Keeping Case and Lead Status Current in MyCase After Every Call

A prospective client calls in for a consultation about a wrongful termination claim, and the attorney spends thirty minutes gathering details before deciding the firm can take the case. The lead sits in MyCase marked "new" for another two weeks, because updating status after a busy day of calls falls to the bottom of the list, and the intake coordinator has no way of knowing the case is already moving forward.

What Tends to Get Missed

• Leads that convert but never get marked as converted. A prospective client who becomes a client on a call often stays flagged as a lead until someone remembers to change it.
• Case status that lags behind the call. A matter that just moved from intake to active because the retainer was accepted still shows the old status days later.
• Status changes that depend on one person's memory. If updating MyCase after a call is a manual step at day's end, it competes with everything else and often loses.
• Referrals and outcomes that never get recorded. If a client mentions who referred them, or a case gets declined during the call, that detail rarely makes it back into the record.
• The gap between what the team believes and what MyCase shows. Anyone checking a case's status while the attorney holds it in their head sees something already out of date.

How Quin Handles It

Quin listens for the signals in a call that indicate status has changed, a lead accepting representation, a matter moving from intake to active, a case closing out, and updates the corresponding record in MyCase to match. The file reflects the call as soon as it ends instead of whenever someone opens MyCase.

Picture an intake coordinator fielding calls all morning, moving from a consultation that turns into a signed client to one the firm declines over a conflict. Quin updates the first lead's status to reflect the new client and closes out the second with the reason noted, so by lunchtime the list of open leads matches what happened on the phone that morning.

The same holds for matters already in progress. When a client agrees to a settlement offer, or a hearing gets continued, Quin updates the matter status and adds a note explaining what changed, so the next person to open the file understands where the case stands.

Best Practices

• State status changes plainly on the call. Saying "we're moving forward with representation" or "we're going to have to decline this one" gives Quin a clear signal to act on.
• Mention the reason behind a status change, not just the change. A short explanation, like a conflict of interest, is worth having in the record months later.
• Spot-check lead and matter status weekly. A quick look across open matters confirms the record matches reality, especially for firms with high intake volume.
• Keep referral source mentions on the call itself. If a client says who sent them, saying it clearly gives Quin something concrete to log against the lead.

Setting It Up

Connecting MyCase is a one-time step from your Quin account. Authenticate your MyCase login, confirm the connection is active, and Quin can start updating lead and matter status as soon as calls come in. You can find the connection under Settings, then Integrations.