$299/mo + $1,500 hire
Hire Pete
Owns the calendar. Pete books, reschedules, sends reminders, resolves conflicts, and makes sure no one is double-booked. He speaks in your firm's voice when reaching out.
Pete owns the gap between "someone wants to meet" and "someone is on the calendar." Every step of that process, from proposing slots to attaching prep materials to following up on no-shows, is his job. Your senior people never touch scheduling.
The work he takes off your team: checking three calendars to find an open slot, typing the same "does Thursday at 2pm work?" email for the fifth time this week, updating invites when someone reschedules, sending the morning-of dial-in reminder, and chasing the contact who ghosted the last two proposed times. Pete handles all of it without being asked.
He manages complexity too. Multi-party calls with participants in different time zones. Recurring check-ins across a portfolio of active matters. External consultant slots that need to fit around court dates. Pete tracks all of it and surfaces conflicts before they become problems.
Three real examples of Pete's work product. The firm name, voice, and scheduling preferences are calibrated during onboarding.
Hi Marcus,
Daniel asked me to follow up on your inquiry about the North Loop lease review. Here are three times that work on his calendar this week.
All calls are 30 minutes via Zoom. Once you confirm, I will send the invite and a short prep sheet so Daniel has the context he needs before you connect.
Scheduling conflict flagged on Daniel's calendar. The Bracken Properties discovery call and the Riverside Holdings 60-day check-in are both at 11:30 on Tuesday the 18th.
I have moved the Riverside call to 2:00pm Tuesday. Updated invites sent to both parties and CRM updated.
Let me know if 2:00pm does not work for Riverside. Backup slot is Thursday at 9:30am.
| Day | Time | Meeting | Type | Status |
|---|---|---|---|---|
| Mon Nov 10 | 09:00am | Bracken Properties (discovery) | Discovery | Completed |
| Mon Nov 10 | 02:00pm | Internal team standup | Internal | Completed |
| Tue Nov 11 | 10:30am | Riverside Holdings (60-day check-in) | Status update | Completed |
| Wed Nov 12 | 11:00am | Incoming prospect (new inquiry) | Discovery | No-show · rescheduled Nov 19 |
| Thu Nov 13 | 01:00pm | Loop Development LLC (status update) | Status update | Completed |
| Fri Nov 14 | 03:00pm | External counsel coordination call | Coordination | Completed |
Pete plugs into the calendar and communication tools you have. No migration. We connect everything during the 14-day onboarding.
Pete learns your firm's calendar conventions, preferred meeting formats, and communication style during a structured 14-day onboarding.
Pete connects to your calendars, CRM, and email. You walk him through your scheduling conventions: buffer times, preferred days for discovery calls, how you like invites formatted.
Pete drafts every scheduling email and invite for your review before it goes out. You correct tone, timing, and format preferences. He adapts with each round.
Pete handles scheduling directly. You review his decisions at the end of each day, flagging anything to refine. Conflict resolution logic locks in.
Pete runs the calendar independently. Quality sampling continues. The 30-day check-in is already on the schedule.
Yes. Recurring meetings are a core use case. Pete sets them up, monitors for conflicts or attendance changes each week, and updates participants when anything shifts. He also handles the inevitable "can we move this week's call to Thursday?" without involving a partner.
Pete receives the reschedule request (via email or calendar notification), cancels the original invite, proposes new options based on current availability, and sends the updated invite once confirmed. The whole cycle takes under 10 minutes. You are notified only if the rescheduling cannot be resolved without your input. For example, if a client insists on a time that conflicts with a court date.
Yes. Pete detects time zones from calendar settings and email signatures. He proposes all times in the recipient's local zone and includes both zones in the calendar invite. For calls with three or more parties across multiple zones, he uses a scheduling poll approach if a single window does not emerge quickly.
Yes. Pete can pull matter context from Clio, MyCase, and Filevine to determine which prep materials to attach to an invite, and logs booked calls back to the relevant matter record. If your practice management tool is not on the standard list, the 14-day onboarding includes a custom integration day for non-standard systems.
Yes, and this is one of the highest-value things he does. During onboarding, you tell Pete what prep materials map to which meeting types (discovery calls get the firm overview and intake summary, 60-day check-ins get the matter status report, etc.). From then on, the right materials attach automatically to every invite without you thinking about it.
Two weeks of guided setup. Running the calendar unsupervised by day 14. Performance guaranteed for the first 90 days. If he does not meet standard, we replace him or refund the hiring fee.