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Comprehensive Guide: Calendaring

  • Introduction

    Calendars in Clio can be used to track any event related to your practice, and events can be linked to specific Matters for easy tracking and billing.

    In this chapter, you will learn how to navigate around your Clio calendars and how to add events. You will also be introduced to the firm wide calendar and the Court Calendaring Rules feature that is exclusive to Elite plan subscribers.

    For a quick start to working with Clio Calendars, we suggest starting with the "Calendar" video on the next page.

  • Video: Calendar

  • Navigating the Calendar Tabs

    Topics

    Main Calendar Tab
    Matter Specific Calendars

     

    Main Calendar Tab

    You can navigate to the main calendar by clicking on the "Calendar" tab in the Clio header.

    1. Sidebar
      When on the "Calendar" tab, the Clio sidebar will display a list of all the calendars that you have permission to view. Check the box beside each calendar that you want to view.
    2. Calendar View
      By default, the calendar will display your events in Week view. To change the calendar view to Agenda, Day, Month, or Year, click on the appropriate tab.

      To permanently change your default calendar view, click the "Settings" sub-tab at the top of the screen.

    3. Event View
      Hover your cursor over an event to view a preview of the event details. 

      To view the full event details or to edit the event, click on it. 

    4. Additional Calendar Options
      • Feeds
        Feeds allow you to push your Clio calendar events to a third-party calendaring application like Apple iCal.
      • Sharing
        Click "Sharing" to allow other users of your Clio account to view and edit your calendar.
      • Settings
        Click "Settings" to change your default calendar view.
      • New Calendar
        Click "New Calendar" to create and share new calendars such as group calendars, meeting room calendars, and personal calendars.
      • Print
        Print events in the current calendar view.
      • Add Court Rule
        Elite subscribers can add court rule events to their calendar. 
      • Add Event
        Click "Add Event" to add a new appointment to your calendar.

     

    Matter Specific Calendars

    You can navigate to Matter specific calendars by opening any Matter and clicking on the "Calendar" sub-tab. Events in the Matter calendar are displayed in agenda list view.

    1. Ordering of Events
      You can reorder the events in the agenda list by clicking on the table headings.
    2. View, Edit, or Delete Events
      Click the "Edit" quick link to view all event details or to edit the event.

      Click the "Delete" quick link to remove the event from your calendar.

    3. Events Shared with Clients and Co-Counsel via Clio Connect
      When you invite a Contact to view a calendar event via Clio Connect, the event will display a green "Shared" label. 

      To stop sharing an event, click the "Edit" quick link and remove the external Contact. 

    4. Court Rule Events
      Court Rule events added to your calendar can be quickly identified by the  icon.  
    5. Additional Calendar Options
      • Export
        Click the "Export" button to export your events as a PDF, CSV, or ICS file.
      • Add a Court Rule
        Elite subscribers can add court rule events to their calendar. 
      • Add
        Click the "Add" button to add a new appointment to your calendar.

     

  • Adding Calendar Events

    Topics

    Adding a Calendar Event
    Create Calendar Entry Form
    Repeating Events
    Reminders

     

    Adding a Calendar Event

    Main Calendar
    When viewing the main "Calendar" tab, click on the  button to create a new event.  

    You can also add an event by clicking on a time slot in the calendar view. 

    Matter Calendar
    When viewing a Matter specific calendar, click on the  button to create a new event. 

     

    Create Calendar Entry Form

    1. Calendar Entry Tabs
      • General Information
        Add general event details and invitees.
      • Repeats
        Set up repeating events. See "Repeating Events" below.
      • Reminders
        Set up event reminders for yourself and others. See "Reminders" below.
      • Time Entries
        Add a time entry for billing to this event. Time entries are covered in detail in the "Adding Time and Expenses" chapter of this guide.
    2. Event Fields
      Complete the standard event fields as desired. Only the "Summary" field is required.

      Note that the "Calendar Owner" is the calendar that the event will appear on. By default, this will be your calendar but you can select any calendar that you have permission to edit. 

    3. Matter Field
      Enter in a Matter number to be able to view this event from the Matter's "Calendar" tab.
    4. Attendees
      In the "Firm" field, select any user of your Clio account, or click "Invite Contacts via Clio Connect" to share the event with external Contacts. 
    5. Event Description
      Enter the details of the event or meeting if desired.
    6. Save Buttons
      When finished adding details to the event, click one of the save buttons. If you are editing an event, these buttons will change to allow you to update or delete the event.

    For more information about adding calendar events, see the "Creating Calendar Events" article.

     

    Repeating Events

    To create a repeating event, click on the "Repeats" tab then select the frequency in the "Repeats" field.

    Events can repeat daily, weekly, monthly, or yearly. Once you select the repeat frequency, you will be provided with further options for specifying the repeat period.  

     

    Reminders

    To set up reminders for the event, click on the "Reminders" tab then click "Add a Reminder".

    Reminders can be set up as follows:

    • Email and Clio pop-up reminders for yourself
    • Email reminder for other members of your Clio account
    • Email reminders to any Contact that has a Clio Connect account

    For more information about setting up event reminders, see the "Adding Calendar Reminders" article.

  • The Firm Calendar

    The "Firm" calendar is created automatically and is shared by all members of your Clio account. 

    To change which users have access to view and edit the Firm calendar, open the sidebar and click on the triangle button to the right of the "Firm" calendar checkbox.

    Next, click "Edit & Share Calendar".

    On the "Sharing" screen, you can specify separate permissions for each user of for groups of users. Available permission levels are: 

    • Editor
    • Viewer
    • Free/Busy (Hide Details)

    To add a new permission, click the "Add Calendar Share" link.

    To remove a user's permission to view the Firm calendar at all, click the "Remove Permission" link. 

    For more information about calendar permissions, see the "Sharing and Viewing Other Users' Calendars" article.

  • Court Calendaring Rules

    Subscribers of Clio's Elite plan are able to add court rule events to a Matter for most jurisdictions and triggers in the US. 

    Account administrators are able to select up to 10 jurisdictions that are available to all Clio users. 

    Steps for adding jurisdictions and specifying defaults are detailed in the "Configuring Court Rules Settings and Jurisdictions" article. 

    Once jurisdictions and defaults have been selected, court rule events can be added from the "Calendar" tab or from a Matter. 

    Add a Court Rule Form

    1. Name
      A brief name to help you identify the rule set.
    2. Matter
      Court rule events must be associated with a Matter.
    3. Jurisdiction
      The default jurisdiction/court that you specified in your settings will be selected here but you can change it if required.
    4. Trigger
      Type in a keyword to select the appropriate trigger for your jurisdiction. 
    5. Trigger Date
      Select the date of the trigger.
    6. Get Court Rules
      When all the fields are complete, click the "Get Court Rules" button to view and add events to your calendar.

    A list of rule events will now be displayed. Uncheck any events that you do not want to add to your calendar then click "Save to Calendar".

    These events, including details of the rule, can now be viewed in your calendar.

    For more information about working with court rules, see our collection of Court Rules related articles.  

    Next Chapter topic: Profile Details and Firm Account Information