Setting up and using Case Velocity
Case Velocity is case-management software for law firms that runs through the Claude account your firm already has. This page covers registration, connecting Claude, what Claude does, and where to get help. Support: admin@legalvelocity.ai.
What it is
Case Velocity keeps your firm's case records: parties, facts, key dates, notes, tasks, and the client contact for each matter. Your own Claude connects to it as a connector and does the outside work: it reads your firm's Gmail and Google Calendar for anything about a case, keeps a Drive folder per case, drafts the steps you approve, and reports everything back to the site as proposals. Nothing is filed, sent or served without a person pressing a button on the site.
What you need
A Claude plan that supports custom connectors and scheduled tasks (Pro, Max, Team or Enterprise), and the Google account your firm uses for mail and calendar (Gmail, Google Calendar, Google Drive). You bring both; Case Velocity never sees your Google or Claude passwords. Payment is by card through Stripe: $499 a month for the first user and $200 a month for each additional user, with LVAI Pro included for everyone, after a 14-day free trial.
Finding your way around Settings
Settings is a list of headings: Team and billing, Firms, Users and rates, Your email signature, Defaults, Drafting, Trust accounts, Your practice and court rules, Client intake packets, Claude and Google, Your forms and templates, Phone link, RingCentral, Video calls, Your data. Each one opens and closes from its heading, Jump to at the top takes you straight to any of them, Open all and Close all do what they say, and the page remembers which sections you left open on this browser. A link into Settings from elsewhere on the site (Connect RingCentral, Connect Claude, coming back from a Google sign-in) opens the right section for you.
Light, dark, or your own colors
The Light / Dark switch at the bottom of the side rail flips the whole site; Settings → Appearance has the rest: Match my device (the site follows your phone or computer), ten ready-made motifs (Velocity, Midnight, Sand, Mint, Lavender, Sky, Rose, Slate, Forest, Graphite) and your own colors for the background, the side rail and the accent, with swatches or any color you like. The page changes as you choose; Save appearance keeps it, and it follows you to any browser you sign in on (it changes nothing for anyone else at the firm). Every motif, built in or your own, keeps the same rules: the big areas stay calm (a loud background is softened into its tint), a dark background is dark gray rather than black, text is off-white at night and near-black by day, the accent is nudged until links and buttons read clearly against the cards, and strong color is kept for the things that need your attention. Back to the Case Velocity look undoes everything.
1. Register your firm
Go to casevelocity.ai/register, enter the firm name, your name, your work email and a password, and continue to Stripe's secure checkout to put a card on file. Nothing is charged for 14 days. You land on a welcome page with the next steps, and you are the firm's account owner.
2. Google: your Claude does it
Case Velocity never asks you to sign in to Google, and you will never see a Google permission screen from this site. Your own Claude does all the Google work through Claude's Google connectors: it reads Gmail for case updates and files a case's emails in its folder, mirrors Google Calendar on the Calendar screen and adds the dates you enter, and keeps each case's folder in Google Drive. To set that up, open Claude, go to Settings, Connectors, and connect Gmail, Google Calendar and Google Drive with the Google account where your firm's email and files are. Each person at the firm does this in their own Claude.
What this means day to day: files you add on a case are kept in Case Velocity (Claude cannot carry a file into Drive); written documents and email copies go to Drive as Google Docs; an email with attachments is left as a Gmail draft that names the files, and you attach them in Gmail and press Send there. Claude never deletes anything in your Google account, and it sends only an email you write on the site and press Send for.
3. Connect your Claude (one click)
Press Connect Claude on the welcome page, in the top bar, or under Settings. It is the only button: Case Velocity works out which way to connect. The first time, Claude opens its "Add custom connector" form already filled in with the name Case Velocity and the address https://casevelocity.ai/mcp: press Continue, then Connect. You come straight back: since you pressed the button yourself while signed in, there is no Allow page to click. The Settings card changes to "Claude is connected" by itself. When Claude is already connected, there is no button at all.
Your firm already has Case Velocity in Claude? When someone at your firm has already connected, Case Velocity is in the firm's Claude, so Connect Claude opens Claude on your connectors instead of the add form (which would only say a connector with this address already exists): press Connect next to Case Velocity, and you are back. If you share one Claude account with a colleague and Case Velocity already says Connected there, do not disconnect it: press Use it for my Case Velocity on the Settings card, then press Enter in the Claude tab that opens. Your Settings card then says Claude is connected through that colleague's Claude: it does the requests you make for the firm, while email, Slack and forms in your own name need your own Claude account. Nothing changes for the colleague.
The connector uses OAuth 2.0 with dynamic client registration and PKCE, so there is no key to copy. The sign-in grants Claude access to your own firm's records only. You can disconnect at any time from Settings, which cuts Claude off immediately. The connector stays in Claude, so connecting again later is the same one button; you never need to remove the connector in Claude and add it again.
If your Claude shows the form empty, paste the address above into the "Remote MCP server URL" field. If your Claude cannot sign in to websites, Settings offers a private link instead (Settings, Connect Claude, "Other ways to connect").
4. Tell Claude once to keep things current
Claude checks your email and calendar when you ask it to, or on a schedule. The Settings card shows one line to paste into any Claude chat; it asks Claude to set up two scheduled tasks: a full check every 12 hours, and an hourly pickup of the requests you leave for it on the site. Each check runs inside your own Claude, with your own Google connections.
5. Approve what Claude found
The Today page has five columns: what is due today and overdue (and in the next 7 days); the steps waiting on your approval; Email updates (what Claude found in your mail and the team chat, with the Check button); Calendar updates (hearings, deadlines and meetings Claude found, and today's Google Calendar); and the cases going stale. Each update is a proposal: accept it onto the case, add a new case from it, reply or forward (you write the message; Claude sends it only when you press Send), dismiss it, or press Ask Claude to leave Claude an instruction about it. Drafts Claude writes appear under Drafts for your review before anything leaves the firm. What Claude did for you is listed under Done by Claude, each with the name of its case on top: click the name to open the case. To send the work back for a change, a revision or the next step, press Reply to Claude under the result (on Today, under a case's items, or in a task's Claude box) and write what you want, with files or a screenshot if they help. The conversation continues: Claude reads everything said before and the files it made, works in the same project folder and saves its changes there as new versions (v2, v3), so you never start a new request over. Your messages and Claude's answers show one under the other; Open conversation shows the whole of it with the project folder. While Claude works on a reply, the box waits for its answer. Dismiss puts the whole conversation away. When you ask Claude to send someone a Slack message ("send a Slack to Tiffany to find out about the closing"), Claude writes it and it waits there, under what Claude did: read it, change anything, and press Send in Slack, from any computer or your phone. Claude sends exactly that text from your Slack at its next run (within the hour, or at once with Run in Claude now), and the card then says Sent in Slack. Don't send puts it away. Claude never sends a Slack message you have not approved this way. Every task, wherever it appears (Today, a case's Next steps and Tasks tab, the firm's Tasks page, email steps included), has a box for instructions for Claude with a Send to Claude button. On a draft waiting for your yes, write what to stress, what to leave out, tone, length, who signs; Send approves the draft with those instructions (Yes, do it works as before, and anything typed in the box goes along). On a to-do, an email step or a finished draft, the box is how you ask Claude to do something with it: "draft the text to the client", "rewrite this email in Spanish and leave it as a Gmail draft", "tighten the facts section". Claude does it at its next run (or at once with Send to Claude now) and reports back under the box.
Legal work with Legal Velocity Pro
LVAI Pro is included. Everyone on your Case Velocity account gets their own LVAI Pro seat at no extra cost — during the free trial and on free accounts too. Each person gets an email from admin@legalvelocity.ai, and Settings, Claude and Google shows the same two buttons: Add the LVAI Pro plugin to Claude (click Add in Claude) and Add Legal Velocity to Claude (click Add, then Connect, sign in with your own email address, type the 6-digit code that arrives, and click Allow). A person added later gets their seat within minutes; a person removed loses it; and when the firm's Case Velocity access ends, LVAI Pro ends with it. Someone who already paid for LVAI Pro on their own has that subscription cancelled at the end of the period they paid for, so nobody pays twice; this happens once your firm's first Case Velocity payment has gone through (not during the free trial or on a free account) and they have signed in to their Case Velocity seat with their own email address. Legal research also needs your own Midpage or Descrybe connected in Claude.
Whatever you ask Claude for through the site that is legal work (researching a question, writing or revising a motion, brief, letter, pleading or agreement, discovery, checking or linking citations, filling a court form, exhibits, the real estate steps) is done with your Legal Velocity Pro skills, never from memory alone: deep or quick legal research, legal writing, and then every citation and quotation verified and every case, statute and rule hyperlinked to its source before it reaches you. That holds for Ask Claude, Tell Claude what to do on this case, the instructions box on a task, a chat message to @Claude, court rules, and every draft step. When Claude reports back it names the skills it ran: Today shows them next to Claude's answer (an LVAI Pro label with, for example, legal-research, legal-verification, hyperlinking), and a draft shows them above its text. If your Claude cannot reach Legal Velocity Pro (the LVAI Pro plugin or the Legal Velocity connector), it says so instead of doing the legal work another way. Ask Claude and the instruction boxes work whenever your Claude is connected, also when the site has its own Google sign-in.
Every legal document runs the whole LVAI Pro chain, every time. Whether it is a motion, a brief, a pleading, a memo, a letter, discovery or an agreement, and whether it comes from a draft step or from something you ask Claude for, Claude runs deep research, legal writing, the exhibits and the Exhibit Binder, citation verification (with corrections and a second check), hyperlinking and the Citation Binder. The project folder gets the research memo, the Word papers, the Citation Verification Report, the Citation Binder and the Exhibit Binder, and the site sends the work back to Claude if any of them is missing. Only the Exhibit Binder may be left out, when the paper relies on no document; the report and the Citation Binder are skipped only when the papers cite no authority at all. Routine letters (a letter of representation, a cover or transmittal letter, an engagement or retainer letter, an intake letter, an adjournment request) and routine documents (a deed, a stipulation, a consent order, a substitution of attorney, a notice of appearance, a release, a satisfaction, a power of attorney, an affidavit of title) skip the research and the binders: they are written, verified and hyperlinked only. Type "lvai" in your request to get the full suite on anything, routine or not. Closing documents, riders, title reviews and filled forms run their own LVAI Pro skill instead.
Every draft comes back as the complete filing package. When you say Yes, do it on a draft step, Claude prepares the whole project with your LVAI Pro skills, the way a finished motion looks: research on the issues the papers argue; every paper as its own formatted Word file (the attorney block with the Attorney ID, the ruled caption with the court, docket number and title, double-spaced text, page numbers, signature lines); for a motion, the Notice of Motion with its Certification of Service, the Certifications with every document they refer to attached as exhibits behind EXHIBIT A, EXHIBIT B tab pages and stamped Page X of Y, the Brief, and the proposed Order; every citation verified, corrected and hyperlinked; a Citation Verification Report and a Citation Binder; and one merged, bookmarked filing packet PDF in filing order. All of it goes into a dated folder inside the case folder. The draft's review window lists every file (open each one from Drive), says whether the package is complete, and names anything Claude could not make and why. Citation links are checked by the site itself: it opens every Word paper Claude delivers (for a draft step or for anything you ask Claude for) and sends the work back to Claude if any case, statute or federal rule in it is plain text. The review window shows how many citations are linked, and lists any citation no source could be found for, with Claude's reason. New Jersey court rules (R. 4:50-1) and short cites (160 N.J. at 368) are not linked. The text under the files is a copy of the main paper for reading; to change the papers, use Revise with LVAI Pro, which rebuilds the files. Enter the Signing attorney and Attorney ID for each firm in Settings > Firms so they go on the papers. Without a connected Claude the site can only write a plain first draft in the page, without LVAI Pro.
Every draft starts from the client's folder. All the information a draft needs is in the case's folder in Google Drive, so before Claude writes a draft or a letter for a case it reads every file in that folder and in all its subfolders: Google Docs, Sheets and Slides, Word files, PDFs (a scanned PDF is read as pictures of its pages), photos and text files. With Draft with Legal Velocity Pro your Claude reads the folder with its own Google Drive connection. A quick draft in this page, and Draft it now on a letter, read it first (the step shows "Reading the client's folder: 3 of 12 files") and then write. Every draft says what it was written from, above its text: Written from 9 files in the client's folder, with Show the files (each file read, and each one that could not be read and why: a zip file, an Excel file to open in Google Sheets) and Open the folder. A quick draft here takes as much as fits in one request (about 300,000 characters of text, 8 scanned PDFs and 10 pictures); anything left out is listed as not read, and Draft with LVAI Pro reads every file. If the folder cannot be opened, nothing is drafted and the step says why.
What the site writes by itself (a quick draft or revision, Ask about this case, Catch me up, suggested next steps, reading a check, a deposit slip or a bank statement) uses Claude Opus 5.5 at high effort. Billing descriptions use a smaller, faster model, and Hecky keeps his own quick voice.
6. Work the case without leaving it
Every case has People (everyone on the matter with their email, phone and address, kept on one contact card each), Email (write an email here; your Claude sends it from your own Gmail exactly as written, or saves it as a Gmail draft, and every email on the case is listed with its status), Calls, texts & email (every call, text and email on the case in one list, newest first; each email has a link that opens it in Gmail and one to its copy in the case folder, which anyone at the firm can open) and Notes. Rest on any phone number anywhere on the site and a small menu offers Call, Text and Copy. With RingCentral connected (Settings), Call rings your own phone first and then the other party, Text goes out from your RingCentral number, and every call and text with the people on a case is brought onto the case automatically. Notes come from you, from Claude, or from your Plaud recordings (press Pull Plaud notes, or let Claude file new recordings at each check); each note, call and text has its own Ask Claude button, so "turn this into a memo", "add these action items as tasks" or "draft a reply" is one sentence away. The Tasks tab has the instructions box on every task too, and a box at the bottom, Tell Claude what to do on this case: write it as you would to an assistant, press Send, and Claude does it at its next run (or at once with Send to Claude now) and reports back under the box.
The Tasks page
Tasks lists every to-do and draft across your cases. Filter by case, by person (Assigned to has Me at the top, so each person sees their own list), by due date, and by Case type: the row of chips above the tabs shows each kind of case that has tasks, with a count, so a morning can go to divorces and an afternoon to closings. The list shows one bar per case, the most urgent first (overdue, then the soonest due date): each bar gives the case's client and type and how many tasks it has, how many are overdue, due today or waiting on you. Press a bar to open that case's tasks under it; Open all and Close all are above the list, and Open case goes to the case itself. Under each task, Ask Claude to do this opens the box for instructions to Claude. The Case menu lists every open case, with the number of open tasks beside the ones that have any. The person, due date and tab you choose are remembered on your browser; the case type is not, so Tasks always opens on All types. Whenever a filter is hiding tasks, a line above the list says how many, with Show all tasks. Assigned to → Me shows the tasks of the Settings user who is you (matched by your name or email). A task you accept from an email update goes to the attorney responsible for the case unless the update names someone, with the due date the email states. When a case is closed, its unfinished tasks are deleted, and its finished ones stay on the case but leave the Tasks page. Every open task has an Assign to menu on its row: pick a person and the task moves to their list at once (the case activity notes the hand-off); Not assigned takes it back. On a divorce, once the Answer or appearance filed date is entered on the case's Dates tab (the complaint has been filed and answered), three steps go on the list by themselves: Prepare and file the Case Information Statement (due 20 days after the answer, R. 5:5-2), Draft and serve interrogatories and Draft and serve a notice to produce, each waiting for your yes before Claude drafts it. A step the case already has is not added twice, and one you delete is not added back. When Claude reads an eCourts or court notice that the answer or appearance was filed (or the complaint served), the email update offers to enter that date for you: press Accept and the deadlines and these steps follow. Every task, email steps included, can be finished or removed from its row: Mark done (for an email, when it went out another way or is not needed) and Delete, which removes it for good and withdraws anything still waiting for Claude about it. A draft already in your Gmail stays there.
Who an email goes to
At the top of Write an email are the people on the case who have an email address, and your Team: everyone with a sign-in on your firm's account and everyone invited to it (Settings, Team and billing). Choose To, Cc or Bcc under Add to, then press a name or address to put it on that line; press it again to take it off. People on the Bcc line get the email without the other recipients seeing them.
Attachments on an email
An email written on a case can carry files three ways: From my computer (a file you choose, up to 20 MB each, 18 MB in all), A form from my library (any form or template in your forms folder, or one kept on this site), and From the case folder in Drive (the files in the case's Google Drive folder and its subfolders, folders listed first with Open, and Find looking through every folder; everyone at the firm sees the same folders, read with the firm's Drive sign-in when you have none of your own; a Google Doc goes as a PDF). In the Drive window, tick as many files and folders as you want, in any of the subfolders, then press Attach for the files or Add as links to put a link to each one (or to a whole folder) at the end of the email. Videos and other files too big for Gmail, and folders, go only as links; every link is opened view only to anyone who has it, so no one has to ask you for access. A linked folder opens with everything in it, including files added to it later. Each one is listed on the email with a Remove link before anything is sent.
How they travel depends on one setting. When the site is signed in to your Google account for Drive and Gmail (Connect Google on Today or in Settings: one sign-in for Drive, Gmail and Calendar), Send now sends the email from your own Gmail that moment, exactly as written, with the files attached, and Save as Gmail draft leaves it in your Drafts with the files attached; the Email tab lists it as sent from your Gmail, and Claude files the thread in the case folder like any other. Without that sign-in, the email goes through your Claude, and Claude cannot carry files: an email with attachments is then saved as a Gmail draft that names the files, the Email tab shows what to attach (with a Download link for a file kept on this site), and you attach them in Gmail and press Send there. The intake-forms email works the same way: from the page it goes to your Drafts with the forms attached; through Claude it names them for you to attach.
Letters on your letterhead
A case's Letters tab writes letters on the firm's letterhead, as Google Docs in the case folder. Write a letter asks for the letterhead (each firm in Settings has its own: the letterhead document in your forms library whose name has the firm's name, such as "Letterhead-Alber Firm" for Alber Firm, P.C., or else the one whose name has no firm in it; Change picks another Google Doc or Word file, and the choice is kept for everyone at the firm), who it is to (choosing someone on the case fills in the name, address and email), how it is sent (VIA EMAIL, VIA eCOURTS, VIA JEDS and the rest), the Re: lines (the case and its docket to start with), a cc, and what the letter should say. Then Draft it now (the site's Claude reads every file in the client's folder and writes it from your words, the case and those files), Draft with LVAI Pro (the letter opens at once with a line holding the place of the body; your Claude writes the body with Legal Velocity Pro at its next run, or right away with Run in Claude now, and it appears in the same Google Doc), or Blank letter (everything but the body, for you to write).
The letter is a copy of the letterhead document: the letterhead stays (the page header and footer, a letterhead table at the top, and anything above the old letter's date), the old letter on it goes, and the new one is written in the old one's font, size, spacing and justification: the date, how it is sent, the addressee, the Re: lines, the salutation ("Dear Judge Ostuni:" for a judge, "Dear Counsel:" for a lawyer), the body, the closing ("Respectfully submitted," to a judge or court), your name, the firm, "Attorney for Plaintiff, ..." and the cc. There is nothing to save: it is in the case folder in Google Drive from the start. It opens in a window over the page, in Google Docs, in the same Google account as the site, where you change what you like and Google Docs saves as you type. Open in its own window opens it in a Google Docs window of its own (use it when the letter does not show in the window: some browsers keep Google sign-ins out of other sites). Email it sends the letter as a PDF, as it is in Google Docs at that moment, from your own Gmail, with To filled in from the addressee and lines for Cc and Bcc, or leaves it in your Gmail drafts. The Letters list shows each letter, who it is to, who wrote it and when it was emailed.
The Write a letter window needs Case Velocity's own Google sign-in, which is off on this site: the Letters tab instead offers Ask Claude, and your Claude writes the letter on your letterhead in the case folder in Google Drive at its next run (or right away with Run in Claude now).
Documents: the case folder in Google Drive
A case's files live in its Google Drive folder, and the Documents tab shows that folder: every subfolder and file as a link, with a path to step into subfolders and back. Add a file puts a file straight into the folder you are looking at in Drive (nothing is stored on the site); New folder makes a subfolder; Organize with Claude has your Claude sort the files at the top of the folder into subfolders that fit (Pleadings and filings, Correspondence, Discovery, Client documents, Court orders and notices, Research and memos, Billing, Closing documents), making only the folders it needs, renaming and deleting nothing, and telling you what it moved. Claude lists each case folder at its runs, so the tab is current even when the site has no Drive sign-in of its own; to add files from the page with one click, connect your Google account once (Connect Google on Today or in Settings). Claude keeps doing the email and calendar work either way.
Claude also keeps the case folder complete on its own: every email tied to the case, including the ones you send from the site, goes into the Email subfolder as a Google Doc; each Plaud note goes into a Notes subfolder; and a Calls and texts log Google Doc holds every call and text message on the case, replaced whenever the log changes. All of it is listed under Documents in this app with an In Drive link, and the search box above that list finds a document by its name, an email's sender or subject, or words inside it (capitals and accents don't matter). Settings has a switch for the calls, texts and notes filing.
The attachments of filed emails. Claude's Gmail connection can read an email but cannot download its files, so the site fetches them itself: when the site is signed in to Gmail for reading and to Drive (Connect Google, every box ticked), each email Claude files on a case has its attachments copied into the same Email folder in Drive the moment it is filed, listed under Documents in this app as Email attachment with an In Drive link. Pictures placed inline in a signature are left out, as is any file over 25 MB. For emails filed before that sign-in, the Documents tab says how many have attachments not in the folder yet and offers Copy attachments to the folder, which looks at those emails (ten at a time) and copies what they carry. If Settings says Gmail was left unticked, press Fix it: Google asks again for just that.
Scanning papers with the phone app
In the Case Velocity app for iPhone and Android, the Scan button on Today, Cases and every case opens the camera: the phone finds the edges of each page and straightens it, and you can shoot as many pages as the document has (24 at most in one go). The pages become one PDF, named and filed in the case: it appears at the top of the case's Documents tab, on the phone and on this site, with its page count and folder (Court orders and notices, Client documents, Correspondence, Pleadings and filings, Discovery, Billing, Research and memos or Closing documents). Open it on the site and the PDF shows right in the document window; Download saves it, Delete removes it. On the phone, Open draws the pages; Download opens the share sheet (print, mail, save to Files).
Before a scan is saved, a check screen lets you turn, crop, reorder and remove pages, pick the look (Color, Gray or Black and white, the cleanest for court papers), name the file, and choose the case and folder. When you have allowed Claude in the app, Claude reads page 1 and fills in a name, finds the case by its docket number or caption, picks the folder the kind of paper belongs in, and, if the page sets a court date, offers it on the Documents tab with Add to calendar. Scanning from a case with Save straight to the case on (More, Scans) skips the check screen; a bar at the bottom says where the scan went and offers Undo for a few seconds. A scan made without signal waits on the phone and goes in by itself when the phone is back online (More, Scans, Recent scans shows each one's state); it stays on the phone only until it has reached the site.
Team chat
Chat in the side rail is the firm talking to itself, the way it would in Teams or Slack: a General channel for everyone, a thread per case (open it from the case page's Team chat button or from New conversation), and direct messages between two people. Messages arrive the moment they are sent on every open page, the rail and the browser tab show how many are unread, and Enter sends. Attach puts a matter, the case's documents, files from its Drive folder, or files from your computer (images, PDFs, Word and Excel, up to 20 MB each; with your Drive connected they go into the case folder too) on the message as chips anyone can open with one click. Several go at once: in From this computer, hold Ctrl (⌘ on a Mac) or Shift while clicking to choose up to ten files together; in A document and From Drive, press Attach on each one you want (the window stays open) and then Done. Type @ to mention a colleague or Claude.
General, just under Chat in the side rail, opens the firm-wide # General board on a page of its own, for messages that go out to the whole team (an office closing, a new form everyone should use). It is the same conversation as # General in Chat, not a copy: what anyone writes in one shows in the other, with the same message box (Attach, pasted screenshots, @mentions, ! Urgent, Remind), replies, forwards and reactions, and reading it in one place marks it read in both. New General messages are counted on the General tile; the Chat tile counts the case threads and direct messages.
Reply under a message answers it right there: the message box shows which message you are answering (press × or Esc to cancel), and your reply shows that message above it, so anyone can press it to jump back to what was said. Forward sends a copy of a message to one or more colleagues, case threads or General (up to ten at once), with a note of your own if you like; it arrives marked "Forwarded from" with who wrote it, where and when, and its attachments. A forward always shows the message exactly as it was written, and you can only forward a message you can see. Claude reads replies and forwards too: work handed on in a forward becomes a proposed task for the people it went to.
Urgent. When something has to get done right away, mark it urgent and it turns red for the whole team. Under any message, press ! Mark urgent (or press ! Urgent beside Send to send a new message as urgent). The message gets a red URGENT badge and a red edge, and its case thread shows a red dot under Case threads until someone presses Remove urgent. The people it is for get a red pop-up on whatever page they have open, a note in their direct messages with a button to answer in the thread, and a notification on their phone and computer: in a case thread or General, the person who wrote the message and everyone @mentioned in it; in a direct message or a group, everyone in it. Tasks work the same way: press ! Urgent on a task (or tick Urgent when you add or edit one) and it goes red at the top of the Tasks page, the case's Tasks tab and Today, its case opens on its own, and the person it is assigned to gets the pop-up. A task made from an urgent message starts out urgent. Anyone at the firm can mark something urgent or take the mark off, and the badge says who marked it and when.
Notes to self and reminders. Your own name, marked "(you)", is always first under Direct messages. Only you see what is in it: jot a note, paste a screenshot, attach a matter or a file, or use Forward on any message and pick yourself. Press ⏰ Remind before you send a note, or Remind me under a note you already wrote, and pick a time (in 20 minutes, in an hour, tomorrow morning, next Monday, or a day and time of your own). When the time comes a Reminder appears in your notes, the Chat badge counts it, and your phone and computer get a notification. Under a reminder, Remind me again sets a new time and See the note shows the note it came from. You can also ask Claude, "remind me Friday at 9 to call the trustee," and it puts the note and the reminder there for you.
Pop-up reminders. Open Reminders in the menu and press New reminder: say what, pick the day and time (or press In 1 hour, Today 4 PM, Tomorrow 9 AM or Monday 9 AM), and under For choose yourself or anyone at the firm; you can tie it to a case. At that time it pops up in the middle of whatever Case Velocity page is open, with a chime, and stays until it is answered: Done, or Snooze for 10 minutes, an hour, until tomorrow at 9, or a time you pick. The phone app and this computer's notifications get it too. Only the person it is for and the person who set it see it; the person it is for snoozes it or marks it done, and the person who set it can change or delete it. Reminders from your notes to self pop up the same way. You can also ask Claude: "pop up a reminder for Margaret Friday at 4 to send the CIS."
Writing to someone in a case thread. When you name a colleague with an @mention in a case thread (or in General), the message stays in the thread, and they also get it in their Direct messages with you, with a note to answer it in the thread and a Reply in the case thread button that opens the thread with the reply box ready. Under your message in the thread you see "Also in your direct messages with" and their name. Their phone or computer notification opens the thread the same way. Messages Claude sends to a colleague for you in a case thread get the same note.
Claude reads along at each of its runs. When someone takes on or hands out a piece of work ("I'll file the motion Friday", "Tiffany, please call Ms. Jimenez"), Claude proposes a task, under the message and on Today, with the person it is for and the date when one was said; Add it puts it on the to-do list (on the case the thread is about, or as a firm task), No drops it. Add task on any message makes one by hand. A message that names @Claude is a request: Claude does what it asks within its usual limits (documents and notes for review, Gmail drafts, calendar events, research) and answers right there in the channel. Claude never posts on its own, and a switch in Settings turns the reading off.
Ask your Claude, in any conversation, to tell someone at the firm something (for example "tell Tiffany to call Ms. Okafor about the mediation date") and it sends the message here, not on Slack: in the case's thread with an @mention when it is about a case, otherwise in your direct messages with that person. It is marked Sent for you.
Deleting. Anyone deletes their own messages. In a direct message either of the two people can delete any message, or the whole conversation with ⋯ › Delete conversation. Only the account owner can delete someone else's message in a case thread or in General, and so only the owner can delete a whole case thread. Deleting takes the messages away for everyone and can't be undone; files that were attached stay in the case's Drive folder.
Messages: everyone waiting on an answer
Messages in the menu lists every text and email with the people on your open cases from the last 30 days, grouped by case (each case opens and closes; Open the case goes to it). Needs an answer shows the conversations whose latest message came in during the last two weeks and that nobody has answered yet; texts and emails that ask something are marked Question and come first. The same list is the first column on Today, Texts & emails to answer. Text back or Reply answers right there (a text from your cell or the office line; an email reply that Claude sends from your Gmail on the same thread), and Dismiss takes it off without answering. Answering anywhere (here, on Today or on the case) takes it off both lists; if they write again, it comes back.
Calls inside the site
Anyone at the firm can call or video-call anyone else without picking up a phone: the sound and picture go straight between the two browsers (nothing is recorded, and nothing passes through a phone company). On the Chat screen, the Team list in the side column shows every colleague with a green dot when they have the site open; the phone button makes a voice call, the camera button a video call, and a direct-message conversation has the same Call and Video buttons next to the person's name. The other person sees a window with your name and Answer / Answer with video / Decline (and hears a ring if they have used the page since opening it). During the call a small panel sits at the bottom right of every screen with the picture, a clock, Mute, Camera off, Share your screen, Enlarge and Hang up, so you can keep working on the case while you talk. Recent calls are listed under the Team list; a missed one is in red. The browser asks once for the microphone and camera. A person who does not have the site open cannot be rung: send a message instead. Calls work across home and office networks; a firm behind a strict corporate firewall may need the relay the owner can set up (TURN_URL in the site's settings).
Send to Claude now
Claude runs on its own every hour (and a full check twice a day). The Send to Claude now button at the bottom of the side rail shows how many items are waiting — instructions, emails to send, drafts you approved, Drive requests — and opens Claude with the pickup already typed in; press Enter there and everything waiting is done right away. The site cannot start Claude by itself, which is why that one keypress in Claude is yours.
The Cases list
Click any column heading on the Cases list to sort by it (case, client, type, status, next due, open tasks, last review), or use the Sort by box. Tick the boxes to pick cases and a bar appears with what you can do to all of them at once: Close, Mark reviewed, Change type, and Delete (account owner or admin only). Delete shows exactly what goes with each case — tasks, notes, dates, documents list, calls and texts, unbilled time, updates, chat thread — and asks you to confirm; a case with invoices, trust entries or billed time is never deleted, only closed, so the books stay complete. The Drive folder and its files, and anything in Google Calendar or Gmail, are untouched.
One client, several cases: the client file
When a client has more than one case (a custody case, a support case and a family offense case, say), link them into one client file so you never have to leave one case to open the next. Tick the cases on the Cases list and press Link as one client file, or press Link them when the Cases list notices a client with two or more open cases. The client file is one row on the Cases list, with its matters under it.
Its page has a matter bar on top: All matters shows everything together, and each matter has its own colored chip. The tabs marked with a link sign are shared by all the matters: Documents, Email, Calls, texts & email, Notes and Chat, which is one conversation for the client whichever matter you write it from. Each item shows the matter it belongs to, and on a matter you can narrow a shared tab to that matter only. People, tasks, dates, letters, billing and trust stay with each matter; on All matters they are shown matter by matter.
In Google Drive the client gets one folder, named for the client, with each matter's folder moved inside it (nothing is copied or deleted, and links keep working). On the Billing tab, Create combined invoice bills all the matters on one invoice: each line shows the case it belongs to, with a subtotal for each case, and each matter's retainer or trust ledger pays only that matter's part. A matter can be taken out of the client file at any time.
Finding a case
Every box where you choose a case (filing an update from Today, a task, an event, time, expenses and invoices, the trust ledger, printing the calendar) opens with a search box at the top. Type anything you know about the case, not only its name: the client, the docket or file number (with or without the dashes and leading zeros), a phone number or email, a street or town, the court or county, the opposing party or their lawyer, anyone else on the case, the type of case, a custom field such as a claim number, or words from the facts. Every word you type has to be found somewhere on the case; capitals, accents and a small typo do not matter, and a line under each case says where it matched. When no case has every word, the closest ones are listed and the box says so. When you can only describe the case (“the slip and fall at the grocery store last spring”), choose Ask Claude to find it, in the list or under the search on the Cases list: Claude reads a short line on each case (its title, client, docket and file numbers, type, places, the people on it, when it was opened and the start of its facts) and lists the ones that fit, each with a few words on why. With the search box empty, the cases you opened or chose last on that browser come first. Use the arrow keys and Enter to choose, or Esc to close. The searches on the Cases list, Case status, the chat and the phone app find cases the same way, and while you search the Cases list puts the best match first.
Case status: every case on one screen
Case status in the side rail lists every case in columns: where it stands, the soonest thing due (an overdue task first, then the nearest task, key date or event), the latest update (Claude's last status note, your last note, the last activity) and the next steps (open tasks and upcoming dates). Update from Claude on a row asks your Claude to read that file and write a "Status and next steps" note on the case, putting any new deadline in front of you to accept; Update every case from Claude does it for the whole list; Ask Claude sends any instruction. Dismiss on a case takes it off the list once you have dealt with it. It comes back by itself when something new reaches the case (a note, Claude's status note, new activity or a new task), and its tasks stay on the Tasks page. Show > Dismissed lists the cases you dismissed (a search finds them too), and Show again puts one back. What you dismiss is cleared on your own list only, on every device you use, and your team's lists are unchanged. Order lists the cases soonest due first, by case name, longest since review, or by when each case was added to Case Velocity: Newest added first puts the case added last at the top, so a new case can be worked on right away, and Oldest added first starts from the first one; with these two, each case shows when it was added. The order you choose stays the next time you open Case status, on every device you use. The Cases list shows the same Next due and open-task counts. Cases brought over from MyCase or Clio often carry only a name: Fill in missing details on the Cases page asks Claude to read each such case's file and fill in what the pleadings and letters plainly show (divorce or custody, which side you are on, the docket, court and county, the opposing party and counsel). It fills only empty fields, never changes what you entered, notes each change in the case's activity, and works through the cases 20 at a time at its runs; a line on the Cases page shows how far it has got.
Pasting a screenshot
Take a screenshot (on Windows, Windows+Shift+S; on a Mac, Control+Command+Shift+4 puts it straight on the clipboard), click in the team chat or in the Ask Claude box, and press Ctrl+V (⌘V on a Mac). The picture appears under the box; the × on it takes it off. You can also drag a file onto the box. A picture larger than a screen is made smaller first. When you write @Claude in the chat, or send from Ask Claude, Claude looks at the screenshot along with what you wrote. Copied words always paste as words.
Speaking instead of typing
Every typing box (Ask Claude, the Claude box on Today, team chat, texts, email replies, search) has a small microphone in its corner. Press it, or press Alt+M (Option+M on a Mac) while you are in the box, and talk: your words appear where the cursor is. It stops when you stop talking, when you press the microphone again, or when you press Esc. Nothing is sent until you press Send, unless you finish by saying “send it”, which presses that box’s Send button for you. You can also say “new line”, “new paragraph”, “comma”, “question mark”, “period” (at the end of a sentence), “scratch that” to take back what you just said, and “stop listening”. Typing while it listens stops it, and Hecky stops listening for his name while you dictate. It works in Chrome, Edge and Safari, and in the iPhone and Android apps, where the same microphone is in every box (tap the square to stop). When the browser or phone can turn speech into text on the computer or phone itself it does; when it can only use its maker’s online service (Google, in Chrome or on Android; Apple, on an iPhone that cannot do it on the phone), Case Velocity tells you once and lets you choose. The first time on a phone, it asks to use the microphone (and, on iPhone, Speech Recognition).
Notifications on your computer
Settings, Notifications on this computer, Turn on notifications, then Allow when the browser asks. From then on Windows or macOS shows a popup when a teammate writes to you, a teammate calls, Claude finishes what you asked, a draft is ready, a court email comes in, and the morning list at 7:30, even when Case Velocity is in a background tab or another program is in front. Nothing pops up while you are looking at Case Velocity. Clicking a popup opens what it is about. Choose which kinds you want in the same section (the choices go for the phone app too), and press Send a test to see one. Do it once on each computer and browser you use. If nothing shows: on Windows, Settings, System, Notifications must allow your browser and Do not disturb must be off; on a Mac, System Settings, Notifications, your browser, Allow notifications must be on and Focus off. Popups arrive while the browser is running, even with the site closed.
Video calls
Save your personal meeting link once in Settings, Video calls (a Google Meet link made "for later", or your Zoom personal meeting link) and Video call on a case, a person or a contact first asks whether to Start now or Schedule for later. Start now opens your room with the link already in hand, so the window that follows texts or emails it to the client at once. Without a saved link it starts a new Meet or Zoom meeting and you paste the link. Nothing is written to the case when you press the button: a bar at the bottom of the screen times the call (press Connected when the other party joins, or let it run from the start), and the call is saved under Calls, texts & email with its length when you press End call or close the meeting tab. A meeting closed within two minutes that was never marked connected is asked about first, so a mis-click never becomes a call; Didn't connect keeps a one-line note instead. Schedule for later asks Claude to set up a Google Meet at the time you choose, invite the other party from your Google Calendar and put the event on the case.
Retainers
On a case's Billing tab, Add retainer records the client's retainer as a deposit into the trust account on that case's client ledger (the entry appears in Trust accounting too), and lets you set the agreed retainer, a floor below which you want to ask for more, and whether each invoice is paid from the retainer as it is sent. The Billing tab then shows the retainer paid, every deposit and every invoice paid from it with the running balance, an Apply retainer button on any invoice still owed, and a one-click Email a replenishment request when the balance falls below the floor.
To give a discount or reduce a bill, open the invoice and press Adjust bill. Choose Percent off the fees (costs are not discounted) or Dollar amount off, type the explanation the client will see (for example "Courtesy discount"), and press Save adjustment. The adjustment shows as its own line on the invoice and under Adjustments on the Word invoice, the total and balance due go down, and the change is noted in the case's Activity. It works on drafts and on invoices already sent; Remove takes an adjustment off again. An adjustment can't take off more than is still owed, so payments already recorded stay as they are. On a combined invoice, choose the matter it belongs to.
On a draft invoice, Remove beside a line takes that entry off the bill and puts it back on the case as unbilled time; Delete in an entry's Edit window deletes it for good (from the draft too). Download as Word and Save to Drive give the client a bill laid out like the invoice on the screen: letterhead, bill-to, one table of every charge with costs marked Expense and adjustments shaded, payments, and the total, paid and balance due.
Printing the calendar
Print on the Calendar page prints every item on every day, nothing folded into "+N more": choose the span (this month, two months, this week, the next 14 or 30 days, or dates you pick), the layout (a month grid in landscape, or a day-by-day agenda list with a blank Notes column), which kinds of items, and one case or all. Print opens your browser's print window (choose Save as PDF there for a file); Word document gives you the same calendar as a .docx you can change, mark up and send.
Your phone system
Settings, Phone system asks which phone system your firm uses: RingCentral, Zoom Phone, Dialpad, your own cell phone, GoTo Connect, Vonage, Microsoft Teams Phone, 8x8, Nextiva, or any other (VoIPx, Ooma, Grasshopper, an office phone system). The account owner sets it for the whole firm; anyone can choose a different one just for themselves. Every phone number on the site keeps its Call, Text and Copy menu, and what Call and Text do follows the choice.
RingCentral works as described below. Zoom Phone: your Zoom admin approves Case Velocity once (Settings shows the three steps, with a button to copy them for the admin), then each person signs in to Zoom inside the Zoom phone in the corner of the screen; calls, voicemails and texts there are saved on the case by themselves, with Zoom's call summary when you have it. Dialpad: sign in inside the Dialpad phone in the corner; Call dials there and the call is saved on the case, and incoming calls are saved too.
Every other phone system works in basic mode: Call opens your phone app on this computer with the number in it (press Test it in Settings once; if the app does not open, Settings shows how to make it the app that opens phone numbers), or shows the number large to dial on a desk phone. When you come back to Case Velocity a card asks how the call went, with the minutes filled in: one click saves it on the case, bills 0.1 hour for each 6 minutes, and can ask Claude for the follow-up tasks from your notes. Texts go from your linked cell phone (Phone link), or Case Velocity copies your text and opens your phone app for you to press Send; either way a copy stays on the case. To bring in the rest of your calls, download your phone system's call history as a CSV file and add it in Settings (every call with someone on an open case goes on that case, never twice), and type the address your phone system's voicemail emails come from: your Claude then files each voicemail and missed call on the caller's case. Ask for tells Legal Velocity your firm wants the full link for that phone system; the ones asked for most are built first.
RingCentral (calls and texts)
There is a phone panel in the corner of every screen: a RingCentral phone with a dial pad, calls through the computer's microphone and speakers, text conversations, voicemail and call history. Click its badge, sign in to RingCentral once and allow the microphone. From then on, Call on any number dials right there, Text opens the conversation, incoming calls show the caller's name from your contacts, and every call and text the panel handles is saved on the matching case. Turn the panel on or off per person in Settings.
The firm's account owner registers one RingCentral app once (Settings, RingCentral shows the exact steps and the two redirect addresses to paste) and puts its Client ID in the site's secrets; that removes RingCentral's demo banner from the panel and lets each person also press Connect RingCentral in Settings, which adds: Call can ring your RingCentral desk phone or app first instead of the panel, texts go out from any number on the site without opening the panel, and calls and texts made on your other phones are brought onto the case. Nothing about anyone's RingCentral password touches the site. In Settings each person chooses which phone rings first, which caller ID the other party sees, and which number texts come from.
Sending files with a text
In Text on any phone number, and in Reply on a case's Calls, texts & email tab, press Attach from computer (PDF, Word, Excel or pictures, up to 10), drag files onto the box, paste a screenshot, or press From the case to pick a document already kept on the case (a letter or draft written here goes as a Word file). Each file shows how it will reach the client before you send.
From your RingCentral number, pictures go inside the text, made small enough to send. Documents, and anything sent from your own cell through Phone link, go as a private link added to the end of the text. The client taps it, types the last 4 digits of the phone number the text went to, and downloads the files. The link works for 30 days. After 5 wrong tries it locks and you get a notification. Under the text on the case you see when the client opened it and how many files they downloaded, with Turn off link (or Unlock). Every file you send is also kept in the case's Documents, marked "Sent to client".
Phone link: calls and texts from your own cell
Calls and texts between your own cell phone and anyone on an open case can go onto that case, the same way RingCentral's do. Open Settings, then Phone link, and pick Link your Mac or Link an Android phone. iPhone users: nothing is installed on the iPhone. Your Mac already receives your iPhone's texts and calls (Text Message Forwarding and Calls on Other Devices on the iPhone), and the Case Velocity app on the Mac brings in the ones with clients. Download the Case Velocity app for the Mac, open it (the first time, right-click it and choose Open), press Open in the Mac app on the site, then follow the app's steps to allow Full Disk Access and Messages. Android: download the Phone Link app from the same screen, install it, type the 8-character code and allow calls and texts. From then on each call and text with a client, opposing counsel or anyone else on an open case shows up on the case's Calls, texts & email tab within about a minute, marked with the line it was on.
The site never gives the phone your client list. It sends a scrambled form of the numbers on open cases, and the phone sends back only the calls and texts that match. In the same Settings section you choose whether texts, calls and photos are logged, how far back to start, numbers never to log, and who sees them: The team on the case, or Only me (then they also stay out of the Drive log and the time review). On the case, Reply under a text, or Send from: My cell in the text box, sends the reply from your own phone; it shows as Sent once the phone has sent it. Pause for an hour or until morning, or unlink, from Settings or from the app itself. Under Let these people reply from my cell you can tick teammates: their reply goes out from your number, in the thread the client already has with you, and shows on the case as sent by them from your cell (only to people on a case, and only while your texts are shared with the team).
A person can have more than one phone number: on the People tab or the contact card, Add another phone number (mobile, work, home). Calls and texts on any of them land on the case. On the Calls, texts & email tab each day opens and closes from its date, with a count of that day's texts, calls (and their total length) and emails when closed.
Client intake forms, sorted by Claude
Settings, Client intake packets lists the forms a new client is emailed for each kind of case. The files come from your own forms folder in Google Drive. Press Have Claude sort my intake forms and Claude reads the web-page forms in that folder, moves the ones a client fills in (intake questionnaires, the Confidential Litigant Information Sheet, the Case Information Statement questionnaire, the estate planning questionnaire) into an Intake forms folder inside it, and chooses the right file for each packet row. Nothing is renamed or deleted, a row you chose a file for stays as it is, and anything Claude could not place is listed for you to choose by hand. A form that is not in your library at all can be uploaded from your computer: right on its row, with Upload from my computer under a packet (the form joins that packet and your forms library at once), or on the intake email when a form is missing. It goes into the Intake forms folder of your Drive forms folder when the site is connected to your Google Drive, and is otherwise kept on the site and attached from there until you add it to Drive. A form that is somewhere else in your Google Drive can be brought in the same way with Choose from Google Drive, on its row or under a packet: browse My Drive and its folders, look in Shared with me, or search by name. Only files that can be forms are offered (Word, PDF, Google Docs, web pages, text); the one you choose is copied into the Intake forms folder and the original stays where it is. This needs the site's own Google Drive sign-in (Settings, Claude and Google).
Court rules for every state and practice area you choose
New Jersey's rules are built in. For any other state, and for a practice area such as bankruptcy, Settings, Your practice asks your Claude to write the playbook the moment you save: the case type, the first steps on a new case, and the deadlines that run a fixed number of days from a date you enter, each with its citation to that jurisdiction's rule. The card Court rules and first steps by state and practice area shows what is built in, what Claude wrote and when, and what is still waiting. Every deadline Claude wrote is a first pass: it carries the citation and whether Claude read the rule's text, and you can change a day count, take a rule off, remove the book, or ask Claude to write it again (your edits are kept).
Your email signature
Settings, Your email signature: your name, title, firm, address, phone, email, website, a closing line, small print, and a logo or photo placed left of, above or below the text. It goes at the end of every email written on the site (case emails, replies and forwards, the intake-forms email, and the drafts Claude leaves in Gmail): as plain text in the message, and formatted with the image in the version Gmail shows. Each person on the team sets their own; until you set one up, the plain block (name, Esq., firm, address, phone, email) is used as before.
Keeping cases current from MyCase
After you move cases over from MyCase (Settings, Import from another system), your Claude can bring over what is new on them, when you ask or on a schedule you give it: cases newly opened in MyCase are added; new documents go into the case folder in Google Drive, under From MyCase; MyCase notes and case status updates appear on the case's Notes tab marked MyCase; and court dates and other events come to Today as updates to accept, marked MyCase, next to the calendar updates. A document, note or court date brought over once is never brought over twice, nothing goes on your calendar until you accept it, and nothing in MyCase is changed.
What the connector lets Claude do
The connector has these tools. Four only read: get_work (the requests you left, the check list of cases, and the rules Claude must follow, including that legal work is done with Legal Velocity Pro), get_case (everything on file for one case, with the client's Drive folder, which Claude reads whole before it drafts), get_document_text (a document you wrote on the site) and get_filing_text (a note or call log to put in Drive, exactly as the site wrote it). The rest report back: post_updates (email and calendar findings, shown to you as proposals), post_calendar (calendar events for a case), file_email (which emails were saved to a case), set_case_folder (the Drive folder made for a case), post_folder_listing (what is in a case folder, for the Documents tab), post_drive_files (the notes and call logs saved to Drive), post_templates (your forms folder), claim_draft, post_draft and fail_draft (a drafting step taken, delivered, or given back with a reason), post_notes (notes from your Plaud recordings, filed on their cases), post_calls (the voicemails and missed calls your phone system emails you, filed on the callers' cases), post_chat and chat_reviewed (an answer in the team chat to a message addressed to Claude, and the mark of how far it has read), post_intake_files (which file in your forms folder is each intake packet's form), post_playbook (the court rules and first steps for a state and practice area), finish_request (the outcome of something you asked for), and link_claude (used once, when you press Connect Claude and the connector is already in your Claude). No tool deletes anything; in Drive, Claude only creates, moves files between a case folder's own subfolders when you ask it to organize that folder, and trashes the earlier copy of a call log it has just replaced. Nothing Claude reports becomes part of a case until you accept it.
Adding your team
Settings, Team and billing: press Add a user, enter a colleague's name and email, and send. The $200 seat goes on your subscription, prorated, and Case Velocity emails them the invitation right away, with your name on it; if they reply, the reply comes to you. They choose a password and are in. Next to each person still invited, the list says when the email went out. Send again emails a fresh link (the earlier one stops working; invitation links do not expire); Copy link lets you send it another way too. If an email cannot go out, the page says why and shows the link to send yourself. Each person connects their own Claude the same way, with Connect Claude. Someone who opens their invitation again after setting up is taken to sign in, and from there to the setup steps. Removing a user takes the seat off the next bill.
Billing
The billing page (Settings, Manage billing, or casevelocity.ai/billing) shows your plan, users and next renewal, and opens Stripe's customer portal to change the card, download invoices or cancel. Cancelling stops billing at the end of the period already paid for.
Free accounts. If someone gave you Case Velocity free, the email you got has a Set up my free account button: name your firm, choose a password, and you are in. No card is asked for. Settings, Team and billing shows your last free day and how many users the free account covers. You get an email a week before that day and the day before it, and in the last week the top of the page says so too. To keep going, add a card on the billing page whenever you like: nothing is charged before the last free day. If you do nothing, the workspace pauses when that day ends, and your cases, documents and records are kept so you can pick up again later. Every one of those emails has a link at the foot to stop them.
Your data
If the site goes down. Your records live in a database apart from the site itself, so a crash of the site loses nothing: the site restarts on its own, and the database keeps a point-in-time copy of the last days. The case folders, emails, attachments, notes and call logs are in your own Google Drive, the email is in Gmail and the calendar in Google Calendar, none of which the site owns. On top of that, every night the site writes a backup into your own Google Drive: once anyone at the firm has connected Google Drive (Settings → Claude and Google), a folder named Case Velocity backups appears in that person's Drive with, for each night, a ZIP of every record (one plain JSON file per kind, each person's own records, and the files kept on the site) and a firm snapshot Google Doc you can open and print: every open case with its people and their phone numbers, the next dates, the open tasks, money in trust, unbilled time and unpaid invoices; then the firm's tasks, trust balances by client, outstanding invoices and contacts. If the site were ever unreachable, that Doc is the regroup sheet. The last 30 days are kept (older ones go to Drive's trash, never deleted outright). Settings → Your data shows the last backup with links to the folder, the latest snapshot and the latest ZIP; an owner or admin can press Back up now. Export everything downloads the same package at any time.
Case records are stored for your firm only, and every sign-in and connector token reaches only that firm. Claude reads your email, calendar and Drive through your own Google connections inside your Claude account, not through Case Velocity. See the Privacy Policy and Terms of Service.
Support
Email admin@legalvelocity.ai. Say which firm you are with and what you were doing, and include a screenshot when you can.