Boosting Client Engagement and Marketing Efficiency with Neos

Assembly believes a case management system should support more than just working a case for optimal outcomes. For law firms, retaining clients and optimizing marketing efforts are crucial elements of sustaining and scaling a law firm; hence, Neos is designed to excel in these areas.



From using client communication platforms like Hona or Kenect to optimize client interactions to tracking your marketing efforts to streamlining email marketing with Mailchimp, Neos is equipped to meet your law firm’s marketing and client communication needs.



Leveraging Neos for Marketing Reporting



Marketing Tracking and Reporting

Tracking your marketing efforts is critical for staying ahead of the game. Understanding where your clients come from, which campaign yields the best results, and how much revenue they bring in can make or break your firm’s success. Comprehensive marketing tracking helps firms optimize their strategies and make data-driven decisions that facilitate client acquisition and retention.



Neos offers several built-in marketing tracking features that streamline how law firms report on and manage their marketing efforts as part of the NeosAI Platinum tier. Firms can document how prospective clients hear about their services using the customizable source field and pull this data into reports that track campaign performance, budgets, and revenue generation.



Advanced tools also allow firms to create and manage detailed marketing campaigns with specified start and end dates, allocated budgets, and performance tracking across channels like social media and billboards. Custom workflows and dashboards provide real-time insights, enabling firms to adjust strategies and maximize ROI.



Neos helps firms maintain a clear overview of their marketing efforts, ensuring they can make data-driven decisions to adjust strategies based on what is working best. Learn more about how to set up Neos reports.



Neos Marketing Tracking Features (available with NeosAI Platinum)

• Source field tracking
• Marketing campaign setup and tracking
• Marketing ROI reports and dashboards



Streamline Client Communication with Neos

Irrespective of the medium, consistent communication through timely updates reduces client anxiety and improves transparency, leading to higher client retention and positive word-of-mouth. Seamless communication also minimizes misunderstandings and boosts efficiency, helping your firm operate smoothly and maintain a stellar reputation.



Neos enhances client communication with native features like Neos Premium Texting, a seamless sync with Outlook, and easy internal messaging. These tools are crucial for law firms because clear and consistent client communication directly impacts satisfaction and retention.



Neos Premium Texting

Neos Premium Texting simplifies communication by allowing law firms to send and receive SMS messages directly from Neos. All text thread conversations are saved to relevant cases and stored in the Communications Center for easy access.

• Full SMS service with a dedicated business number
• Automatically track and record threads in the case file
• Multiple team members can collaborate on a single thread
• Leverage automated SMS and track replies with NeosAI Platinum



Automated SMS and Email Communication

With NeosAI Platinum, firms can automate communication (such as sending a personalized welcome email when an intake turns into a case or follow-up texts to potential clients) by adding triggers to Checklist items.



Internal Messaging

Neos offers robust internal messaging features, allowing staff to send messages to individuals or groups within the firm. When @ mentioned, recipients receive an alert in Neos, and all messages are documented within Neos for effortless tracking.



Built-In Communication Features of Neos:

• Neos Premium Texting (available as an add-on or included with NeosAI Platinum)
• NeosAI Platinum - Automated SMS and Email Communication
• Internal Messaging



Hona: Enhancing Client Experience and Marketing Efficiency

Neos streamlines communication with its built-in tools, but firms can take client engagement even further by integrating with additional platforms like Hona. Designed to create a seamless and branded client experience, Hona connects clients directly with case updates, reducing the need for constant check-ins and allowing firms to provide a polished, efficient service that pulls from case data in Neos. Hona’s automated updates, mass messaging capabilities, and reputation management tools ensure clients stay informed and engaged at every stage of their case journey.



Automated Communication and Updates

Hona's features are primarily driven by automated text messages or emails, with text messaging being the default. The platform can trigger updates based on various factors within Neos, such as class codes, matter stages, and Checklist items. For example, clients can receive text messages whenever there is an update on their case, providing them with real-time information and reducing the need for frequent phone calls or emails.



Reputation Management

Hona includes a robust reputation management component, helping firms generate more Google reviews and track their Net Promoter Score (NPS). By leveraging these features, firms can enhance their online presence and attract more clients through positive reviews and testimonials.



Mass Messaging and Campaign Building

Hona's mass messaging and campaign-building tools allow firms to reach out to all clients simultaneously. This feature is particularly useful for sending updates, promotional messages, or important announcements. With the ability to schedule messages and automate birthday texts based on data from Neos, firms can maintain consistent and personalized communication with their clients.



Customizable Client Interactions

Hona allows firms to customize client interactions completely based on practice areas. Whether dealing with social security or personal injury cases, Hona can adapt to the specific needs of each practice area using fields within Neos. This ensures that clients receive a tailored experience, enhancing satisfaction and engagement.



Key Features:

• Customizable client interactions with fields within Neos
• Automated communications and updates
• Reputation management
• Mass messaging and campaign building
• Client experience integration
• Chrome extension



Get a demo of Hona.



Kenect: Streamlining Client Communication

Kenect is a powerful tool for firms looking to enhance client engagement through modern, responsive text messaging. By integrating with Neos, Kenect enables law firms to efficiently manage client communications while saving valuable time. With features like automated texting, lead synchronization, and attachment management, Kenect empowers firms to create a more streamlined and interactive communication strategy.



Contact and Lead Integration

Kenect ensures seamless integration with Neos by automatically syncing contacts every hour. Additionally, leads generated through the Kenect widget on your website are directly pushed into Neos, creating new Intakes for your team to review. This helps firms keep their client and lead databases up-to-date with minimal effort.



Automated Texting

Kenect’s automated texting feature allows firms to send customized messages to clients based on specific case or intake stages. These include:

• Case Opened or Case Closed
• Intake Stages such as Evaluation, Lead, Prospect, or Proposal
• All Intake Statuses

This functionality helps firms maintain proactive communication with clients, ensuring timely updates.



Conversation Management

With the new conversation posting feature, Kenect automatically logs client conversations into the Neos case notes every 10 minutes. This eliminates the need for manual tracking and ensures that all client communication is securely documented.



Attachment Sync

Kenect now syncs attachments directly to the Documents section in Neos cases. This feature simplifies file management, allowing firms to centralize all relevant case materials in one place.



Managed Conversations

Kenect offers a managed conversations service, where a team of live agents responds to client inquiries from your website widget within minutes. These agents qualify leads based on the firm's criteria, ensuring that only the most promising leads are forwarded to the firm. This service helps firms save time and focus on high-value prospects.



Broadcast Messaging and Review Management

Kenect’s broadcast messaging feature allows firms to send and schedule mass text messages to targeted groups of clients. This is ideal for sending updates, promotions, or requests for reviews. The platform also includes tools for managing and disputing online reviews, helping firms maintain a positive online reputation.



Key Features:

• Mass broadcast messaging and review management
• Managed conversations by a team of live agents from web widget
• Contact sync
• Lead push
• Conversation posting
• Automated texting
• Attachment sync



By leveraging Kenect, law firms can streamline their client communication processes, improve lead conversion rates, and enhance their overall client experience.



Get a demo of Kenect.



Case Status: Enhancing Client Engagement and Practice Expansion

Case Status is a client portal that provides a firm-branded mobile app experience. It allows clients to access case information, receive updates, and communicate with the firm. The app is backed by SMS text messaging, ensuring that clients receive timely notifications even if they do not use the app.



Automated Feedback and Referrals

Case Status offers a firm-branded mobile app that keeps your firm at the center of the client experience. Clients can access case updates, communicate with your team, and receive real-time notifications via SMS, even if they don’t use the app. Its automated feedback system identifies satisfied clients, enabling firms to request reviews or referrals at the optimal time, driving positive reviews and word-of-mouth referrals.



Expanding Practice Areas

Case Status also facilitates practice expansion through co-counsel relationships. Firms can collaborate with other attorneys to offer new services without changing their organizational structure. With tools like customized dashboards and limited-access permissions, firms can safeguard client privacy, oversee case management, and deliver a consistent, on-brand client experience. This integration allows firms to leverage their existing client base and referral network to grow their practice areas.



Key Features:

• Feedback tracker
• Trigger marketing
• Automated feedback and referrals
• Drip marketing
• Co-counsel: specialization and expand business
• Text intake



Get a demo of Case Status.



Mailchimp: Streamlined Email Marketing

Mailchimp is a popular email marketing platform that integrates seamlessly with Neos, allowing law firms to create targeted email campaigns based on client data.



Syncing Contacts and Case Details

With the Neos-Mailchimp integration, contact information and case details from Neos are synced to a Mailchimp mailing list. This one-way sync ensures that all relevant data, such as party roles, case types, and provider roles, is transferred as tags into Mailchimp. These tags allow firms to segment their audience and target specific groups with precision, enabling more personalized and impactful marketing efforts. It's important to note that any changes to contact information in Neos will not automatically update in Mailchimp, highlighting the importance of assigning a Mailchimp administrator to oversee the process and ensure data consistency.



Creating Targeted Campaigns

Firms can leverage the segmentation features of Mailchimp to craft targeted email campaigns tailored to specific client needs or milestones. Whether promoting new services, sharing case updates, or sending newsletters, the integration ensures a streamlined workflow. By utilizing tags such as case type or party role, firms can easily refine their audience and maximize the effectiveness of their campaigns.



Automating Email Marketing

Mailchimp's robust automation tools empower firms to create email sequences that trigger based on client actions or case milestones. For example, firms can send automated welcome emails to new clients, follow-up messages after case resolutions, or reminders for specific case-related actions. These automations ensure consistent, timely communication and improve the overall client experience.



Managing Mailing Lists and Data Accuracy

Mailchimp automatically creates a Neos-specific audience upon integration, making it easy for firms to manage and organize their mailing lists. Firms must ensure that contact details, including complete addresses and accurate email addresses, are properly maintained to avoid issues during sync. Additionally, any new contacts added to a managed mailing list in Neos will appear in Mailchimp as "unsubscribed" until they are included in a marketing campaign, providing flexibility to control messaging.



Key Features:

• Seamless contact and data sync
• Audience segmentation with tags
• Campaign management
• Email automation
• Managed mailing list
• Administrative oversight



Learn more about Mailchimp.



Leveraging Neos to deliver unprecedented client satisfaction

The combination of Neos’ native communication and tracking features and integrations like Hona, Kenect, Case Status, and Mailchimp provides law firms with robust options to enhance their marketing strategies and client communication. Whether automating client updates, managing text conversations, expanding practice areas, or creating targeted email campaigns, Neos’ integrations offer plenty of opportunities for law firms to optimize their marketing and client engagement strategies.



Watch the Neos Academy webinar on marketing and client communications.



Interested in learning more about how Neos can help your firm exceed its goals? Sign up for a demo today to discover how Neos and its integrations can save you hundreds of hours weekly and boost your firm's success.