Initial Setup Guide

This guide will walk you through the initial setup process for FluentCase, ensuring you’re ready to start managing your legal practice efficiently.

Step 1: Account Activation

  1. Check your email for the FluentCase welcome message
  2. Click the activation link in the email
  3. Optionally set your password (or use Magic Login Link for passwordless access)
  4. Log in to https://app.fluentcase.com using either:
    • Magic Login Link - Enter your email and click “Email Magic Login Link” to receive a secure login link
    • Password - Enter your email, click “Use password instead?”, and enter your password

Step 2: Complete Your User Profile

  1. Click your name in the top-right corner
  2. Select Settings → Profile
  3. Fill in your information:
    • Display Name - How your name appears to other users
    • First Name, Middle Name, Last Name
    • Salutation (Mr., Ms., Dr., etc.)
    • Suffix (Jr., Sr., Esq., etc.)
    • Job Title
    • Initials - Used in document templates
    • Email Signature - Appears in outgoing emails
  4. Upload a profile photo (optional but recommended)
  5. Click Save

Step 3: Configure Email Integration

Email integration is essential for managing communications within FluentCase.

Option A: Gmail Integration

  1. Go to Settings → Email Accounts
  2. Click Connect Gmail Account
  3. Sign in with your Google account
  4. Click Allow to grant FluentCase access to:
    • Read, compose, and send emails
    • Manage labels
    • Access email settings
  5. Wait for initial sync to complete (may take a few minutes)

Troubleshooting: If you see an error, ensure:

  • Your organization allows third-party apps
  • Pop-ups are allowed for app.fluentcase.com

See Gmail Integration for detailed instructions.

Option B: Configuring Outlook Sync

  1. Go to Settings → Email Accounts
  2. Click Connect Outlook Account
  3. Sign in with your Microsoft account
  4. Click Accept to grant FluentCase access
  5. Wait for initial sync to complete

See Configuring Outlook Sync for detailed instructions.

Step 4: Set Up Calendar Sync

Sync your FluentCase calendar with your preferred calendar application:

  1. Go to Settings → Calendar
  2. Copy your personal calendar URL
  3. Add to your calendar app:

Apple Calendar (macOS/iOS):

  • Open Calendar app
  • File → New Calendar Subscription
  • Paste the URL
  • Set refresh frequency to “Every 15 minutes”

Google Calendar:

  • Open Google Calendar
  • Click the + next to “Other calendars”
  • Select “From URL”
  • Paste the URL

Microsoft Outlook:

  • Open Outlook
  • File → Account Settings → Internet Calendars
  • Click “New”
  • Paste the URL

See Calendar Sync Setup for more details.

Step 5: Configure User Preferences

Customize FluentCase to match your workflow:

  1. Go to Settings → Preferences
  2. Configure the following:

Display Preferences

  • Theme - Light or dark mode
  • Date Format - MM/DD/YYYY or DD/MM/YYYY
  • Time Format - 12-hour or 24-hour
  • Timezone - Your local timezone

Notification Preferences

  • Email Notifications - When to receive email alerts
  • Desktop Notifications - Browser notifications for important events
  • Notification Frequency - Immediate, daily digest, or weekly digest

Default Settings

  • Default Matter View - How matters are displayed
  • Documents Per Page - Number of documents to show
  • Calendar Default View - Day, week, or month

Step 6: Set Up Cloud Storage (Optional)

Connect Dropbox or Google Drive for optional backup integration:

Dropbox

  1. Go to Settings → Cloud Storage
  2. Click Connect Dropbox
  3. Sign in to Dropbox
  4. Click Allow to grant access
  5. Select folders to sync (optional)

Google Drive

  1. Go to Settings → Cloud Storage
  2. Click Connect Google Drive
  3. Sign in to your Google account
  4. Click Allow to grant access
  5. Select folders to sync (optional)

See Dropbox Integration and Google Drive Integration for more information.

Step 7: Import Existing Data (If Applicable)

If you’re migrating from another system:

  1. Provide information about your current system
  2. Our team will assist with data migration

Supported Import Sources:

  • Merus (automated import available)
  • CSV files (contacts, matters)
  • Email archives (PST, MBOX)
  • Document folders

Step 8: Learn the Interface

Take a few minutes to familiarize yourself with the FluentCase interface:

  • Left Sidebar - Main navigation menu
  • Top Bar - Search, notifications, user menu
  • Right Panel - Context-specific details and actions

Step 9: Create Your First Matter

Now you’re ready to create your first matter:

  1. Click Matters in the left sidebar
  2. Click + New Matter
  3. Select matter type
  4. Fill in required fields
  5. Click Save

See Creating and Managing Matters for detailed instructions.

Step 10: Invite Team Members (Firm Admins Only)

If you’re a firm administrator, invite your team:

  1. Go to Settings → Users
  2. Click + Invite User
  3. Enter email address
  4. Select user role
  5. Click Send Invitation

See Managing Firm Users for more information.

Next Steps

You’re all set! Here are some recommended next steps:

  • Upload documents - Start building your document library
  • Create tasks - Set up your task management workflow
  • Set up automations - Automate repetitive tasks
  • Explore advanced features - Copy Service, Court Filings, etc.

Getting Help

Related Articles

Quick Start Guide Getting Started System Requirements Getting Started Add FluentCase as an App on your Phone or Tablet Getting Started