Your clients list

The Clients list is where you keep your firm’s own clients — people who signed with you. It’s kept separate from your crash prospects. You use it to send client letters: a thank-you after a case settles, a holiday card, an announcement. Adding someone to the list never mails anything by itself. Go to Marketing → Clients. You’ll see a table with each client’s name, mailing address, case type, settled date, how they were added, and whether they’re marked Do not mail. Use the search box to find a client by name, address, city, case type or CRM ID. There are four ways to get clients onto the list.

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Type one in

1. Click Add client.
2. Fill in what you have. Only a first or last name is required, but a client letter needs a full mailing address (street, city, state and ZIP).
3. Add a Case type (for example “Motor vehicle accident”), Date opened and Date settled if you want letters to use them.
4. If you have one, add the CRM ID — the client’s number in your case system. It’s the surest way for us to recognize the same client later.
5. Click Add client.

To change a client, click their row’s edit button, make your changes and click Save.

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Import a spreadsheet (CSV)

Most firms start by exporting their client list from their case system.

1. Export your clients from your case system as a CSV file.
2. On Marketing → Clients, click Import CSV and pick the file.
3. Match the columns. For each column in your file, we show what we think it holds. Check each one and change any that are wrong. If your file has one column with the whole name, choose Full name (split into first + last). Choose Don’t import for columns you don’t need.
4. Check the rows. We say how many rows are ready and list any with problems, such as a ZIP that isn’t 5 or 9 digits. Rows with problems are skipped.
5. Click Import … clients. When it’s done, we show how many clients were added, updated and skipped, and why. Click Done.

Useful columns: first and last name (or one name column), address, city, state, ZIP, case type, date settled, and your system’s client ID. You can import up to 10,000 rows at a time. What an import never does:

• It never duplicates a client. A client already on your list is updated. We recognize them by CRM ID, or by name plus street address plus ZIP.
• It never erases anything. A blank cell leaves what’s saved alone.
• It never turns Do not mail off. An import can turn Do not mail on for a client, but only you can turn it off, on the client’s record.
• It never sends mail.

So it’s safe to import the same file again next month with new and changed clients. Clients you already have are updated, and new ones are added.

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Mark a prospect as a client

When a prospect signs with you:

1. Open their county’s prospect list (or All Jurisdictions).
2. Click the menu button at the start of their row and choose Mark as client.
3. We copy their name and mailing address. Check the Case type (it starts as “Motor vehicle accident”), add the Date signed if you like, and click Add to Clients.

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From your case system, automatically

If your firm uses Zapier or has someone who can connect tools, your case system can add clients and mark cases settled for you. See API keys and the API tab.

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Do not mail

Turn on Do not mail for anyone who should never get a client letter. It applies to every client letter campaign.

1. Open the client’s record.
2. Turn on Do not mail (“Never send this client a letter from any campaign”).
3. Click Save.

If a client is turned to Do not mail after a letter batch was made but before it mails, they’re skipped automatically.

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When a settled date changes

Case-settled letters go out a set number of days after the Date settled. So when you change the settled date on a client who already had one, we ask what the change means:

• It’s a correction. The first date was wrong. No second thank-you letter is sent.
• It’s a new settlement. For example, a second matter for the same client. A thank-you letter for the new settlement can go out — you’ll still approve it first.

You have to pick one before you can save. The same choice appears when you import a CSV with a settled-date column: tick treat it as a new settlement only if the file has real new settlements. Leave it off if the file is correcting dates.

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Delete a client

Click the client’s delete button and confirm. This removes them from your list for good. To stop letters but keep the record, turn on Do not mail instead. Deleting a client and importing them again later doesn’t make them get the same letter twice.