How To Use Acuity To Automate Your Practice
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Part 1 Of The Modern Solo Master Tools Series: How To Use Acuity To Automate Your Law Practice
As a solo with control issues, I find it really difficult to delegate certain tasks. One of the ways I get around that is to automate as much as possible with tech so I don’t have to delegate to people.
One of my absolute favorite tools I use to automate my law practice is Acuity. Acuity is online scheduling software that allows clients to schedule appointments, pay, and complete intake forms online.
This tool, along with Lexicata, has made my consultation and intake process a billion times easier.
Here is how I use it.
Schedule Consultations
The reason I signed up for Acuity was to streamline scheduling consultations. Before using it I had to field calls and emails from prospective clients trying to schedule a consult. Then I had to send a PayPal or Square invoice for them to prepay for the consult. This was very time consuming an annoying.
Acuity makes it all so much simpler. Clients can choose an appointment based on the times I make available. They can complete my initial screening intake form and pay the consultation fee all at once.
I can screen and do conflicts check based on the intake form and if I know I can't take the case based on the initial information it’s easy to cancel the appointment and refund the fee (along with an explanation for why I can’t do the consult).
I also find that requiring the form to be complete when scheduling resulted in the form being completed 100% of the time instead of about 75% of the time before I started using the software.
Now that I have a virtual reception service it’s super easy for them to use the link and schedule appointments for clients or potential clients who call.
Schedule Clients Calls and Meetings
I also use acuity to schedule client calls. I do not take phone calls during the day and batch return calls during certain prescheduled blocks. I require my clients to schedule a phone call so that I’m not interrupted when doing focused work or when I’m in court.
My clients have a link that they can use to schedule a call whenever they need one. I’ve received great feedback since starting this since it has been more convenient for everyone. I’ve also found that clients will just shoot me a message in the client portal for minor issues instead of taking the time to schedule a call. Because of this, I feel more in control of my time and I have fewer interruptions.
Schedule Networking Meetings
Another great use of Acuity is for networking meetings. I get no fewer than 5 requests each week for coffee or lunch meetings and it is super easy to schedule by sharing my Acuity link. No more back and forth about dates and times.
I usually block off a couple hours a week for networking. I make those slots available on my Acuity calendar and people can choose from those.
Best Practices For Lawyers Using Acuity
Stay In Control Of Your Time
One of the common concerns I hear about using software like this is that you are giving up control of your calendar since others can book up all your free time. If you do it correctly, this is not true at all.
Even though Acuity syncs with your calendar, you can black off additional times or set certain hours. If I only want networking meetings on Tuesdays and Thursdays from noon to 2, I can make that the only time available on my networking calendar. Which leads me to the next tip…
Use Multiple Calendars
Use multiple calendars. I pay for a higher level plan so that I can have multiple calendars. I have a calendar for phone calls, one for networking meetings, and one for consults. It makes it easier to set my availability for certain types of appointments.
Personalize your reminders & emails
Another great benefit of Acuity is that it sends reminder emails and or text messages about the appointment. You can customize these to include directions or other information the scheduler may need before the appointment.
I also use the follow-up email function to give additional information, next steps, or to ask for reviews.
Use The Intake Forms
The intake forms are not only useful for consultations. I also require one for all scheduled client meetings or phone calls that ask for the reason for the meeting or call and what they hope to accomplish. This helps me prepare for the meeting or call and ensure there is a valid reason to meet or speak.
It’s can be difficult for solos to balance it all, but tools like Acuity can certainly help. Feel free to use my link HERE to sign up. It’s inexpensive and they have excellent customer service. If you have more questions about how to use an online scheduling service in your practice, share it in the Modern Solo Facebook Group.