EzyBiz Lex user guide
Everything you need to run the app day to day: setup, the three modes for the line, taking a transferred call, messages, contacts, the record, and filing to Smokeball, Clio or SharePoint. During the pilot, setup is done with the founder on a call, and this page is the reference afterwards.
1. Setting up
Download EzyBiz Lex from the App Store or Google Play and sign in with a Google or Microsoft account. Setup takes three steps.
Choose your number
Search for an Australian mobile or landline number and select it, or tell us the number you want to port. If you would rather forward on no answer for now, skip this and we give you a number to forward to.
Configure the answering service
Enter the firm's name and describe the practice: areas of law, hours, office locations, how new enquiries should be handled, and what the service must not discuss. The more you tell it, the better it answers. Choose whether callers may book appointments and which times are open.
Verify your mobile
Enter the mobile you carry and confirm the SMS code. This is the phone that rings when a caller is put through to you. Tap Activate and the service is live.
2. Choosing how the line is handled
The mode selector sits at the top of the Home tab. Change it as often as you like.
callAvailable
Calls ring straight to you. Before you answer, the screen shows who is calling, which matter they belong to and the last thing they said to you.
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The answering service greets every caller and asks what the call is about. Genuine enquiries are put through to you with a one-line summary. If you do not pick up, the caller is booked or their message is taken. Cold callers and wrong numbers stop at the front desk.
support_agentUnavailable
The answering service takes every call, answers as your firm, and never gives advice. Use it in court, in meetings, or after hours.
3. Taking a call that is put through
When the answering service puts a caller through, your phone shows a notification with the caller's name, their matter and a one-line summary of what they want. Tap it to open the app, then tap Join on the active call card. Your mobile rings; answer it and press 1 to take the call. The service drops off and you are speaking directly to the caller. If you do not join within about twenty seconds, the service tells the caller you are unavailable and takes the message or books the appointment.
Outbound calls are made from the Phone tab and show the business number to the person you call.
4. The record
Every call appears in the Calls tab within about a minute of ending, with a summary at the top and the transcript underneath. You also get a push notification with the summary. Tap a call to read it in full, to see the matter it was filed to, or to file it yourself if the service could not decide which matter it belongs to.
Each contact has a timeline in the Contacts tab showing their calls, messages, bookings and call-back requests in order, with a tag showing where each item was filed.
5. Messages
The Messages tab holds every SMS conversation on the business number. Open a conversation and EzyBiz Lex offers a draft reply written from the conversation so far. Read it, change what you want, and tap send. Nothing goes to a client until you do. Messages are logged against the matter once the firm is connected to Smokeball or Clio.
6. Agenda
The Agenda tab lists bookings the service has made and call-back requests callers have left, each with the contact's name and number. Tap a call-back to mark it done. Bookings are confirmed to the caller by SMS when they are made and cancellations notify the caller automatically.
7. Filing to Smokeball, Clio or SharePoint
An owner or manager connects the firm's practice management system once from Settings, Integrations. From then on, contacts sync and every call files to the matter automatically. The Integrations screen shows how many calls filed today, any call that needs a matter picked, and the firm-wide settings: what is written to the matter, whether time is captured for the lawyer's part of calls, and which staff member each EzyBiz Lex user maps to.
A call that needs a matter shows a badge in the Calls tab. Open it, pick the matter from the list, and tick the box to make that matter the contact's default so the next call files itself. See how each integration works for the detail.
8. Settings and subscription
Settings holds the answering service's configuration, which you can update at any time when hours, staff or practice areas change, along with team members, integrations, notifications and your subscription. Subscriptions are billed through the App Store or Google Play and managed from the store's subscription settings; cancel any time from there.
Support is a person in Australia. During the pilot that person is the founder. See support.
See one call go from ring to file note
Book a setup call with the founder. You get a number to try on your own phone, and the answering service configured for your practice areas, your hours and your rules.