Managing Events

FluentCase includes a comprehensive calendar system to track court dates, appointments, deadlines, and other important events.

Creating Events

Quick Event Creation

1. Click Calendar in the left sidebar
2. Click on a date
3. Enter event title
4. Press Enter
5. Event is created with default settings

Detailed Event Creation

1. Click Calendar → New Event
2. Fill in event details:
   • Title - Event name (required)
   • Calendar Category - Category of event
   • Date - Event date (required)
   • Start Time - When event starts
   • End Time - When event ends
   • All Day - Check if all-day event
   • Matter - Associated matter
   • Location - Where event takes place
   • Notes - Additional event notes
   • Attendees - Who should attend
3. Click Save

Note: Administrators can add custom calendar categories in Firm Settings by clicking on Calendar Categories. This allows you to customize the calendar categories available for your firm.

Creating Events from Matters

1. Open a matter
2. Click the Calendar tab
3. Click New Event
4. Event is automatically associated with the matter
5. Fill in details and save

Creating Recurring Events

For events that repeat:

1. Create an event
2. Check Recurring
3. Select pattern:
   • Daily
   • Weekly (select days)
   • Monthly (select date or day)
   • Yearly
4. Set end date or number of occurrences
5. Click Save

Calendar Categories

Note: Additional calendar categories can be added in Firm Settings by clicking on Calendar Categories. This allows you to create custom categories tailored to your firm’s needs.

Court Events

• Hearing - Court hearing
• Trial - Trial date
• Conference - Settlement conference, status conference
• Mediation - Mediation session
• Arbitration - Arbitration hearing

Appointments

• Client Meeting - Meeting with client
• Deposition - Deposition of witness or party
• Medical Exam - QME, AME, IME appointments
• Site Inspection - Property or accident site visit

Deadlines

• Filing Deadline - Court filing due date
• Discovery Deadline - Discovery cutoff
• Response Due - Response to motion, discovery, etc.
• Statute of Limitations - Filing deadline

Tip: Update deadline date fields in the matter’s Summary and Dates section to keep all important dates synchronized across the system.

Workers’ Compensation Specific

• WCAB Hearing - Workers’ Comp Appeals Board hearing
• MSC - Mandatory Settlement Conference
• Lien Conference - Lien resolution conference
• PQME - Panel QME appointment
• Rating - Permanent disability rating appointment

Note: These are examples of calendar categories that can be added in Firm Settings by clicking on Calendar Categories. You can customize these categories to match your firm’s specific needs and practice areas.

Event Fields

Required Fields

• Title - Event name
• Date - Event date
• Calendar Category - Category of event
• Assignee - Person responsible for the event

Optional Fields

• Start Time - When event starts
• End Time - When event ends (or duration)
• All Day - Check for all-day events
• Matter - Associated case
• Location - Address or place name
• Notes - Additional event notes
• Attendees - People who should attend

Viewing Events

Calendar View

View events in calendar format:

1. Click Calendar in the left sidebar
2. Choose view:
   • Agenda - List view of events
   • Day - Daily agenda
   • Week - Weekly schedule
   • Month - Monthly calendar
   • List - Detailed list view
3. Navigate with arrows or date picker

Matter Events

View events for a specific matter:

1. Open a matter
2. Click the Calendar tab
3. See all events for this matter
4. Filter by calendar category or date range

My Events

View your personal events:

1. Click Calendar
2. Filter by Assigned to Me
3. See only events you’re attending

Team Events

View events for your team:

1. Click Calendar
2. Leave the Assignee filter empty without selecting any checkboxes to show all events assigned to all team members
3. Events are color-coded by assignee

Event Attendees

Adding Attendees

1. Create or edit an event
2. Click Add Attendees
3. Select users:
   • Firm users
   • Matter staff (attorney, paralegal, etc.)
4. Click Save

Attendee Notifications

When you add attendees:

• They receive a memo notification
• Event appears on their calendar

Calendar Sync

iCal/CalDAV Sync

Sync FluentCase calendar with external calendars:

• Google Calendar
• Outlook Calendar
• Apple Calendar
• Other iCal-compatible calendars

See iCalendar Setup Guide for instructions.

Event Colors

Color Coding

Organize events with colors:

• By Calendar Category - Different color for each calendar category
• Custom - Choose your own colors

Setting Colors

1. Go to Settings \u2192 Calendar
2. Configure color scheme
3. Choose colors for each category
4. Click Save

Note: Color settings are only available in Firm Settings under Calendar Categories. Administrators can customize colors for each calendar category to help organize and visually distinguish different types of events.

Best Practices

Event Creation

• Be specific - Clear, descriptive titles
• Include location - Always add location/address
• Add details - Include case number, judge, etc. in description
• Invite attendees - Ensure everyone knows about the event

Calendar Management

• Review weekly - Check upcoming events every Monday
• Update promptly - Change or cancel events as soon as you know
• Confirm attendance - Respond to event invitations
• Check conflicts - Avoid double-booking
• Sync calendars - Keep all calendars in sync

Court Dates

• Verify dates - Confirm court dates with court clerk
• Add travel time - Account for travel to courthouse
• Prepare early - Set reminder tasks for preparation
• Notify client - Ensure client knows about court dates
• Update if continued - Update event if hearing is continued