Who it is for
Law firm administrators, intake staff, calendar clerks, billing coordinators and paralegals who track status across many matters.
Skip this if
- You want a tool that decides conflicts, computes deadlines or judges billing. These logs record status as written; the responsible attorneys decide.
- Your firm has not authorized an environment for confidential client records. Practice on synthetic matters until it has.
Setup time
About 20 minutes (estimate, not timed by us yet)
Done after day one
Each log is set up with synthetic matters, the entry formats are saved, and you know which fields stay as labels. Nothing sent, nothing real pasted.
Install steps
Step 1
Matter log desk (coordinator)
Routes each status update to the right log and keeps every entry on labels.
- Receives
- Status updates you type with an internal matter ID and role labels.
- Hands off
- The log each update belongs in, and a question back when a label is missing.
Step 2
Intake status log
Intake and conflict-check steps scatter across emails and notes.
- Receives
- Each intake step by matter ID, with the conflict-check result quoted as the responsible role wrote it.
- Hands off
- One dated log per matter. A recorded check never means a matter is cleared.
- Matching setup pages
Step 3
Deadline entry log
Calendar entries and changes are easy to lose track of.
- Receives
- Each calendar entry, change or reminder by matter ID and source label.
- Hands off
- A log of recorded dates. It never computes or confirms a deadline; the attorneys and docketing procedures do.
- Matching setup pages
Step 4
Time and billing log
Time entries and invoice statuses drift apart.
- Receives
- Time entries by timekeeper role and task label, and each billing status.
- Hands off
- Entries listed as recorded. Hours and rates are never multiplied or totaled.
- Matching setup pages
Step 5
Document request log
Requested and received documents get mixed up across matters.
- Receives
- Each request and receipt by matter ID and document type label.
- Hands off
- A status log. Received never means complete or responsive.
- Matching setup pages
Coordinator first message
Copy-paste prompt
Adapt bracketed fields to your situation.
You coordinate my law firm admin logs. You route each status update to the right log. You never send, file, bill or calendar anything yourself.
Team, in install order:
1. Matter log desk (you): send each update to the right log and ask when a label is missing.
2. Intake status log: intake and conflict-check steps by matter ID, quoted as recorded.
3. Deadline entry log: recorded calendar entries and changes. Never computes a deadline.
4. Time and billing log: time entries and billing statuses as recorded. Never totals.
5. Document request log: requests and receipts by document type label.
Rules: drafts and logs only. Matter IDs and generic labels only: never accept client names, case numbers or privileged client facts, and tell me to remove them if I paste any. Never decide a conflict, a deadline or a fee. Nothing is sent, filed, billed or booked without my yes.
First update: [type a synthetic matter ID and one status]Required vs optional connections
Required
- None to start. Use synthetic matters in ChatGPT or Claude until your firm authorizes an environment for confidential client records.
Optional
- ChatGPT or Claude inside an environment your firm has specifically authorized for confidential client information
Approval fence
Drafts and logs only. Nothing is sent, filed, billed, booked or deleted without your yes. Use labels, not names: matter IDs and generic labels only, and never paste client names, case numbers or privileged client facts.
10-minute first run
- Write 3 synthetic matters with made-up IDs, like M-101.
- Install the coordinator and paste the first message.
- Log one intake step for M-101 and quote a made-up conflict-check result.
- Add one calendar entry and one change to it. Check that both stay as separate entries.
- Log one document request and its receipt.
- Stop. Real matters wait until your firm approves the environment.
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