SETUP GUIDE · TREATMENT COMPLIANCE FOLLOW-UP

Set it up in plain language.

The workflows and both agents are already built. Setup connects them to your office: your office name, an email sender, the caller ID for weekly calls and your privacy policy. Then you test with a sample client before enrolling real ones. Spanish calling is ready to review.

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01 · REQUIREDPrepare 02 · REQUIREDOffice name & email 03 · REQUIREDCaller ID 04 · REQUIREDPrivacy 05 · REQUIREDTest & enroll 06 · OPTIONALSpanish calling

Before you start

The 1 business settings you'll add

Find it in Votel under Global Variables and fill in your office's name.

Setting	What it holds
company_name	Your law office name, as clients should hear it. Says "our office" until you set it

Settings > Global Variables: Settings, Global Variables: Company Name reads "our office" until you enter your law office's name. — Settings, Global Variables: Company Name reads "our office" until you enter your law office's name.

01 · Required

Prepare

Confirm the install before changing anything.

Confirm the correct sub-accountInstall into the law office's own account, not a shared agency workspace.

Agency > Sub-Accounts: Open the office's own sub-account with the access icon on its row. — Open the office's own sub-account with the access icon on its row.Example screen from a demo account. Yours shows your own names.

Check the installed assetsBoth agents, both workflows, the Treatment pipeline and the twelve contact fields.

Agent > Treatment Compliance Coordinator > Agent Workflows: The coordinator after install, with Weekly Treatment Check-In Calls and Answered Treatment Check-In Call under Agent Workflows. — The coordinator after install, with Weekly Treatment Check-In Calls and Answered Treatment Check-In Call under Agent Workflows.

Keep both agents offNothing should call a real client while you configure.

Agent > Treatment Compliance Coordinator: The Active switch stays off until your caller ID, sender and acceptance calls are done. — The Active switch stays off until your caller ID, sender and acceptance calls are done.

Done when: Everything is installed and nothing can call or email a real client.

02 · Required

Office name & email

Tell clients who is calling and connect the sender for every email step.

Set your office nameChange company_name from "our office" to your law office name.

Settings > Global Variables > company_name: Editing Company Name: change only the Value to your office's name and save. — Editing Company Name: change only the Value to your office's name and save.

Select an email senderOn every email step in both workflows.

Settings > Integrations > Sender Identities: Add and verify the email sender under Sender Identities. — Add and verify the email sender under Sender Identities.Example screen from a demo account. Yours shows your own names.

Confirm the support addressCase-team notices go to your account's support email. Make sure it reaches the right team.

Done when: Clients hear your office name and every email step has a verified sender.

03 · Required

Caller ID

Weekly calls need a number clients recognize.

Choose the from-numberOn the Weekly Check-In Call step.

Agent > Treatment Compliance Coordinator > Agent Workflows > Weekly Treatment Check-In Calls > Weekly check-in call: The Weekly Check-In Call step: choose the number clients will see under From Number. It shows "From number is required" until you do. — The Weekly Check-In Call step: choose the number clients will see under From Number. It shows "From number is required" until you do.

Check calling hoursEnroll clients at a time of day you are comfortable calling them.

Done when: The weekly call step has your number and you know when calls will go out.

04 · Required

Privacy

Approve how treatment information is handled before any client is called.

Recording and retentionDecide whether calls are recorded and how long answers are kept.

Who can see answersTreatment answers live on the contact record. Limit access to the case team.

Done when: Your office has approved recording, retention and who can see treatment answers.

05 · Required

Test & enroll

Prove it with a test client, then enroll real clients.

Enroll a test clientThe weekly call arrives and the client moves to In Treatment.

Answer as the client, then as someone elseName confirmed first and ten answers saved; a wrong person hears nothing about treatment.

Let it ringA call follows the next day and the missed-call counter rises.

Activate and enrollWhen the tests pass, activate both agents and enroll your clients.

Agent > Header: Run tests with the Test button, then turn on the Active switch as the very last step. — Run tests with the Test button, then turn on the Active switch as the very last step.Example screen from a demo account. Yours shows your own names.

Done when: Every acceptance test passes and real clients are enrolled deliberately.

06 · Optional

Spanish calling

Keep the Spanish coordinator ready for Spanish-speaking clients.

Review the voiceRamón is preselected; choose another Spanish voice if you prefer.

Set the language on contactsClients whose language is Spanish are transferred automatically.

Answer in SpanishTest that the Spanish coordinator continues the call.

Done when: A Spanish test client is transferred and the check-in continues in Spanish.

Ready for your case team.

Enroll real clients only after every acceptance test passes on your installed copy.

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