Unscheduled Hearings

We understand that occasionally, you might overlook some paperwork, attachments, the day of the year. Maybe you forgot to schedule a hearing with us which you needed to be covered by one of our amazing network attorneys. Since our attorneys are on top of their game, they will usually notice a hearing (or two) at the court which you don’t have coverage for.

It’s part of the business. We have built a function that lets the attorneys report the unscheduled hearing information and then you can decide to authorize it!

An attorney appears at court to cover a hearing which you already posted through Docketly. The attorney comes back to his/her computer and uploads the report for that hearing. After they save the report, there will be a new button on top of their page:

That’s right. Our attorney can now let you know when they covered your hearing that was not posted through Docketly. After they click that button, they will be brought to a short screen which asks them to input the case information and their report:

Once they fill out the report for that hearing and click Save, the hearing will be unpublished in our system. You will receive an email informing you of the situation and requesting action. This is where you need to authorize or decline the additional, unscheduled, hearing. This is very easy.

Processing Unscheduled Hearings

Step 1

Log in and go to the “Unscheduled Hearings Awaiting Authorization” widget (you will find it under the "Coverage" tab)

Step 2

Click on the hearing. You will see a big orange button in the left upper corner labeled "Review Unscheduled". It will take you to the attorney's report. The attorney already entered all the data for you. All you have to do is authorize or decline the hearing. If you decline it, our attorneys would appreciate a reason why. Alternatively, you can just click on the link in the email we sent you.

Standard Operating Procedure for Unscheduled Hearings

When an attorney is in court making an appearance for one of our clients and another hearing is called that was not posted with Docketly, the attorney has the option to step up and cover the hearing. The report would be submitted as Unscheduled when they fill out the other hearing report (s). An attorney must be covering for the client through Docketly to submit an unscheduled hearing report.

Once the report is submitted, it is sent to the client and Docketly. It will appear on the client’s home page in the Unpublished Widget. At Docketly it will appear in the Unscheduled Hearing Waiting Authorization widget. It is at the discretion and the responsibility of the client to approve or reject the unscheduled hearing.

If the client has not authorized or declined the unscheduled report within one week, a ticket is sent to the client asking them to take a look and either authorize or decline. If the client does not respond, the ticket will be marked urgent. If there is still no response the updated ticket will tell the client that the hearing will be checked to confirm it is not a duplicate and Docketly will authorize or decline the hearing at our discretion.

Notification

The default user on any unscheduled hearing is the person who created the original hearing or bundle that the unscheduled hearing was created from.

However, some organizations wish to route these notifications to special individuals. This can be done by Docketly staff by adding a Role called ROLE_CLIENT_UNSCHEDULED to the user.

If you have multiple states and certain users manage each state, you may further configure by setting the managing state for the user to limit this notification.