Lesson #13
Calendar – Send Future Calendar function
If a client asks you for a calendar of all of the jobs they have scheduled with you through the end of the year on a particular case, you can quickly provide that information as a report with the Send Future Calendar function.
You can send the calendar to a designated contact at the firm that includes all jobs scheduled by the firm on that case — or send individual contacts calendars of only their jobs related to the case.
Send clients their calendar for any time period
Use the default settings to send calendars to all of your clients that list their jobs scheduled for the upcoming month. Or limit which calendars you send and what they include by using a combination of the function’s search criteria:
- Job date range
- One or more job statuses
- Single firm
- Single contact
- Single case
- One or more business units
The list of clients that matches your search criteria displays each firm’s name, address, and number of jobs scheduled in the date range searched. You can sort your results in the grid by one or more columns in ascending or descending order — but when you exit the function RB9 will revert back to the default order. Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.
You can preview the future calendar reports before emailing them — and look up details on the clients without leaving the function. For example the function will show you if any client is missing an email address so you can update that client’s information before attempting to send the report.
Future calendars are sent as attachments to an email. RB9 includes a default email and you can customize what that email says — even edit it on the fly when sending an email to a client. RB9 records the email sent in the Email Log function in Tools, so you can refer back to it later.
NOTE: This is an RB9-only function. It is not included in RB Lite.
TL;DR: Easily send clients their calendars of upcoming jobs they have scheduled with your agency.
RB concepts in this lesson
Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately — such as branch offices, other companies you own, affiliates, and profit-sharing operations.
Contact: Person who works for a firm you do business with — such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.
Firm: Business you provide services to — usually law firms but can also be other court reporting firms, vendors, insurance companies, corporate clients, and courts.
Job: Usually the reporting of a deposition but can also be any kind of service you provide with your reporters or other resources. More >
Job Status: Stage a job is in, e.g., New or Cancelled. You can designate your own job statuses in RB.
