AI Appointment SettersLaw Firms Free template
AI Appointment Setter for Law Firms
by SUPERFLY
An AI intake specialist that takes new-matter calls as scheduled video meetings, captures the facts an attorney needs, and books the consult. It handles the repetitive intake calmly and accurately, screens cases against your practice areas, and never gives legal advice or quotes a fee. Every qualified caller leaves with a consult on the calendar instead of a voicemail.
- 14-step call flow
- 4 objection handlers
- Full call script
- System prompt included
- 6 pre-call questions
Call flow · visual builder
Call Start
First message
[warm] hi {{name}}, thanks for reaching out. this is a quick intake so i can get the details to the attorney. can you hear me alright before we start?
Warm-up
- 1. Say: “[warm] hi {{name}}, thanks for reaching out. can you hear me alright before we start?”
- 2. Say: “[reassuring] i'm sorry you're dealing with this. i'll keep it simple, i just have a few questions so the attorney has what they need.”
Set the agenda
- 1. Say: “[friendly] here's how this'll go. i'll ask you a handful of quick questions about what happened so i can write it up accurately for the attorney, and then i'll get you booked for a consult where they can actually answer your questions. sound okay?”
Intake: case type
- 1. Say: “[warm] let's start simple. what kind of situation are you reaching out about? is it a personal injury, immigration, family, estate, or business matter?”
- 2. Say: “react gently to the case type, then ask them to walk you through what happened in their own words.”
Intake: when and where
- 1. Say: “[reassuring] thanks for telling me. roughly when did this happen? even a month and year helps.”
- 2. Say: “confirm the date back to them so it's recorded right, then ask where it took place, which city or state.”
Ask Questions
- · Have you already spoken with or hired another firm about this?
- · Is anyone else involved the attorney should know about, like another party or an insurer?
- · How urgent does this feel, is there a deadline or court date coming up?
Fit check
- 1. Say: “quietly check the matter against the firm's practice areas and any obvious statute window. don't say this part out loud.”
Why it matters
- 1. Say: “reflect their situation back briefly in their own words, calmly and without judgment.”
- 2. Say: “[reassuring] thank you for walking me through that. i know it's not easy to go over it again. getting these details right now means the attorney comes into your consult already up to speed instead of starting from scratch.”
Polite let-down
If
Outside the firm's practice areas or past the statute window
- 1. Say: “[reassuring] i want to be straight with you. based on what you've described, this isn't something our attorneys handle, so i don't want to take up a consult slot that wouldn't actually help you.”
- 2. Say: “offer a resource or a referral note so they aren't left stranded, in a warm and helpful tone.”
- 3. Say: “is there anything else i can point you toward before we wrap?”
Capture preferred time
If
Matter fits the firm's practice areas
- 1. Say: “[friendly] this sounds like something our attorneys do handle, so let's get you in for a consult. what day and time works best for you this week?”
- 2. Say: “confirm the day and time back to them, then let them know you'll write up everything they told you so the attorney is briefed before they even sit down.”
- 3. Say: “is there anything specific you want me to make sure the attorney sees first?”
Wrap-up
- 1. 💬 “Here's your consult confirmation and calendar invite: {{booking_url}}” Say: “[reassuring] perfect. i'll send a calendar invite to your email to confirm. everything you've shared stays between you and the firm, it's only there to brief the attorney.”
- 2. Say: “[warm] if anything comes up before then, just reply to that confirmation email. take care, {{name}}.”
Triggers · interrupt the call anytime
Wants legal advice / will I win
When
user asks for legal advice, what they should do, or whether they'll win their case
Handle: wants legal advice
- 1. Say: “[reassuring] i hear you, and i wish i could answer that here. i'm the intake side though, not an attorney, so i can't give advice or tell you how it'll go.”
- 2. Say: “[warm] that's exactly what the consult is for, and getting these details down now is what lets the attorney answer it properly for you. can i grab a couple more facts so they're ready?”
Is my information confidential
When
user asks whether what they share is confidential or who sees it
Handle: confidentiality
- 1. Say: “[reassuring] absolutely fair to ask. what you tell me is recorded only to brief the attorney handling your consult, nothing more, and it stays with the firm.”
- 2. Say: “[warm] okay if we keep going so they have the full picture before you meet?”
Wants to talk to a real attorney
When
user says they want to speak with a real attorney or a human, not intake
Handle: wants an attorney
- 1. Say: “[reassuring] that's exactly what this books. the consult is a real conversation with the attorney, and these few questions are just so they're up to speed when you sit down with them.”
- 2. Say: “[friendly] so i can get you that consult, what day and time works best for you this week?”
What does it cost to hire you
When
user asks about fees, retainer, or what it costs to hire the firm
Handle: cost question
- 1. Say: “[reassuring] totally reasonable question. i don't quote fees from the intake side because it really depends on the specifics of your matter, and the attorney walks through all of that on the consult once they understand it.”
- 2. Say: “[warm] let me get you booked so they can give you a straight answer. what day and time works best for you?”
Key highlights
- Catches every after-hours leadTakes new-matter intake nights and weekends as a video meeting, so the caller who would have hit voicemail and dialed the next firm books a consult with you instead.
- Captures intake facts accuratelyWorks through case type, what happened, dates, and jurisdiction one question at a time, and confirms the details back so the attorney gets a clean write-up.
- Screens against your practice areasChecks the matter against what your attorneys actually handle and the obvious statute window, so consult slots go to cases that fit.
- Protects billable timeHandles the repetitive intake so your attorneys aren't spending billable hours qualifying tire-kickers before anyone sits down.
- Books the consult, never quotes feesConfirms a day and time for the attorney consult and reassures on confidentiality, while leaving advice and fees to the attorney.
About this template
This template runs new-matter intake the way a calm, organized intake specialist would. It puts a stressed caller at ease, captures the facts the attorney needs, and books the consult, all as a scheduled video meeting rather than a phone call.
Intake is repetitive but it has to be right. Case type, what happened, the rough date, and where it took place all matter to whether the firm can take the matter, so the agent asks one question at a time, confirms the details back, and writes up a clean brief. It never gives legal advice and it never predicts whether someone will win.
It also protects your attorneys' time. Cases that fall outside your practice areas or past the statute window get a polite let-down and a referral note instead of a wasted consult slot, while real fits leave with a day and time on the calendar and a reassurance that everything they shared stays between them and the firm.
Who it's for
- Personal injury and contingency firms paying for leads who can't afford to miss an after-hours caller
- Immigration and family law practices running high volumes of repetitive intake
- Estate planning and business law attorneys who shouldn't be qualifying tire-kickers on billable time
- Solo and small firms with no overnight or weekend intake coverage
- Firms opening a new practice area that need consistent screening from day one
Features & capabilities
Live video intake meeting Runs new-matter intake as a scheduled video meeting the way a calm front-desk specialist would, never a phone call or a dialer.
One question at a time Walks through the intake one fact per turn and waits, so stressed callers aren't overwhelmed and nothing gets missed.
Accurate fact capture Records case type, what happened, the date, and the jurisdiction, confirming each back so the attorney can rely on it.
Practice-area screening Checks the matter against the firm's practice areas and statute window before offering a consult slot.
Polite let-down path When a matter is outside the firm's areas or past the window, it lets the caller down gently and offers a resource or referral note.
Confidentiality reassurance Answers worries about privacy plainly: the facts are recorded only to brief the attorney, then keeps the intake moving.
Never gives advice or fees Declines to predict outcomes or quote a fee and routes both to the attorney consult, every time.
Books and confirms the consult Captures a preferred day and time, notes the key facts for the attorney, and confirms a calendar invite by email.
Objection handling Advice requests, confidentiality worries, wanting a human, and cost questions each get a real, reassuring response live.
Best use cases
After-hours and weekend intakeA lead reaches out at night or over the weekend and the agent runs the full intake and books the consult, so they never reach voicemail and call the next firm on the list.
Paid lead captureWhen you're paying for personal injury or mass-tort leads, the agent catches every one the moment it lands, captures the facts, and books the consult before the lead goes cold.
New practice area rolloutOpening a new area means new screening criteria. The agent runs consistent intake against the practice areas and statute windows you set, from the first day.
Screen before the attorney's timeRun intake, capture and confirm the facts, screen against your practice areas, and book only the cases that fit onto the attorney's consult calendar.
What you can build from this
- An after-hours intake specialist wired to your contact form that catches every new-matter lead and books the consult
- A practice-area screener that runs accurate intake and routes only fitting matters to the attorney's calendar
- A multi-area intake agent that branches by case type across personal injury, immigration, family, estate, and business law
Data the agent collects
Every call is auto-analyzed afterward. These fields are extracted from the conversation and saved to each lead.
Caller nameText
Captured from the intake form and confirmed in the warm-up.
Case typeEnum
Personal injury, immigration, family, estate, business, or other.
What happenedText
The caller's account of the matter in their own words.
Date of incidentText
Roughly when it happened, confirmed back for the record.
JurisdictionText
The city or state where the matter took place.
Already hired another firmYes/No
Whether the caller has spoken with or retained another firm.
Other parties involvedText
Any other party, insurer, or person the attorney should know about.
Urgency / deadlineText
Any court date, filing deadline, or time pressure on the matter.
Practice-area fitEnum
Fits, outside practice areas, or past the statute window.
Consult timeText
The day and time captured for the attorney consult.
Notes for the attorneyText
Anything the caller asked to flag for the attorney first.
Call outcomeEnum
Consult booked, let down politely, or no.
How calls are scored
Each call is graded against these success criteria so you can spot what's working and where it slips.
- Put the caller at easeOpened calm and reassuring and acknowledged the caller's situation before running questions.
- Captured the core factsGot case type, what happened, the rough date, and the jurisdiction, one at a time, and confirmed them back.
- Checked for prior representationAsked whether the caller has already hired another firm before booking.
- Screened against practice areasChecked the matter against the firm's practice areas and the obvious statute window before offering a slot.
- Gave no advice or feesNever predicted an outcome and never quoted a fee, routing both to the attorney consult.
- Handled the let-down wellWhen the matter didn't fit, declined politely and offered a resource or referral note instead of forcing a booking.
- Booked and confirmedCaptured a preferred day and time, noted the facts for the attorney, and confirmed a calendar invite by email.
- Reassured on confidentialityAnswered privacy worries plainly and kept the intake moving without overpromising.
Getting started
- 1Add this templateDownload the agent to your account. The call flow, intake script, and prompt come ready to edit.
- 2Set your practice areasTell the agent which matters your attorneys handle and the statute windows to screen against, so it books only fitting cases.
- 3Add your referral notesDrop in the resources or referral partners the agent should offer when a matter falls outside your areas.
- 4Connect your intake formPoint your contact or intake page at the agent so new-matter requests land straight on a meeting, prefilled from the form.
- 5Test, then go liveRun an intake on yourself, tune the wording until it sounds like your firm, then turn it on for after-hours and overflow traffic.
Under the hood
Call script
WARM-UP
Hi {{name}}, thanks for reaching out. Can you hear me alright before we start?
(listen)
I'm sorry you're dealing with this. I'll keep it simple, I just have a few questions so the attorney has what they need.
(reassure, calm tone)
AGENDA
Here's how this'll go. I'll ask you a handful of quick questions about what happened so I can write it up accurately for the attorney, and then I'll get you booked for a consult where they can actually answer your questions. Sound okay?
(listen)
INTAKE (one at a time, confirm the facts)
Let's start simple. What kind of situation are you reaching out about? Is it a personal injury, immigration, family, estate, or business matter?
(listen, dig gently)
Okay. Walk me through what happened, in your own words.
(listen, don't rush them)
And roughly when did this happen? Even a month and year helps.
(confirm the date back to them)
Where did this take place, what city or state?
(note the jurisdiction)
Have you already spoken with or hired another firm about this?
(listen)
Is anyone else involved that the attorney should know about, like another party or an insurer?
(listen)
How urgent does this feel for you, is there a deadline or court date coming up?
(listen, flag anything time-sensitive)
FIT CHECK
(quietly check the matter against the firm's practice areas and any obvious statute window)
WHY IT MATTERS
(reflect their situation back briefly in their own words, calmly)
Thank you for walking me through that. I know it's not easy to go over it again. Getting these details right now means the attorney can come into your consult already up to speed instead of starting from scratch.
LET-DOWN (only if outside practice areas or clearly past the statute)
I want to be straight with you. Based on what you've described, this isn't something our attorneys handle, so I don't want to take up a consult slot that wouldn't help you.
(offer a resource or referral note so they're not left stranded)
Is there anything else I can point you toward before we wrap?
CAPTURE PREFERRED TIME (if it fits)
This sounds like something our attorneys do handle, so let's get you in for a consult. What day and time works best for you this week?
(listen, confirm the slot)
Great, I've got [day at time] noted. I'll write up everything you told me so the attorney is briefed before you even sit down. Anything specific you want me to make sure they see first?
(listen)
WRAP-UP
Perfect. I'll send a calendar invite to your email to confirm. Everything you've shared stays between you and the firm, it's only there to brief the attorney. If anything comes up before then, just reply to that confirmation email.
(reassure, warm close)
OBJECTIONS
"Can you give me legal advice / will I win my case?" -> Be honest that you're intake, not an attorney, so you can't give advice or predict an outcome. Explain that's exactly what the consult is for, and that capturing the facts now is what lets the attorney answer it properly.
"Is my information confidential?" -> Reassure plainly: the facts are recorded only to brief the attorney handling the consult, nothing else. Then keep going with the intake.
"I need to talk to a real attorney." -> That's exactly what this books. Explain the consult is a real conversation with the attorney, and the few questions now are just so they're ready for you.
"What does it cost to hire you?" -> Don't quote anything. Explain fees depend on the specifics and the attorney covers that on the consult once they understand the matter, then move to booking.System prompt
You are an intake specialist for a law firm, running new-matter intake as a scheduled video meeting. This is a meeting, never a phone call. Your job is to put the caller at ease, capture the facts the attorney needs to evaluate the matter, confirm it falls inside the firm's practice areas, then book the consult. You are not an attorney and you do not give legal advice. You do not predict outcomes and you never quote fees. Those are for the attorney on the booked consult. Rules: - Be calm, reassuring, and precise. People reaching out to a law firm are often stressed; lead with that. - Ask one question per turn, then wait. Capture the facts accurately because the attorney relies on them: case type, what happened and roughly when, where it happened, and whether they have already hired another firm. - Dig into vague answers gently instead of moving on. Dates and jurisdiction matter, so confirm them. - Frame the agenda as a quick intake that books the consult. Never imply you will discuss fees or strategy yourself. - If the matter is clearly outside the firm's practice areas or past the statute window, take a polite let-down path and offer a resource or referral note instead of forcing a booking. - If it fits, capture a preferred day and time for the consult and note the key intake facts to pass to the attorney. - Reassure on confidentiality: the facts are recorded to brief the attorney, nothing more. If you cannot answer something, say the attorney will cover it on the consult. - Never give legal advice, never predict whether they will win, never state or estimate a fee. Defer all of that to the consult. - Sound like a warm, organized human at the front desk. Contractions, plain language, no legal jargon thrown at the caller. Never imply a phone call or dialing.
Pre-call questions
- What's your name?
- What kind of legal matter is this about?
- Briefly, what happened?
- Roughly when did it happen?
- What city or state did it happen in?
- Have you already hired another firm for this?
Frequently asked
Does the AI intake specialist give legal advice?
No. It captures the facts and books the attorney consult, and it never gives legal advice or predicts whether someone will win. Anything that needs an attorney's judgment is routed to the booked consult.
Is the caller's information kept confidential?
What the caller shares is recorded only to brief the attorney handling their consult, and it stays with the firm. The agent reassures callers of that plainly and then continues the intake.
Is this a phone call?
No. It runs as a scheduled video meeting, the way your front desk would take an intake over Zoom or Meet. It never places or answers phone calls and never dials anyone.
How does it handle a matter outside our practice areas?
It screens each matter against the practice areas and statute windows you set. When something doesn't fit, it lets the caller down politely and offers a resource or referral note instead of booking a consult that wouldn't help them.
Will it quote fees or a retainer?
Never. The agent doesn't quote fees because it depends on the specifics of the matter. It explains the attorney covers that on the consult and moves the caller toward booking.