TL;DR
Get clients into Quilia immediately after intake. Have them upload photos and basic details right away. You can track activity in your case management system, see richer detail in the Quilia portal, and turn on email digests so nothing slips by.
1) Get Clients Using Quilia Early
Early adoption leads to better outcomes. Make the invite part of intake, not a “we’ll get to it later.”
Day-one checklist
- Send the Quilia invite while the client is still on the phone or in the office.
- Ask them to log in on the spot and upload any photos or videos they already have.
- Have them add a quick case journal note and their current pain score.
- Show them where to log appointments and upload documents.
Starter script you can say out loud
“I’m sending your Quilia link now. Let’s log in together. First step is uploading any crash or injury photos. The sooner we have this in your file, the stronger your case.”
2) How To Monitor Client Status
Your source of truth is your case management system. Quilia pushes client activity directly into your CMS.
Watch for these activities in your CMS
- New journal entries and pain scores
- Photo and document uploads
- Appointment adds or updates
- Client messages and requested tasks
Need more detail?
Open the Quilia portal for a client-by-client view with timelines and attachments.
Stay in the loop automatically
Turn on email digests so you get a summary without logging in. Choose daily or weekly based on your workflow.
3) Client Status Labels (at a glance)
- Active: Client has logged into the app.
- Pending: Client has not logged in yet.
If a client stays Pending for more than 48 hours, resend the invite and call or text with the starter script above.
4) Encourage Ongoing Engagement
Clients don’t need long lectures. Short, specific prompts win.
What clients can add
- Case journal updates
- Pain scores
- Doctor appointments
- Prior injuries
- Wage loss
Copy-paste messages
- “Hi [Name], quick check-in. Add today’s pain score and a short journal note in Quilia. It helps us track your recovery.”
- “Hi [Name], please log your upcoming doctor visits in Quilia so we can keep your file complete.”
- “Hi [Name], upload any new photos or bills to Quilia so everything is in one place for your case.”
5) Automated Messaging
If phase messaging is enabled, clients get a message when their phase or status changes in your CMS.
- Messages send shortly after the change.
- If multiple changes happen the same day, clients receive the most recent message only.
Use the portal to edit your phase messages so they match your firm’s tone and next steps.
6) Quick Troubleshooting
Client not getting messages or notifications?
- Check they’re Active in the portal. Pending clients won’t receive anything.
- If using push notifications: client must have opened the app at least once. Ask them to open Quilia and confirm phone notification settings allow alerts.
- If using text messages: confirm the mobile number is correct, not a landline, includes the country code, and the client has consented to SMS.
- Expecting automated phase texts? Make sure phase messaging is enabled for the firm.
- Still quiet? Resend the invite, have them log in again, and recheck phone settings.