CaseStatus Integration
FluentCase integrates with CaseStatus, a client communication portal that gives your clients real-time updates on their cases through a mobile app. Once connected, FluentCase and CaseStatus exchange information automatically — your cases are pushed to CaseStatus, your calendar appointments are shared with clients, and messages your clients send through the CaseStatus app flow back into FluentCase as activities.
This is a two-way integration. Cases and appointments flow out from FluentCase to CaseStatus. Client messages flow in from CaseStatus back to FluentCase.
Prerequisites
Before you begin setup in FluentCase, you will need:
- An active CaseStatus account with API access enabled. Contact CaseStatus support if you are unsure whether your plan includes API access.
- Your CaseStatus API key. This is found in your CaseStatus firm settings (typically under Settings → Integrations or API within CaseStatus). It is a long alphanumeric string unique to your firm.
- Practice areas and stages configured in CaseStatus. CaseStatus organizes cases by practice area (similar to FluentCase’s Case Types) and stages (similar to FluentCase’s Matter Statuses). These must be set up in CaseStatus before you can create the mappings in FluentCase.
Connecting FluentCase to CaseStatus
- Go to Settings → Firm Settings in FluentCase.
- Scroll to the CaseStatus section and click Configure (or navigate directly to Settings → CaseStatus Integration).
- Click Add CaseStatus API Key.
- Enter a descriptive name for the key (e.g.,
CaseStatus API Key) and paste your API key into the field provided. - Click Save API Key.
- Once saved, click Test Connection to verify FluentCase can communicate with CaseStatus. A green success badge will appear if the connection is working.
If the test fails: Double-check that you copied the full API key without extra spaces. If the problem persists, contact CaseStatus support to confirm your API key is active and that API access is enabled on your account.
After a successful connection, the page will display a Connected badge showing the name of the key and the number of matters currently eligible for sync.
Configuring Practice Area & Stage Mappings
This is the most important configuration step. FluentCase cannot sync any cases until at least one Practice Area is mapped to a Case Type.
CaseStatus uses its own terminology:
| CaseStatus Term | FluentCase Equivalent |
|---|---|
| Practice Area | Case Type (e.g., Workers’ Compensation, Personal Injury) |
| Stage | Matter Status (e.g., Open, Intake, Closed) |
Mapping Practice Areas
Under Practice Area & Stage Mapping, you will see a list of all the practice areas that exist in your CaseStatus account.
For each practice area:
- Click Fix (if it shows a yellow ⚠ badge) or Change (if it is already mapped).
- Select the matching Case Type from your FluentCase case types list.
- Click Save.
Only matters whose Case Type is mapped to a CaseStatus practice area will be synced. Unmapped case types are silently skipped.
Mapping Stages
Each practice area contains a table of Stages — the progression of statuses within that practice area in CaseStatus. Map each Stage to the corresponding FluentCase Matter Status.
- Click Map (yellow ⚠) or Change (green badge) next to a stage.
- Select the matching Matter Status from your FluentCase statuses.
- Click Save.
The Matters column in the stage table shows how many of your FluentCase matters are currently in each status — useful for understanding the expected volume.
Action Needed banner: If FluentCase detects unmapped practice areas or stages, a yellow warning banner appears at the top of the mapping section. Address all warnings to ensure full sync coverage.
Refreshing Practice Areas
If you add a new practice area or stage in CaseStatus after the initial setup, click Refetch Practice Areas to pull the latest configuration from CaseStatus into FluentCase.
Configuring Appointment Sync
Under Appointment Sync — Event Types, you will see a list of your FluentCase calendar event types (e.g., Deposition, Medical Appointment, Court Hearing). Use the checkboxes to select which event types should be pushed to CaseStatus as appointments.
- Only checked event types are synced. Unchecked types are ignored.
- All synced events are sent to CaseStatus as the Meeting appointment type.
- If no event types are checked, no appointments will be pushed.
This lets you choose which events are client-facing. For example, you might share medical appointments and depositions with clients but keep internal strategy meetings private.
What Gets Synchronized
Matters → CaseStatus (every 15 minutes)
FluentCase automatically pushes eligible matters to CaseStatus on a 15-minute cycle. Each matter is pushed only once — if a case already exists in CaseStatus (matched by your matter’s ID), it is skipped to prevent duplicates.
What is sent for each matter:
| Field | Source in FluentCase |
|---|---|
| Case number | File number |
| Case type | Mapped practice area name |
| Case status | Mapped stage name |
| Open / closed date | Matter opened / closed date |
| Attorney name & email | Attorney assigned to the matter |
| Paralegal email | Paralegal assigned (if any) |
| Client name & phone | Primary party on the matter |
| Client email | Primary party’s email (if on file) |
| Client date of birth | Primary party’s DOB (if on file) |
| Deep link back to FluentCase | Direct URL to the matter |
Important limitation: CaseStatus does not support updating a case once it has been created. If you change a matter’s attorney, status, or client information in FluentCase after it has been pushed to CaseStatus, those changes will not automatically update in CaseStatus. Contact CaseStatus support for guidance on updating existing cases manually.
Calendar Events → CaseStatus Appointments (every 15 minutes)
Calendar events for enabled event types are pushed to CaseStatus as appointments. The sync covers events from yesterday through 180 days into the future.
- New events are pushed to CaseStatus on the next sync cycle.
- Edited events (changed within the last 48 hours) are automatically updated in CaseStatus.
- Deleted events that were previously synced are removed from CaseStatus.
Appointment details shared with clients include the event title, date and time, notes, and location (or a meeting URL if the location starts with http:// or https://).
Client Messages → FluentCase Activities (every 15 minutes)
When a client sends a message through the CaseStatus mobile app, it is automatically pulled into FluentCase as an Activity on the corresponding matter. These activities are tagged Case Status Message so they are easy to identify and filter.
The activity text reads: “Message from Case Status (Client Name): message content”
Messages are marked as processed in CaseStatus after import so they will not be imported again on subsequent sync cycles.
Matter Eligibility — Why Some Matters May Not Appear in CaseStatus
Not every matter in FluentCase is pushed to CaseStatus. A matter is skipped if any of the following required pieces of information are missing:
| Requirement | Where to set it in FluentCase |
|---|---|
| File number | Matter → Edit → Summary & Dates |
| Attorney assigned with a valid email address | Matter → Edit → Staff |
| Primary party designated on the matter | Matter → Parties (one party must be marked as primary) |
| Primary party’s first and last name | Contact record for that party |
| Primary party has at least one phone number | Contact record for that party |
Additionally:
- The matter’s Case Type must be mapped to a CaseStatus practice area (see Configuring Practice Area & Stage Mappings above).
- The matter must be in a synced status. By default, only Open matters are synced. This reflects the case status filter configured when you connected your account. Closed or archived matters are typically excluded.
- Newly created matters have a short delay. Matters less than 45 minutes old are skipped to allow staff time to complete data entry before a case is pushed to CaseStatus.
To find out why a specific matter was not synced, check the Recent Activity log at the bottom of the CaseStatus Integration settings page. Skip reasons are recorded for each sync cycle.
Frequently Asked Questions
How long does it take for a new matter to appear in CaseStatus? The sync runs every 15 minutes, but new matters must be at least 45 minutes old before they are pushed. Expect a new matter to appear in CaseStatus within approximately one hour of creation, assuming all required fields are filled in.
A matter is in CaseStatus but its information is out of date. Can FluentCase update it? Not automatically. CaseStatus does not provide a way to update existing cases via the API. If a matter’s attorney, client name, or other key details change significantly, you will need to update the record in CaseStatus manually. This is a CaseStatus platform limitation.
A calendar event I created is not showing in CaseStatus appointments yet. First, confirm the event’s type is checked under Appointment Sync — Event Types in your CaseStatus Integration settings. Then allow up to 15 minutes for the next sync cycle. If the matter itself was just synced to CaseStatus for the first time, there may be a brief propagation delay on CaseStatus’s side — the appointment will appear on the following sync cycle.
A client sent a message in the CaseStatus app but I don’t see it in FluentCase. Messages are pulled every 15 minutes. If more than 15 minutes have passed, go to the CaseStatus Integration settings page and check the Recent Activity log for any error entries. Also confirm that the matter exists in CaseStatus — a matter must be synced before messages can be matched back to it.
Can I remove the CaseStatus integration? Yes. Click Remove API Key on the CaseStatus Integration settings page. This will stop all future syncing. Cases that were already pushed to CaseStatus will remain there — removal from CaseStatus must be done manually within the CaseStatus platform.
How do I get a CaseStatus API key? Log in to your CaseStatus firm account and look for API or Integration settings. If you cannot find it, contact CaseStatus support — API access may need to be enabled on your subscription plan.
The connection test passes but no matters are appearing in CaseStatus. This almost always means practice area mappings are not yet configured, or the matched matters are missing required fields (file number, attorney, primary party with phone). Review the Matter Eligibility section above and the Recent Activity log.