For: Admins
Set up your hub in your first week
A checklist for a new firm, from branding and client updates to adding cases and clients and inviting your team.
In this article11 sections
About an hour of setup in your first week makes your hub your firm's own and lets clients hear from you automatically. These steps follow the Setup guide checklist in the Admin PanelAdmin Panel The staff-only side of a hub, opened with the Admin button, where the firm manages cases, users, templates, automations and settings., then add four it leaves out. Each checklist item has Take me there to open its screen and Mark as done to tick it off.
Customize your branding
Checklist item: Customize Branding. In Settings › General, under Design Settings, upload your Logo and Favicon with Change file, and choose your Text Color and Background Color. Changes save as you go and show in the portal and the Admin Panel.
Add your case types
Checklist item: Manage Case Types and Categories. In Settings › Fields, on the Case Fields tab, choose Edit on Case Types and add each kind of case you handle, such as auto-accident. Use letters, numbers and dashes only, with no spaces. Case typesCase type A category for cases, such as general, used to aim automations at the right cases. let your automations treat each kind differently.
Assign staff automatically
Checklist item: Auto-Assign Staff to Cases. In Automation › Assign Cases, choose New, find the staff member, and choose their Role and Case type, or All. Switch on Notify assigned user to email them when the rule adds them, and choose Save.
Choose client profile details
Checklist item: Manage Client Profile Information. In Settings › Fields, on the Signup Fields tab, switch on each detail your hub should receive from clients' own profiles, such as their address, and choose Save Changes. Clients aren't asked for them; to collect details, use an intake form, the next step. See Choose which profile details your hub receives.
Create an intake form
Checklist item: Create Custom Intake Form. In Settings › User Intake, choose NEW on the Forms tab, build the form and switch on Published. Then add it to the User row on the Mapping tab. See Require clients to complete intake forms.
Your hub already asks everyone who joins, your team included, to complete two intake forms: E-Sign Consent and User Intake Form. Check they suit your firm.
Welcome clients automatically
Checklist item: Bootstrap Cases with Automated Actions. The rule already in Automation › Bootstrap Cases only runs on your two sample cases. Before you add real clients, choose New, set Assigned role to clients and Case type to All, pick your welcome post, forms and tasks under Templates to add, choose an Operation order, and choose Save. The Virtual AssistantVirtual Assistant An automated team member that posts welcome messages, check-ins and stage posts for the firm; its posts carry a Virtual Assistant badge. then welcomes every client added to a case.
Set up case stages
Every hub starts with six stagesStage A step a case moves through, such as Intake or Demand sent, which the firm names and describes and which shows on the case page.: Intake, Investigation, Demand sent, Negotiation, Litigation and Resolved. Rename, reorder, add and describe them in Settings › Stages. Clients see the descriptions.
To tell clients when their case reaches a stage, create a feed template for it in Library › Feed Templates, then add a milestone automationMilestone automation An automation that posts a chosen feed template on a case each time the case moves into a chosen stage. for it in Automation › Milestone. See Set up your case stages and Add a post automatically when a case reaches a stage.
Add your team
In Users, choose NEW and add each colleague with the staff role. Adding them sends nothing, so tell them to sign in at account.caseactive.com. See Add a team member to your hub.
Add cases and clients
In Cases, choose NEW and add the client and your staff as you create the case. To add many at once, use Integration › Imports. See Create a case and Invite a client to their case.
Add a payment card
In Settings › Billing & Subscription, choose Add a card, enter the card and choose Save card. You aren't charged until your 14-day trialTrial The first 14 days of a new hub, before the first payment is taken. ends.
What happens next
Clients you add to a case get your welcome, and your milestone posts are added as their cases move through stages. Everyone on a case is told of each new post by email, or by text if they have only a phone number.
If the trial ends without a card, the Admin Panel locks until an Admin adds one. The portal keeps working for 14 days, then becomes read-only for your team and clients until a card is added.