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People Setup

This guide explains how to create and configure employees inside LawFlow, including department coverage, matter types, personal calendar routing, priority handling and emergency escalation.

Used byAdmin users, practice managers, operations staff.

Main purposeConfigure staff eligibility, routing, calendars and alerts.

Critical ruleEach employee has their own personal calendar.

OutcomeLawFlow knows who can be contacted for each matter type.

Step 1 · Page overview

Understand the People Setup screen

The overview shows employee readiness, current employee records, and the add/edit employee panel.

Check first: confirm the employee is not already listed before creating a new record.

Admin note: incomplete employees should not be used for live routing.

Step 2 · Departments covered

Select the departments this employee can handle

Choose the departments where the employee is suitable for allocation. This determines which calls, enquiries and matters can be routed to them.

Example: Criminal Defence, Family, Property, Employment, Civil Litigation.

Best practice: only tick departments the employee is genuinely authorised to handle.

Step 3 · Matter types covered

Choose the employee’s matter specialisms

After departments are selected, LawFlow uses matter types to route work more precisely.

Example: Police Custody, Voluntary Interview, Crown Court, Divorce, Child Arrangements.

Routing impact: matter type eligibility is used before availability checks.

Step 4 · Routing and availability

Set priority, availability and alert channels

Configure how LawFlow should treat this employee for standard, urgent and emergency work.

Priority: lower priority numbers can be used to try key staff first.

Alerts: SMS, email and WhatsApp can be used depending on the firm’s workflow.

Step 5 · Escalation targets

Add emergency and fallback contact details

Add the primary duty number, backup number, senior escalation contact, WhatsApp number and alert email.

Important: emergency escalation details must be kept current.

Before saving: check employee status and all key routing fields.

Critical LawFlow Rule: personal calendars only

LawFlow does not use a shared department calendar for employee availability. Each employee must have their own personal calendar. The system first checks whether the employee is eligible for the department and matter type, then checks that employee’s own calendar before routing calls, messages or appointments.