Updated November 2026
Appointment reminder software for a law firm has three jobs: read the calendar your firm already keeps, text each client before the appointment, and put the client's YES or NO back on that appointment where staff will see it. Clientping does those three things from Clio, Google Calendar or Outlook and Microsoft 365, sending from a number that belongs only to your firm. Below is how each part works, then one two-client will signing at a fictional Chicago firm, with the exact texts Clientping sends. If you'd like to put a dollar figure on a missed appointment, here's what a missed consult costs.
If you run practice management software, Clio connects directly, and any other system works as long as it puts appointments on a Google or Outlook calendar with the client's cell number in the event title. Clientping isn't intake software, but appointments your intake process creates can receive reminders through those calendars. Clientping checks for eligible appointments on the reminder day set for that calendar, which is the day before by default.
Clientping doesn't keep a calendar of its own, so nobody enters an appointment twice; it watches yours. On Google Calendar and Outlook, the client's cell number goes in the event title, in any common US format with the area code. Clientping reads the title only, never the description, and every number in the title gets its own text. On Clio, nobody types a number: Clientping follows the entry to its linked matter and texts the primary phone of the client on that matter. Our walkthrough of Clio text reminders covers the details.
Clientping checks each calendar every hour, on the hour, from 10 a.m. to 6 p.m. Central, and skips all-day and cancelled events. Each calendar also has an "Only process events created by the calendar owner" box, checked by default. If staff book from their own accounts and invite the attorney, or several people share one firm calendar, uncheck it in calendar settings so those appointments get reminders too.
When the text goes out, Clientping puts REMINDED: in front of the event title. A client who answers YES gets "Your appointment is confirmed!" and the title switches to CONFIRMED:. Capitalization doesn't matter, but YES has to be a whole word, so "yesterday" won't count. A NO gets "Thank you. We will give you a call.", the title switches to DECLINED:, and with the default settings the appointment details are emailed to the calendar's notification address so someone can call back.
Any reply with more in it, from "should we bring the old deed?" to "yes, see you then", gets emailed to you as well. A NO only counts on its own, so "no, something came up" reaches you as an email and leaves the title at REMINDED:. A client who texts STOP is opted out of your firm's texts, and Clientping never reads STOP as a yes or a no. If a client asks you to stop in their own words, like "please don't text me", that reply lands in your email rather than opting them out automatically, so block the client in Clientping right away.
Texts come from a dedicated number in the area code you choose, and calls to it can forward to your front desk. Staff answer questions from Messages, Clientping's two-way inbox, and that's also where you'd send a one-off "your documents are ready" text, since Clientping doesn't send case updates on its own.
Larkspur Hollow Law is a fictional three-attorney estate planning firm in Chicago that keeps its schedule in Outlook. It hasn't touched Clientping's default rule: one reminder the day before, confirmation on, calendar titles updated.
On Monday, October 19, 2026, the office manager books Ruth and Sam Okafor to sign their wills on Thursday, October 22 at 10:00 a.m. Each gave a cell number at intake, so she types both into the title:
Okafor will signing (312) 555-0131 (312) 555-0164
On Wednesday, October 21, at one of the hourly checks, Clientping finds two numbers in that title and sends two texts. Ruth and Sam each get this:
Larkspur Hollow Law: you have an appointment Thursday, October 22 at 10:00AM. To confirm text YES. To decline text NO. To end alerts text STOP.
The Outlook event now reads REMINDED: Okafor will signing (312) 555-0131 (312) 555-0164. Ruth replies "Yes" and gets "Your appointment is confirmed!" back, but the title still says REMINDED: because Sam hasn't answered, and Clientping won't mark a joint appointment confirmed on one person's word.
That evening Sam replies "yes, see you then". He gets the same confirmation, and now that both numbers have said YES, the title becomes ALL CONFIRMED: Okafor will signing (312) 555-0131 (312) 555-0164. Because Sam's reply had words beyond the YES, the firm also gets an email with his message; Ruth's plain "Yes" didn't trigger one.
The title also tells you when something's off. If Sam had said NO, the title would have stayed at REMINDED:, and with the default settings the firm would have gotten the decline email. A missing answer or conflicting answers can also leave the title unchanged, so if a joint appointment still reads REMINDED: on the morning of the signing, check the replies in Clientping and follow up. For a single client, our Outlook text reminders walkthrough follows one consult from phone call to YES.
The default message carries your firm's name, the date and time, and the YES, NO and STOP instructions. It says nothing about the matter, the attorney or the reason for the visit, so Larkspur Hollow's "will signing" stays in the Outlook title.
You control the wording, up to 231 characters per message field, and the reminder messages page shows how to edit it. Keep case details out of it. If your firm's full name says more than a client would want a housemate to see, use a shorter form clients will still recognize, for example by dropping "Divorce & Custody" or "Bankruptcy" from the end of it, as long as every text still tells the client who sent it.
Vonage carries Clientping's texts, so it receives each phone number and the message content, and the client's mobile carrier delivers the text. Replies we forward to you by email go through SendGrid. Our privacy policy (effective October 15, 2026) lists each of them. Before you add a client's number, get the client's agreement to receive texts from your firm.
You can add an earlier reminder, up to 31 days out, but only one reminder day per calendar can ask for YES or NO, and joint appointments should stay on the single default reminder for now. The reminder messages page covers the details. Hearings usually need different wording than a consult, and our post on court date reminders shows how to give them their own message.
To let a client who says NO pick a new time, turn on client rescheduling, which needs your available hours set and a [rebook] placeholder in the reply to NO. The link skips any slot already busy on your calendar, and it only goes out on appointments with one number, so the Okafors wouldn't get it. If you turn on rescheduling for a calendar with joint appointments, check those replies in Clientping: a plain NO from a joint appointment currently sends neither a reschedule link nor a decline email.
Plans and current terms are on the pricing page. To try Clientping, connect your calendar and create an event for tomorrow with your cell number in the title (on Clio, link the entry to a matter whose client has your cell as the primary phone). Do it before 6 p.m. Central, while there's still an hourly check left today.
