Client Portal User Guide

🚀 Getting Started

How to Log In

Logging into your Legal Collects portal is simple and secure:

First-Time Setup

When you first access your account, you may be prompted to change your temporary password:

1. Look for the "Change Password" prompt at the top of your dashboard
2. Enter your current temporary password
3. Create a new strong password (minimum 12 characters, mix of uppercase, lowercase, numbers, and symbols)
4. Confirm your new password
5. Click "Update Password"

Browser Compatibility

The Legal Collects portal works best with modern browsers. We recommend:

• Google Chrome (version 90+)
• Mozilla Firefox (version 88+)
• Safari (version 14+)
• Microsoft Edge (version 90+)

Older browser versions may experience performance issues or missing features. If you're using Internet Explorer, please upgrade to a modern browser.

Mobile Access

Your Legal Collects account is fully accessible from mobile devices and tablets. Simply visit the same portal URL (portal.legalcollects.ai) from your mobile browser. The interface automatically adapts to smaller screens, ensuring a smooth experience whether you're checking case status on the go or uploading documents from your phone.

📊 Dashboard Overview

Your dashboard is the central hub for managing all your cases and claims with Legal Collects. It provides a quick snapshot of your account status and easy access to all portal features.

Summary Cards

At the top of your dashboard, you'll find four key summary cards that give you an at-a-glance view of your account:

Cases Table

Below the summary cards is a comprehensive table listing all your cases. Each row represents one claim with the following information:

• Case ID: Unique identifier for the case
• Debtor Name: Name of the individual or entity owing the debt
• Amount: Original claim amount
• Status: Current stage of the case (see status section below)
• Date Filed: When the case was submitted to Legal Collects
• Last Updated: Most recent activity on the case
• Actions: Button to view full case details

Case Status Badges

Each case displays a status badge indicating where it stands in the collection process:

Sorting and Filtering

The cases table includes powerful sorting and filtering options:

• Sort by Column: Click any column header to sort in ascending or descending order (Amount, Date Filed, Last Updated, etc.)
• Filter by Status: Click the status filter dropdown to show only cases with specific statuses
• Search: Use the search box above the table to find cases by Case ID or Debtor Name
• Date Range: Filter cases filed within a specific time period using the date range selector

📋 Case Management

Case management is at the heart of the Legal Collects portal. This section explains how to view, understand, and interact with your cases.

Viewing Case Details

To see detailed information about a specific case:

1. Click on a case row in the cases table, or
2. Click the "View Details" button on the far right of any case row

The case detail page displays comprehensive information including:

• Full debtor information (name, address, contact details if available)
• Claim details (original amount, interest accrued, fees)
• Complete case timeline with all activities
• Current status and next steps
• Associated documents (demand letters, agreements, evidence)
• Payment history and settlement details (if applicable)

Understanding the Timeline

Each case displays a detailed timeline showing every activity and interaction. Here's what different event types mean:

What Each Status Means and What to Expect

When You'll Hear From Us

We keep you updated automatically through notifications and the portal. Here's when you can expect to hear from us:

• Case Status Changes: Immediate notification when status changes (e.g., Intake → Active, Active → Disputed)
• Important Milestones: When demand letters are sent, settlements are offered, or litigation is initiated
• Payment Received: Notification every time a payment is received from the debtor
• Debtor Contact: Summary updates on contact attempts (typically weekly during active pursuit)
• Disputes or Issues: Immediate notification if the debtor disputes the claim or raises issues
• Approval Needed: We'll contact you if we need approval to proceed (e.g., accept a settlement offer)
• 30-Day Check-Ins: Periodic updates if a case is paused or no recent activity has occurred

📄 Documents & Evidence

The Documents & Evidence section is where you can access all case-related documents and upload additional supporting materials.

Viewing Demand Letters and Complaint Drafts

Once your case enters active status, we prepare and send formal demand letters. You can view these documents in the case detail page:

1. Open the case you want to review
2. Scroll to the "Documents" section
3. Click on "Demand Letter" or "Complaint Draft" to preview
4. Review the content to ensure accuracy

These documents are drafted by our legal team based on the information you provided. If you notice any inaccuracies, contact support immediately at 820-587-1544.

Downloading Documents

All documents can be downloaded for your records:

1. Click the document you want to download
2. Click the "Download" button (usually a down arrow icon)
3. The document will save to your device as a PDF
4. You can print, email, or store the document as needed

Uploading Additional Evidence

You can strengthen your case by uploading supporting documents and evidence:

1. Open the case where you want to add evidence
2. Click the "Upload Evidence" button in the Documents section
3. Select files from your device or drag and drop them
4. Add a description of what the document proves (optional but helpful)
5. Click "Upload" to submit

Our team will review uploaded evidence and incorporate it into the case if relevant. Complex evidence may take a few business days to review.

Supported File Types

The portal accepts the following file types:

• Documents: PDF, Word (.doc, .docx), Excel (.xls, .xlsx)
• Images: JPG, PNG, GIF (for photos of documents or evidence)
• Email Evidence: EML, MSG format
• Archives: ZIP, RAR (if you have multiple files)

Maximum file size per upload: 25 MB. If you need to upload larger files, contact support for assistance.

Supported file formats and size limits:

💰 Payment Tracking

Track all payments and settlements related to your cases in one place.

How to See Payments Received

Every payment from a debtor is recorded in your portal:

1. Go to the specific case where payment was received
2. Look for the "Payment History" section on the case detail page
3. View the date, amount, and payment method for each transaction
4. Check the "Dashboard" page to see total "Amount Recovered"

Payments are typically processed within 2-5 business days of receipt. During processing, they'll show as "Pending" in your payment history.

Payment Plan Status

If a settlement includes a payment plan (installment payments over time), you'll see:

• Total settlement amount and payment plan duration
• Individual payment due dates and amounts
• Actual payments received with dates
• Remaining balance if payments are pending
• Status indicator showing if the debtor is current or behind on payments

If a debtor falls behind on planned payments, we'll take action to collect. You'll be notified of any issues.

Settlement Tracking

Settlement offers appear in your case timeline. When we negotiate a settlement:

1. You'll receive a notification with the offer details
2. Review the settlement terms in your portal
3. Approve or reject the settlement (you have 5 business days to respond)
4. Once approved, the debtor is notified of accepted terms
5. Payments begin according to the settlement schedule

🔔 Notifications

Stay informed about your cases with real-time notifications.

Bell Icon and Unread Count

The bell icon in the top navigation bar shows your notifications:

• Bell Icon: Located in the top right corner of the portal
• Unread Badge: A red circle shows how many unread notifications you have
• Click to View: Click the bell icon to see your notification list
• Mark as Read: Click a notification to mark it as read

Email Notification Preferences

You control how you receive notifications. Visit Account Settings to manage preferences:

1. Click your profile icon (top right)
2. Select "Account Settings"
3. Click "Notification Preferences"
4. Choose which events trigger email notifications
5. Click "Save Preferences"

You can choose to receive notifications via:

• In-Portal Only: Notifications only appear in the bell icon
• Email Only: Receive email alerts for important updates
• Both: Get notifications both ways

What Events Trigger Notifications

📝 Submitting New Claims

Ready to submit a new claim? The multi-step form guides you through the process.

Multi-Step Form Walkthrough

The claim submission form is divided into logical sections to make it easier to complete:

Required vs Optional Fields

Some fields are required to process your claim, while others are optional but helpful:

Document Upload Requirements

While supporting documents are optional, they significantly improve our ability to collect:

• Most Important: Original invoice or agreement showing the debt and debtor commitment
• Very Helpful: Proof of delivery or service provided (shipping confirmation, receipt, etc.)
• Useful: Communication with debtor (emails, letters) especially if they acknowledged the debt
• Supporting: Proof of previous collection attempts (letters, phone records, etc.)

All documents should be clear and legible. If submitting photos, ensure the text is readable.

📤 Bulk Upload

Have multiple claims to submit? Use bulk upload to submit many claims at once.

CSV Format Requirements

Your CSV file must follow a specific format for successful upload. Download our template to ensure correct formatting:

• File format: CSV (Comma-Separated Values)
• Encoding: UTF-8
• First row: Column headers (must match our template)
• Maximum rows: 1,000 per upload
• File size: Maximum 5 MB

Column Mapping

Your CSV must include these columns in this exact order:

Example CSV Format

Here's what your CSV should look like:

debtor_name,debtor_address,debtor_phone,debtor_email,claim_amount,invoice_date,invoice_number,description
John Smith,123 Main St,Chicago,IL 60601,555-123-4567,john@example.com,1500.00,2024-01-15,INV-2024-001,Professional services
ABC Corporation,456 Oak Ave,New York,NY 10001,555-987-6543,,2500.00,2024-02-01,INV-2024-002,Equipment rental

Validation and Error Handling

Our system validates your CSV file before processing:

• Format Check: File must be valid CSV with proper structure
• Required Fields: All required columns must be present and non-empty
• Data Validation: Amounts must be numbers, dates must be YYYY-MM-DD format, emails must be valid
• Duplicate Check: Won't accept exact duplicate claims (same debtor, same amount, same date)

If errors are found:

1. You'll see a detailed error report with row numbers and issues
2. Fix the errors in your spreadsheet
3. Re-upload the corrected file
4. Only rows with errors need to be corrected; valid rows are noted

Download Template Link

Start with our template to ensure your file is correctly formatted:

Bulk Upload Process

1. Navigate to "Submit Claims" → "Bulk Upload"
2. Click "Choose File" and select your CSV file
3. The system validates your file (shows progress indicator)
4. Review the validation report showing any errors
5. If errors exist, download the error report, fix issues, and re-upload
6. Once validated, click "Submit" to upload all claims
7. You'll see a confirmation with claim IDs for tracking

⚙️ Account Settings

Manage your account, security, and communication preferences in one place.

Accessing Account Settings

1. Click your profile icon (usually your initials or avatar in the top right)
2. Select "Account Settings" from the dropdown menu
3. You'll see tabs for different settings categories

Changing Your Password

Keep your account secure by updating your password regularly:

1. Go to Account Settings → "Security"
2. Click "Change Password"
3. Enter your current password
4. Enter your new password (minimum 12 characters, mix of types)
5. Confirm your new password
6. Click "Update Password"

Updating Contact Information

Keep your contact information current so we can reach you when needed:

1. Go to Account Settings → "Profile"
2. Update your name, phone number, or email address as needed
3. If changing email, verify the new email address (confirm link sent to new email)
4. Click "Save Changes" when done

The email address on file is used for:

• Logging into your account
• Receiving notifications and alerts
• Account recovery if you forget your password
• Password reset requests

Notification Preferences

Control how and when you receive notifications:

1. Go to Account Settings → "Notifications"
2. Choose your notification delivery method:
   • Portal Only (bell icon notifications)
   • Email Only
   • Both Portal and Email
3. Select which events trigger notifications:
   • Case Status Changes
   • Payments Received
   • Settlement Offers
   • Disputes Filed
   • Litigation Updates
   • New Documents
   • Approval Requests
4. Click "Save Preferences"

Other Account Options

• Two-Factor Authentication: Add extra security by requiring a code from your phone when logging in (recommended)
• Active Sessions: View and log out of other devices using your account
• Connected Applications: Manage third-party apps with access to your account
• Account Deletion: Permanently delete your account and all associated data

❓ FAQ / Troubleshooting

Can't find the answer you're looking for? Contact our support team at 820-587-1544 or email support@legalcollects.ai

Can't Log In

Problem: I'm getting an error when trying to log in.

Solutions:

• Verify you're entering the correct email address (case-insensitive)
• Check that CAPS LOCK is not on when entering your password
• Try the "Forgot Password" link to reset your password
• Clear your browser cache and cookies, then try again
• Try a different browser to rule out browser-specific issues
• Make sure your email address is verified (check your email for verification link)
• If your account is new, it may take up to 2 hours to activate

Still stuck? Contact support with your email address, and we'll help reactivate your account.

Case Status Not Updating

Problem: My case status hasn't changed in a long time.

Why this happens:

• The debtor is not responding to contact attempts
• The case is paused waiting for your response or additional information
• The case is in litigation, which moves slowly through the court system
• The debtor may have disappeared or the claim may be uncollectible
• The case is being held pending another event or decision

What you can do:

1. Check the case timeline to see the last activity date
2. Look for any notes indicating why activity has paused
3. Contact our team at 820-587-1544 for a status update
4. Provide additional contact information for the debtor if you have it
5. Upload new evidence or documents that might help the case

I Forgot My Password

Solution: Use the password reset feature:

1. Go to the login page
2. Click "Forgot Password?"
3. Enter the email address associated with your account
4. Check your email for a password reset link (may take a few minutes)
5. Click the link in the email
6. Enter your new password
7. Click "Reset Password"
8. Log in with your new password

Document Upload Failed

Problem: I'm getting an error when trying to upload a document.

Possible causes and solutions:

• File too large: Document exceeds the 25 MB limit. Try compressing the file or splitting it.
• Wrong file type: Ensure the file is PDF, Word, Excel, or an image format. No EXE or script files.
• Network issue: Check your internet connection and try again
• Browser issue: Try a different browser or clear your cache
• File name special characters: Remove special characters from the file name and try again

Still having issues? Contact support with the file name and error message.

Settlement Offer Not Appearing

Problem: We negotiated a settlement but I don't see it in my portal.

Why this happens:

• Settlement offers can take 24-48 hours to appear in the portal after negotiation
• Settlement may still be under review by our legal team
• Your portal may not have refreshed; try a page refresh

Solutions:

1. Refresh your browser (Ctrl+R or Cmd+R)
2. Log out and log back in
3. Check your email for settlement notifications
4. Wait 24-48 hours if the settlement was just negotiated
5. Contact support if it's been more than 48 hours

I'm Not Receiving Notifications

Problem: I'm not getting email notifications or in-portal alerts.

Troubleshooting steps:

1. Check notification settings: Go to Account Settings → Notifications and verify they're enabled
2. Check spam folder: Email notifications may be going to spam; whitelist support@legalcollects.ai
3. Verify email address: Go to Account Settings → Profile and confirm your email is correct and verified
4. Check event types: Verify that the type of event you're expecting is enabled in your notification preferences
5. Browser notifications: If using in-portal only, ensure your browser allows notifications from our site

How to Contact Support

Our support team is here to help! Reach us through multiple channels:

When contacting support, please have ready:

• Your email address associated with your account
• Case ID if the issue relates to a specific case
• A description of the problem and what you've already tried
• Screenshots if applicable
• Any error messages you've received

Common Error Messages

Browser Compatibility Issues

If you're experiencing problems with the portal:

• Clear cache and cookies: Your browser may have outdated files cached
• Disable browser extensions: Ad blockers or security extensions may interfere
• Try a different browser: The issue may be browser-specific
• Check JavaScript: The portal requires JavaScript to be enabled
• Update your browser: Ensure you're running the latest version

Slow Performance or Freezing

Solutions:

• Check your internet connection speed
• Close other browser tabs and applications to free up memory
• Clear your browser cache
• Disable browser extensions temporarily
• Try a different browser
• Restart your device if the problem persists