# Every call, message and meeting, captured and sent with permission

The firm's mail, calendar, calls, texts, video meetings and faxes flow through one workbench. Each one is captured into the compliance archive as it happens, and anything the firm sends goes out under a clear permission.

## Mail and calendar through Microsoft 365
Connect the firm's Microsoft 365 account once. Mail in each synced mailbox, inbox and sent, is captured in real time, and a daily pass catches anything missed. Teams calls, chats and meeting recordings with their transcripts are captured too. Staff read free and busy time, create meetings with a Teams link, update or cancel them, and never leave the workbench. A Teams bot takes a mention and files it, and can schedule a meeting on request.

## Calls, texts, voicemail and fax through RingCentral
Connect the firm's RingCentral account and every extension is covered. Call records, texts with pictures, voicemail with its transcript and faxes are captured. The first connection brings in the history already on the account, and a daily check fills any gap in the call log. A fax is matched to the client by number and lands on the household record as a touchpoint, so a signed form sent by fax is filed the moment it arrives.

## Text messaging through Twilio
Firms text clients through Twilio from their own numbers, with pictures and rich messages where the carrier supports them. Every text, in and out, is captured, and delivery status follows the message into the archive. A client who replies STOP is opted out across every number and every service of the firm at once, and START opts them back in. If the opt-out record cannot be checked, the message does not go. Calls can be placed from the same numbers and are not recorded unless the client has agreed.

## Send as yourself, with permission
Staff send mail from their own mailbox, and the sent copy is captured like any other message. An administrator can grant one person the right to send as another, and the grant is a record that can be reviewed and withdrawn. Automated mail from the firm goes out under its own sender, within the limits the firm's mail administrator sets. Every send writes an audit entry that names the sender, the permission used and the time.

## Messages to clients, released by three people
A message to a client can be drafted by one person, its consent confirmed by a second and released by a third. Quiet hours are fixed in the client's own time zone, so nothing arrives at night. Reminders for tasks and deadlines go out by email and text on the schedule the firm sets. Marketing mail is separate: it goes only to people who have given consent, after an exact approval of the content. See [marketing with consent](/marketing).

## Meetings through Zoom
Connect the firm's Zoom account and meetings are scheduled from the client's thread. Cloud recordings are collected a few minutes after a meeting ends and stored in the archive with the rest of the client's history. Scheduling, joining and recording stay inside the same workflow as mail and calls, so a client's whole relationship reads as one timeline, whichever channel they used that day.

## Recordings that play back, with consent
Recorded calls and meetings play back securely inside the workbench through short-lived links; nothing is downloaded or passed around. A transcript is prepared only when the recording consent on file covers it, and the transcript is kept with the recording in the archive. A live call can show a running transcript as it happens. Each recording keeps its length, a thumbnail and its transcript status on the touchpoint. See how the [compliance archive](/archive) keeps all of it and what else the [practice side](/practice) includes, or [talk with us](/contact).