Calls during meetings and hearings
You can't take a call mid-hearing or in a client meeting. A prospective client who reaches voicemail may contact another firm before you're free again.
New matters, clearly outlined. Before you call back.
For law firms and consulting practices: the assistant answers questions about your practice areas and first-meeting terms, takes a short, confidential outline of each new matter with any deadline, and arranges a callback or consultation.
- Answers day and night
- German, English, French, Italian
- Hands over with a summary
Prospective client
Incoming call · Example call
00:04
Assistant: Hello, this is the automated assistant of Meier & Partner Attorneys. How can I help?
Prospective client: Hi, my landlord has given me notice and I don't think it's valid. Do I have a case?
Assistant: I can't give legal advice, but I'll note it for a lawyer. When did the notice arrive, and are you already a client?
Prospective client: On May 2, so I think I have 30 days to contest it. I'm new. Sandra Huber, 079 205 63 18.
Assistant: Noted: notice received May 2, possible 30-day deadline, 079 205 63 18. A lawyer will call you back, marked urgent.
New inquiry recorded · urgent
Tenancy notice · received May 2 · lawyer to call back
Why first calls are hard for law firms
Lawyers and consultants spend their day in meetings, hearings and focused work. New clients call anyway, and that first contact often decides whether they stay.
Long stories, no structure
Callers often start with the whole backstory. Without the key points (the matter, any deadline, who is involved), a callback has to start from the beginning.
Deadlines hidden in conversation
A court date or a short objection period mentioned in passing is easy to miss in a hurried note, yet it decides how quickly you need to act on the matter.
How it supports client intake
Set up from a template for law firms and consultancies, it handles first contact with care, records what matters, and leaves every assessment to you.
Qualifies new inquiries
Checks the matter against the practice areas you accept and politely tells callers when it's something your firm doesn't take on.
Confidential matter outline
Records what the matter is about, whether another person or company is involved, and how to reach the caller, asking only what the outline needs.
Flags deadlines
Asks whether there's a deadline or a date already set, such as a court date or a tax deadline, and marks the callback urgent when it's close.
First consultations
Explains what a first meeting costs and how long it takes, then arranges a callback, or books it directly once your calendar is connected.
Messages from existing clients
Takes messages from existing clients for the right adviser, without ever confirming to an unknown caller who your clients are.
Handover with full context
The outline, summary and transcript land in your NAIRON dashboard and can be written back to HubSpot or Pipedrive, so your callback starts prepared.
From first call to prepared callback
What happens when a prospective client calls your firm while everyone is busy with existing mandates and nobody can pick up.
- 1
A transparent greeting
The assistant answers at once, introduces itself as the office's automated assistant and asks how it can help.
- 2
Outline first, never advice
It says plainly that it can't give advice and records the outline of the matter as soon as the caller describes it, even if they press for an opinion.
- 3
Deadline, status, contact
It asks about deadlines or set dates, whether the caller is already a client, and a good number and time for a callback, then reads the number back.
- 4
A prepared callback
The confidential outline appears in your NAIRON dashboard with urgent matters flagged, so the right lawyer or consultant can call back ready to talk.
What it records. Where it stops.
Every call ends with the details your team needs – and the assistant never goes beyond what you have set up.
Recorded on every call
Each new inquiry arrives as a structured outline, so you can check fit, conflicts and urgency before you return the call.
Name
Phone number
Existing or new client
What the matter is about
Deadline or set date
Other party involved
Best time for a callback
Where it stops
Professional duties don't stop at the phone. The assistant keeps to general information and leaves every assessment and piece of advice to you.
- Never gives legal or professional advice, even when the caller insists.
- Never says whether a case has a chance.
- Never confirms or denies that someone is a client of your office.
- Never asks for documents, account or ID numbers, or health details on the phone.
- Turns everything beyond general information into a callback from an adviser.
Live without an IT project
Start from a template built for your industry and make it yours step by step.
- 01
Start from your industry template
The “Law firms & consulting” template comes with the intake questions, guardrails and greeting already written.
- 02
Add what only you know
Opening hours, services and prices, FAQs or your website – the assistant answers only from what you give it.
- 03
Forward your calls
Keep your number and forward calls to NAIRON, or get a new one from us. Calls, summaries and requests land in your dashboard.
Connects with
- Google Calendar
- Microsoft 365
- Microsoft Bookings
- Calendly
- HubSpot
- Pipedrive
Will the assistant give legal advice to callers?
No. It says plainly that it can't give advice and that an adviser will call back, even when the caller insists. It never assesses a case or says whether it has a chance. It does record the outline of the matter right away, so your callback can pick up where the caller left off.
How does it protect client confidentiality?
It asks only for what the outline needs and never for documents, account or ID numbers, or health details over the phone. It never confirms or denies that someone is a client. Summaries and transcripts are visible to your team in the NAIRON dashboard, and EU or Swiss data locality options are available.
Can it book a first consultation directly?
Yes, once a calendar is connected: Google Calendar, Microsoft 365 Calendar, Microsoft Bookings, Calendly or a custom calendar API. Until then, it takes the caller's details and the times that suit them and arranges a callback, so your office confirms the consultation.
What if a matter falls outside our practice areas?
You list the practice areas you accept and the matters you don't take on. When a caller describes something outside them, the assistant says so politely, so nobody loses time. Anything that isn't clear-cut is recorded as a normal inquiry for an adviser to review.
Which languages does it speak, and what do I need to start?
It understands and answers in German, English, French and Italian. To start, pick the law firm and consulting template, add your practice areas, first-meeting terms, intake rules and office hours, then forward your existing number. There is no long IT project involved.
Let every new matter reach you prepared
Start from the law firm and consulting template, add your practice areas and intake rules, and let the assistant handle first contact with care.