A permit is expiring, a letter has arrived or a relative calls from another time zone. Your receptionist records the dates as stated, the current representative and contact details. You can prepare the right conversation while keeping eligibility assessments with the lawyer.
$49 CAD / month · 50 Standard calls · 1 local number
« I received a letter and I do not understand it. » She asks which authority sent it and what date it carries, records both exactly as given, and flags the call under your rule. She does not read the letter back for the caller and does not explain what it means.
She asks what the current status in Canada is and what date it expires. A date close at hand raises the call under the threshold you wrote. She does not say whether a missed date can be made up.
The applicant is elsewhere and the family calls from here — or the reverse. She records who is speaking, on whose behalf, and who is authorised to receive information. The appointment is booked against the time zone the caller gives.
« Is anyone representing you right now? » The question comes early, because the answer changes what the firm can do. She records the name and the stated capacity without passing judgement on the person named.
An immigration file moves through documents and appointments. She records what the person already holds, what is missing, and the date of a convocation when there is one. She does not say what to write on a form.
« Where is my application at? » She verifies identity, reads back only a status your team has updated, and takes a message otherwise. She reads no file content over the phone.
The lawyer opens the intake on Monday morning: a dated letter, a permit whose expiry crosses the alert threshold, no representative declared, the applicant's time zone, and a note that no eligibility was commented on. He calls back at an hour that suits the sister, not the office.
Saturday, 7:15 a.m. The office is closed. A man calls about his sister, who is abroad and whose permit is coming up on its expiry date.
ReceptionistGood morning, law office. Let me take your name and a number to reach you. We can carry on in French or in English, whichever suits you.
CallerEnglish is fine. Samir Haddad. It is about my sister. She received a letter and her permit runs out shortly. Can she stay?
ReceptionistI cannot answer that, and I would rather say so plainly than risk getting it wrong: the lawyer will work it through. I am recording the facts. Which authority sent the letter, and what date does it carry?
CallerIt is dated the 12th. The permit runs out next month. Is it too late to do anything?
ReceptionistI am recording the date on the letter and the expiry date exactly as you read them to me; the counting belongs to the lawyer. Two last questions: is anyone representing your sister right now, and which time zone should we call her in? I am flagging the file as a priority because of the expiry date.
What she takes on between a letter received from an authority and a status nearing expiry, then the line she does not cross. Every line is a call your firm gets, sometimes from another time zone.
She takes the name, the best number and the preferred language, offering English from the start if the conversation calls for it.
The pace slows and sentences stay short, for someone learning the language.
She asks for the current status in Canada and the date it expires.
That date becomes the central reference point of the whole conversation.
She establishes whether this is a new file or one already open with you.
The stream and the dates already captured attach to that file instead of starting from zero.
A letter received from an authority gets her recording the authority and the exact date it carries, with no explanation of its scope.
She does not read the letter for the caller.
An expiry date coming up soon moves the call to priority against the threshold you wrote.
The alert reaches you without waiting for the next day’s callback.
She asks who currently represents the person, because the answer changes what the firm can do.
She comments on no prior representative.
She records documents already in hand and the date of a summons, when there is one.
An immigration file moves forward through documents and summonses.
She books the consultation into your windows, taking the reported time zone into account.
The appointment gets booked without forcing an hour that suits the office rather than the family.
She sends the confirmation and the reminder in the caller’s language.
The callback language stays the one established on the first call.
With Documents and deadlines, the document list goes out by stream and follow-up stops as soon as a document arrives.
It is the most natural follow-up for this practice, built on documents and dates. Documents and deadlines
With Preparation and coordination, received documents are filed with their source and contradictory dates flagged for review.
A file often involves the applicant, a sponsor and a relative in Canada. Preparation and coordination
She continues administrative exchanges by WhatsApp with authorised contacts abroad, under the channel’s rules.
Clinical or legal content is treated no differently there than on the phone.
With Clio, a file’s complete history still has to be completed by a log as long as attribution is not proven.
Immigration portals themselves are covered by no qualified connector. Clio
She answers from the calls and files of your firm you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich callers reported a permit expiry date that needs checking?
She retrieves document dates and stated representatives. She determines neither eligibility nor legal deadlines.
Which files are still waiting on a document or a summons?
Add-onWith Documents and deadlines: the list by stream and its owner. Without the add-on she reports the request without tracking its documents.
Which requests reported no current representative?
She rereads the answers given to that specific question. She comments on the quality of no representation.
Which contradictory dates between two documents are waiting for review?
Add-onWith Preparation and coordination: documents flagged for review rather than decided. Without the add-on no document is compared on its own.
Which streams the firm takes, the language offered in her opening lines, the expiry threshold that triggers an alert, who to alert, your consultation windows, and which time zones you agree to cover. You can change all of it at any time from the app.
Name, best number, preferred language. Then the current status and the expiry date. Then the letter received and the date it carries. Then who represents the person, and whether this is a new file or one already open with you.
A written record with the stream as stated, the dates captured, the callback language and the authorised person. An expiry close at hand triggers the alert. The consultation is booked into your windows with confirmation and reminder, in the caller's language.
A receptionist who answers in both languages at the hours your office is shut, captures dated facts and sends you a written intake. No setup fee, and you keep your number.
She takes no position on eligibility for a program or on whether a criterion is met.
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which callers reported a permit expiry date that needs checking?
She retrieves document dates and stated representatives. She determines neither eligibility nor legal deadlines.
Beyond the base plan. Each one is added on purpose, separately from the base. None is switched on unless you choose it.
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Continue administrative conversations with authorized contacts abroad under WhatsApp Business rules.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Current matter stages are documented; full history is not, so a separate log is still needed when attribution matters. The app is specific to the account's region, and no authenticated trial has been run yet.
An immigration practice does not run on seasons. It runs on dates decided elsewhere: an intake window that opens, a program that closes, a schedule keyed to the date on a letter. When a window opens, the phone rings while you are building files on the portals — and a caller who gets no answer during that window loses more than a firm.
The calls also arrive at hours your office does not cover, because part of the family is abroad and a time zone cannot be negotiated. Some callers are still learning French; others prefer English; several have already been poorly served by someone who had no right to represent them for a fee, and they call with their guard up.
Your receptionist takes those calls in short sentences, slowly, and offers English in her opening lines when the conversation calls for it. She translates nothing into legal vocabulary: she captures dated facts — what the letter says it is, when the status expires, who represents the person right now, whether a file already exists with you. You get back a written intake that reads in thirty seconds, with its dates in plain sight.
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Legal & accountingNo, and that limit is deliberate in the preset. Eligibility is the law applied to one person's facts: that is advice, and it belongs to the lawyer. She captures the current status, the dates carried by documents and the stream the caller names, then passes it on. She also does not say that a window is still open or that a missed date can be made up.
That is a technical objection, and it is settled by a trial rather than an argument: you call your own agent and listen. What is configured by default for this practice: a slow pace, short sentences, English offered in her opening lines, and no paraphrase that could read as an assessment of the file.
As ordinary calls, on the hours you define. It is the typical case in this practice: the family is in another time zone. The appointment is booked against the zone the caller gives, and you choose what triggers an immediate alert rather than a summary in the morning.
Because the answer changes what your firm can do, and because a real share of callers has already paid someone who had no right to represent them. She records the name and the stated capacity, without commenting on the person named and without telling the caller what to do about that relationship.
That is the Documents and deadlines option. The list goes out by stream, the follow-up stops as soon as an item arrives, and whatever is missing stays visible with its owner and its internal date. She follows up on documents and appointments — not on a decision, which is not yours to move.
The receptionist explains the planned handling of the call and collects information needed for the request. The record remains accessible to authorized people. You can review the security information and retention rules; she does not promise a processing location or third-party sharing that has not been described and authorized.
Yes. The firm's professional secrecy extends to anyone answering in its name: she discusses nothing with an unidentified third party, records only what the firm has authorised, and no call is ever used as a testimonial — the Code of ethics for lawyers forbids it.
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberImmigration
