detailed questions about an accident or injury, such as the date, time, and location of the incident, the nature of the injuries sustained, medical treatment received, insurance information, and potential witnesses.
• Family law intake form. For family law matters, the intake form might gather information about marital status, children, grounds for divorce or separation, custody and visitation arrangements, child support, alimony, and any existing court orders or agreements.
• Estate planning intake form. An estate planning intake form would focus on gathering information about the client's assets, beneficiaries, and wishes regarding the distribution of property, as well as preferences for guardianship, healthcare directives, and powers of attorney.
• Criminal defense intake form. For criminal defense matters, the intake form may request information about the charges, arrest details, interactions with law enforcement, prior criminal history, and potential witnesses or evidence.
• Business or corporate intake form. This form would gather information about the client's business structure, industry, contracts, intellectual property, regulatory compliance, and any specific legal issues or challenges facing the business.

The more details requested on an intake form, the better. Client intake software enhances the client intake process with customized client intake form templates that lawyers can repurpose for each practice area. Information can be inputted directly into the law firm database, making the process faster with fewer errors.

What is the purpose of an intake form?

The client intake form serves several essential purposes, including:

• Documentation and record-keeping. Intake forms are necessary for the attorney and the client. They record the initial contact and provide a reference point for the case details. This documentation is essential for maintaining accurate records and ensuring compliance with legal and ethical obligations.
• Communication and coordination. Intake forms facilitate communication and coordination between the potential client and the attorney or legal firm. They provide a structured way for the potential client to communicate their needs and concerns, and they help the attorney understand the client's goals and preferences for handling the case.
• Legal and ethical compliance. Intake forms help attorneys and legal firms comply with legal and ethical requirements, such as conducting conflict checks, maintaining client confidentiality, and obtaining informed consent for representation.

An effective client intake form is crucial for documenting the case, establishing effective communication between the attorney and client, and ensuring legal and ethical compliance throughout the legal representation.

What is an In-house Legal Intake Form?

An in-house legal intake form is a document a corporation’s legal department uses to collect essential information from colleagues in other departments — typically sales, marketing, or human resources — who need legal assistance. Unlike generic intake forms, an in-house legal intake form is tailored to the specific needs and practices of the firm or legal department. Due to the high volume and fast-paced nature of business, many in-house legal departments have processes and software tools to streamline legal intake.

What makes a good intake form?

Here are some qualities of an effective intake form:

• Transparent. The form should be well-organized and easy to understand, with clear instructions for completing each section. It should cover all necessary information relevant to the legal matter.
• Relevant. The questions on the intake form should be tailored to a specific practice area or legal issue to ensure that the information gathered applies to the potential case.
• Focused. The form should avoid unnecessary or overly detailed questions that could overwhelm the client. Instead, it should focus on collecting the most pertinent details needed for initial case evaluation.
• Flexible. A good intake form can be customized to accommodate variations in legal matters or client needs and should allow flexibility to add or modify questions based on specific circumstances.
• User-friendly. The form should be easy to use, with logical organization, clear formatting, and sufficient space for responses. To streamline completion, it might include checkboxes, dropdown menus, or other interactive elements.
• Compliant. The intake form should comply with all relevant legal requirements, including data protection laws, privacy regulations, and ethical guidelines governing client communications and information handling.
• Accessible. Providing options for electronic submission of intake forms via online forms, email submissions, or client portals can enhance client convenience and streamline the firm’s intake process.
• Collaborative. Integration with case management software or other internal systems can improve workflow efficiency by automatically populating client information and facilitating case tracking and management.

Intake forms should be periodically reviewed and updated in response to changes in legal requirements, practice procedures, and client feedback.

What does the client intake include?

Legal client intake typically includes the following:

• Initial contact. When a potential client contacts a law firm seeking legal assistance, they are typically asked to fill out a client intake form in person or online.
• Collecting information. The intake form gathers critical details about the potential client, including their contact details, their legal issue, parties involved, and other relevant information.
• Assessing the case. Once the intake form is completed, the attorney or legal team reviews the information provided to assess the case’s merits and determine if they are the right fit to provide legal representation.
• Conflict check. The information provided in the intake form allows the law firm to conduct a conflict check to ensure no conflicts of interest prevent them from representing the potential client.
• Initial consultation. Based on the information gathered from the intake form, the attorney may schedule an initial consultation with the potential client to discuss the details of the case further, provide legal advice, and outline possible strategies for moving forward.
• Retainer agreement. If both parties decide to proceed with the representation, the client intake form may serve as the basis for drafting a retainer agreement and other necessary documentation outlining the terms of the legal representation.

Throughout the case, the information collected during the intake process will serve as a reference point for case management, helping to ensure that all relevant details are accounted for and that the client's needs are being met.

How do you write a client intake form?

Writing a client intake form involves carefully considering the information you need to collect and how to structure the form to gather that information effectively. Here are some tips:

• Identify key information. Based on your practice area or legal specialty, start by identifying the essential information you need to collect from clients. Consider the specific details relevant to evaluating potential cases and providing appropriate legal assistance.
• Organize sections. Structure the intake form into clear sections, each addressing a specific category of information. Use headings and subheadings to guide clients through the form.
• Use clear and concise language. Write questions and instructions in clear, straightforward language that clients can easily understand.
• Take a conversational approach. Ask open-ended questions that allow clients to provide detailed explanations with specific questions that require concise answers.
• Offer clarification. For complex or ambiguous questions, provide examples or clarifications to help clients understand what information they are being asked to provide.
• Prioritize security and privacy. Incorporate statements about privacy and confidentiality to reassure clients that their information will be handled securely and in compliance with legal and ethical standards.

By following these tips, you can create a client intake form that effectively gathers the necessary information, facilitates smoother client interactions, and boosts the efficiency of your law firm.

How do I create a legal intake form?

You can use a word processor to manually create an intake form or utilize automation to streamline the process. Legal software platforms will allow you to design digital forms unique to your practice’s needs. Custom forms make it easy to qualify new prospects, organize contact information, and feed new matters into your automated processes.

What is a client intake form template?

A client intake form template is a customizable questionnaire that allows firms to tailor their intake forms in real-time. These templates offer a way to collect client information and streamline the intake process by enabling you to ask only relevant questions. Custom intake forms can be embedded directly into the firm’s website, allowing potential clients to submit a query electronically. Intake form automation solutions and workflows tailored to your legal practice areas or case types will make your job easier and elevate your clients’ experience.

How do I create an intake form? With Lawmatics

Throughout the intake process, lawyers must collect significant amounts of important information from potential clients to determine whether their practice area suits their needs. For lawyers who run their firm from their inboxes or spreadsheets, manually inputting all of this information requires considerable work. However, attorneys looking for the most efficient way to handle their client intake process rely on legal intake software to simplify and automate a significant portion of these time-consuming tasks.A good intake form is quick for a law firm to create and easy for the client to fill out. Lawmatics automation solutions streamline the intake process with client intake form templates that save you time and give your clients the experience they deserve. Are you ready to save hours per case on intake? Request a demo today.