Quilia Firm Setup Checklist

Use this checklist once when your firm first launches Quilia. It covers organization-wide setup, not the steps staff repeat for each new client. For that daily workflow, see Onboarding New Clients with Quilia.

1. Choose an organization administrator

Create or access your firm's account at portal.quilia.com. Select at least one person who owns the initial setup and can make organization-wide decisions. An administrator should:

• Confirm the firm's name, contact information, and locations under Settings → Organization.
• Add the first team members under Settings → Team.
• Decide who can manage integrations, billing, and other administrative settings.

Add individual staff accounts instead of sharing one login. See Adding Your Team Members for the role and invitation steps.

2. Connect your case management system

Open Settings → Integrations, find your case management system, and select Connect. Complete the authorization flow for that provider and return to Quilia when it finishes.

The integration should show Connected before you configure it. If Quilia reports an expired sign-in, use Reconnect rather than creating a second connection.

3. Configure the integration

Select Manage next to the connected integration. The available tabs depend on the case management system, but complete each tab your integration provides:

• Case Types: Match the case or matter types your firm uses to the appropriate Quilia case types.
• Client Access: Choose when clients receive an invitation: on import, when work activity is detected, or at selected phases.
• Staff: Decide which case team members appear in Quilia and which are visible to the client.
• Documents: Confirm the shared folder or document behavior when the integration supports document syncing.
• Fields, Offices, or other provider-specific tabs: Map only the data your firm's workflow actually uses.

Keep importing and inviting conceptually separate. A case can exist in Quilia before its client is invited. Automatic Case Import and Client Invitations explains the three invitation triggers.

4. Configure the welcome experience

Open Messaging → Automations and edit the automation named Welcome message. Every firm starts with this automation switched off. Review its copy and keep it off until your team has checked which existing clients match its recipients. Turning it on can queue messages for those clients, not only people invited later.

The welcome message sends when a client is invited. Keep it short, tell the client what to do first, and give them a direct way to reach the firm. See Setting Up Automated Welcome Messages for the full checklist.

5. Import one test case

Use Import Existing Case at the top of Quilia and choose an approved test case with test-only contact details that your setup administrator can verify. If you must use a real client record, temporarily disable automatic invitation triggers under Manage → Client Access before importing, then restore the intended settings after testing. Turning off the invitation option in the import dialog prevents only the immediate invitation; work-activity or selected-phase triggers can still invite the client later.

Before inviting the client, confirm:

• The case imported into the expected Quilia case type.
• The correct client and contact information appear.
• The intended staff members appear on the case.
• The current phase, office, and mapped fields are correct when your integration supplies them.
• Document sharing behaves as expected when enabled.

Fix the mapping or integration setting that produced incorrect data, then repeat the test. Do not compensate for a bad mapping with a manual cleanup process your team would need to repeat on every case.

6. Test the invitation and first login

Use a test client or an internal phone number and email address approved for testing. Send the invitation and complete the same flow a client will use:

1. Open the invitation by text or email.
2. Download the Quilia app or continue on the web.
3. Sign in with the invited phone number or email address.
4. Enter the verification code.
5. Confirm the welcome message and first requested action are clear.

The staff-facing walkthrough is in Inviting Clients to Download the Quilia App.

7. Give staff one repeatable workflow

Before launch, tell staff:

• How cases enter Quilia.
• Who checks failed or incomplete imports.
• Which invitation trigger the firm uses.
• Who helps a client finish the first login.
• Where staff should monitor client activity and respond.

Run one complete test with the intake and case-management staff who will perform these steps. Launch when they can explain the workflow without relying on an administrator to repair each case.

Launch complete

Your firm is ready when one case can travel from the case management system into Quilia, reach the correct staff and client, and deliver the intended welcome experience without manual data repair.

Use Onboarding New Clients with Quilia as the repeatable checklist after launch.