Key Terms
Key Terms
What do you mean when you say...
Business = Business/Law Firm who invested in Hona
Hona (Business) Org = Hona Org managed by the Business
Business User = An individual account within a Hona Business Org
Just like there are many employees at 1 Business, there are many Users in 1 Hona Org.
Client = General term for the end-user of the Hona Portal. Also used to differentiate between an active Client of the Business and a...
Lead = potential Client of the Business. This term is specifically used when necessary to separate end-users if utilizing Hona for both Clients and Leads. You can safely assume that features which are usable for Clients can also be utilized for Leads, unless stated otherwise.
Hona Portal = Digital interface where Clients interact with Hona features configured by Business
Good to know Hona terms:
"Project" is the Hona term used to define "case" or "matter"
CMS = Case Management Software (often used interchangeably with CRM)
Messages = Back and forth text messages between Business and Lead/Client, delivered through Hona's 2-Way Messaging feature
Client Notifications = Alerts sent to Clients to notify them of Hona features configured by Business.
Business Notifications = Alerts sent to Business Users to notify them of Clients engaging with the Hona features configured by the Business. Each Business User has their own Notification Settings.
Goal
This article is designed to guide Business Users through the process of creating and configuring Calendar Events in Hona for their Clients. By following these steps, Users will be able to schedule events accurately, ensure Clients are properly notified, and maintain clear communication across projects.
Overview of Steps
1. Access Client's Project
First, you will need to open the Client's Project in Hona. You can do this by finding it through your Hona Org's Project dashboard, or by locating the case/matter in your CMS and opening the Hona Browser Extension (visual below).
2. Create New Calendar Event
Select Actions → Create New Calendar Event
3. Configure Event Details
Fill out the following fields to configure Event details:
What should I put in ___ field?
What should I put in ___ field?
1. Project
If the client has multiple cases, you will select the case that you want to attach the event to.
2. Calendar Event Type
Pick the event template that you would like to start with. If there is no template for the event you are creating, select “None” to start from scratch.
3. Title
The name of the event for the client to see.
4. Start Date - End Date
Choose the start date/time and the end date/time of the event. The duration of the event will autofill below based on what you put in for these values.
5. Timezone
If your client is in a different time zone than you, you can change the timezone here so the text message they receive is in their timezone.
6. Attendees
Your Client will already be added as an attendee. You can also open up this drop-down and see others listed as:
(Team) = Team members directly listed on the case
(Other) = Team members in CMS but not necessarily assigned to this case
If you add anyone listed as “Team” or “Other,” the event will automatically generate on that team member’s Outlook or Gmail calendar.
What should I put in ___ field?
What should I put in ___ field?
7. Location
This is where you will list the location of the event, this pulls directly from Google Maps. If the location is a Zoom link, put the link in the Description field and not this one (it will not format correctly)
8. Description
This is the description of the event that will send to the client to let them know the most important details.
9. Reminders
Set up as many auto-reminders as you think the client will need. Taking the time to set these up while you’re creating the event will make it so you do not need to remember to remind them later.
10. Language
This is the language that the notification will send in. You can select between English and Spanish.
What should I put in ___ field?
What should I put in ___ field?
11. Text Notification
This will show you a preview of the notification that will be sent to the client.
12. Create
Finally, press “Create” to immediately notify attendees of the event.
FAQs
Do you have a video walkthrough I could watch of scheduling a calendar event?
Do you have a video walkthrough I could watch of scheduling a calendar event?
What does the Client notification look like after I schedule an Event on their Project?
What does the Client notification look like after I schedule an Event on their Project?
If they receive notifications via SMS:
If they receive notifications via Email:
If the Client replies to an email notification for a Calendar Event, what email will it send to?
If the Client replies to an email notification for a Calendar Event, what email will it send to?
The "Reply-to" email for Calendar Event notifications is automatically set to whatever email is configured in your Hona Org's Company Settings → Company Info → "Contact Info Email" field.
What does the Event look like for the Client in their Hona Portal?
What does the Event look like for the Client in their Hona Portal?
A Client can access their Event details any time by opening the Calendar tab of their Hona Portal. When the open a specific Event, it will appear as such below:
Will the Client receive an additional notification if I need to update the Event details later?
Will the Client receive an additional notification if I need to update the Event details later?
Yes! If you do not want to notify them, you can bypass the notification when you save the Event details after updating them.
Why This Matters
Calendar Events in Hona centralize all case-related appointments and reminders in one place, helping Businesses keep Clients informed and organized. Properly creating and configuring events ensures Clients receive timely notifications, reduces scheduling errors, and improves overall Client engagement and satisfaction. Additionally, leveraging features like timezone adjustments, reminders, and language options ensures communications are accurate and accessible to every Client. For any questions or concerns, please chat with our support team or email us directly at [email protected].