The client card carries the files.
Individual or corporate, every client sits on one card: ID and contact details, linked cases, notes and appointments. It replaces scattered Excel lists and address books.
Clients
Client A
IndividualTCKN Verified2 cases
0532 000 00 00
Example Logistics Inc.
CorporateVKN Verified5 cases
0212 000 00 00
Client A
- Info
- Cases
- Notes
- Appointments
Linked cases
- 2026/42 E.Receivables casePending
- 2025/318 E.Eviction caseClosed
Power of attorney to be renewedAlarm: 20 November
01/04Client record sheet
Every client has a record sheet.
Every record starts with a type. An individual client needs a name and a TCKN; a corporate client needs a company name and a tax ID (VKN). When you call the client, issue an invoice or prepare a document you do not retype the details; the card is the single source of truth.
- Type
- Individual or corporate.
- ID
- TCKN for individuals, VKN for companies.Verified
- Phone
- 11 digits, starting with zero.
- Email and address
- On the same card, in the same place.
- Cases
- Every file linked to the client, in one list.
- Notes
- Meeting summaries and spoken instructions; with an alarm date if you want.
- Appointments
- Office, online or phone; based on the lawyer's free slots.
- Intake
- An intake that became a client stays linked to the card.
The card ties all the work to the client.
- 01/04
ID verification
Before a number is saved it is checked for digit count and check digit. A wrong number never enters the form; a bad record is caught before it exists, and the rule that was broken is written out.
- TCKN
- Must be 11 digits, the first digit cannot be zero, and the last two digits are check digits calculated from the previous ones.Rejected example: A 10-digit number
- VKN
- Must be 10 digits, and the last digit is the check digit.Rejected example: A 9-digit number
- Phone
- 11 digits, starting with zero.Rejected example: A 10-digit number without the leading 0
- 02/04
Cases and notes
The client detail has four tabs: Info, Cases, Notes and Appointments. The Cases tab gathers every file linked to the client in one list, so you never browse file by file to see a client's history. One click on a row takes you to the case, and the file itself is managed in case management.
The Notes tab holds meeting summaries and spoken instructions. Add an alarm date to a note: a power of attorney to renew, a day a payment was promised or a time to call back stays inside the card and is not forgotten.
Power of attorney to be renewedAlarm: 20 November - 03/04
Appointments
On the appointment screen you first pick the lawyer and the day. The system looks at that lawyer's calendar and lists only the genuinely free times as available slots. You choose a slot, write the subject and mark the meeting type (office, online or phone).
Conflicts are checked when you save: a second appointment cannot be written into a busy slot of the same lawyer. The saved appointment lands in your agenda, and the calendar and agenda show it next to your hearings.
- Office
- The client comes to the firm.Lawyer, start and end time, subject.
- Online
- The meeting is held remotely.The same fields; if the client is not registered, the name and email of the person who asked.
- Phone
- The lawyer or the firm calls the client.The same fields; the record goes through the same calendar conflict check.
Appointment scheduling simulation
Lawyer ExampleMon 12Tue 13Wed 14Thu 15Fri 1609:30Busy Busy11:00 BusyBusy Busy14:00Busy Busy16:30 BusySubject
File assessment meeting
Meeting type
- Office
- Online
- Phone
Appointment saved
A second appointment cannot be written into a busy slot
Agenda
Tue 14:00, meeting with Client A
Appointment screen
- 1/6
Appointment screen
Open the new appointment screen from the client card or from the appointment list.
- 2/6
Lawyer and day
Pick the lawyer who will hold the meeting and the day.
- 3/6
Available slots
The system scans the lawyer's calendar and shows only the free times.
- 4/6
Slot, subject and type
Choose the time, write the subject and mark office, online or phone.
- 5/6
Save and conflict check
The appointment is saved; a second appointment in a busy slot is blocked.
- 6/6
Visible in the agenda
The appointment lands in the lawyer's agenda and appears in the same view as hearings; if Google Calendar or Outlook is connected it shows there too.
- 04/04
Mobile and import
The mobile app has the client list and the detail screen. When a client calls you open the card, see linked cases and notes, and jump to the phone or email with one tap. Mobile is read-focused; new records and edits are made in the web app.
If your client details sit in an Excel file or another program you do not have to retype them. Importing from Excel and CSV turns your client list into cards; the migration steps are in the guide to moving from Excel to legal software.
03/04From intake to client
A new client goes through a check first.
Every client starts with an intake. Log the intake, run a conflict-of-interest check and, when you are satisfied, convert it to a client in one click. What was entered on the intake moves to the card and is not retyped; the ID number is verified at this stage too. The client intake guide covers the stages, and the law firm solution shows how the routine is set up in a firm.
What do people ask about client management?
- 01/05
What happens if a TCKN or VKN is entered wrong?
Before it is saved the number is checked for digit count and check digit. A wrong number is rejected by the form and the rule it broke is written out; no record is created until it is fixed.
- 02/05
Where do I see all of a client's cases?
On the Cases tab of the client detail. The files linked to that client are gathered in one list with their number, subject and status; click a row to open the case detail.
- 03/05
Can the client book an appointment themselves?
Appointments are opened inside the app by a firm employee, and the record also holds the name and email of the person who asked. You do not need to create a separate login for the client.
- 04/05
How does a note alarm work?
You add an alarm date to a client note. The note stays on the client card marked with that date, so jobs that must not be forgotten, such as renewing a power of attorney or calling back, stay on the record.
- 05/05
Can I import my old client list?
Yes. Your Excel or CSV file is turned into client cards with data import. See the guide to moving from Excel to legal software for the preparation steps.