Quilia offers two related settings—Auto-Import and Auto-Invite—that help firms bring cases into the system and get clients onboarded faster. These can be used together or separately depending on how your firm prefers to manage new clients.
Auto-Import
- What it does: Automatically pulls a new case from your case management system into Quilia at the moment it’s created.
- Why it matters: With this setting on, every new case is synced right away without requiring a manual import.
- Recommendation: We recommend leaving this on to avoid missing cases or creating delays in client onboarding.
Auto-Invite
- What it does: Automatically sends a client a text message invitation to download and log into the app when their case is added to Quilia.
- When it triggers:
- If Auto-Import is ON, invitations are sent as soon as the case is created in your case management system.
- If Auto-Import is OFF, invitations can still be sent automatically when you manually add a case into Quilia.
- Optional: Some firms keep this off so they can review the case before sending the invite.
How They Work Together
- Auto-Import ON + Auto-Invite ON: Every new case is imported and the client is invited automatically.
- Auto-Import ON + Auto-Invite OFF: New cases are imported automatically, but you’ll manually decide when to send the invitation.
- Auto-Import OFF + Auto-Invite ON: Cases you add manually will automatically trigger an invite.
- Auto-Import OFF + Auto-Invite OFF: Cases must be added manually, and you’ll also manually click Send Invite when you’re ready.
Status-Based Invites
In addition to case creation/import, some case management systems support sending client invitations based on status changes (for example, inviting the client once a case moves past intake).
- This option is not available with every CMS.
- If you’re interested, check with our team to confirm whether your system supports status-based invites.
Best Practice
Most firms turn on both Auto-Import and Auto-Invite so that:
- Cases are never missed.
- Clients are onboarded immediately without extra steps.
If you prefer more control over timing, keep Auto-Invite off and use the Send Invite button in the Quilia portal once you’re ready.
Frequently Asked Questions
Do I need Auto-Import turned on for Auto-Invite to work?
No. Auto-Invite also works when cases are added manually. If Auto-Import is off, you can still add a case yourself. With Auto-Invite on, the client will get an invite automatically. With Auto-Invite off, you’ll need to click the Send Invite button manually.
Can I invite clients later in the case, based on status changes?
Yes, but it depends on your case management system. Some systems support triggering an invite when a case reaches a certain status, while others do not.
What happens if I turn Auto-Import off?
Cases won’t come into Quilia automatically. You’ll need to add/import them manually. Auto-Invite can still send invites automatically if turned on, or you can send them yourself if it’s off.
Can I review cases before sending invites?
Yes. Keep Auto-Invite off. Whether cases come in automatically or manually, you’ll decide when to hit Send Invite.
Can I turn these settings on or off later?
Absolutely. You can adjust both settings at any time in your Quilia portal.
What’s the recommended setup?
Most firms use Auto-Import ON + Auto-Invite ON so cases never get missed and clients are onboarded right away. But if you prefer to review cases first, keep Auto-Invite off and send invites when you’re ready.