Reporting that shows up without anyone building it
You are not installing software or learning a dashboard. You are pointing an AI assistant at your call tracking data and telling it what to send you.
Call tracking done right
A separate tracking number for each marketing source, the snippet installed site-wide, and answered-call thresholds that never count voicemail as answered.
A daily morning report
Your four core numbers for the prior business day, plus every missed call with its time and source so you can call those people back the same morning.
Automatic problem flags
Coverage gaps, callbacks that took too long, repeat callers who never reached a human, and drift from your intake script if you have one written down.
Weekly and monthly roll-ups
Trends by day and hour, qualified leads by source, and cost per qualified lead and cost per signed case once you share your spend and average case value.
Two steps
Step 1 takes about five minutes. Step 2 is a copy and paste. Viktor is the AI employee we use inside our own agency, and these are the instructions we hand to firms who want their own intake monitor.
Create your Viktor account
Viktor connects to your call tracking platform, runs on a schedule, and reports in plain language. Sign up, then connect the platform you use.
Sign up for ViktorImport the intake monitor instructions
Download viktor-intake-instructions.md, paste the whole file into Viktor as custom instructions, and say "Set up the intake monitor." It will confirm your hours, practice areas, case criteria, and intake script before the first report goes out.
Download the instruction setViktor and the call tracking platforms below are paid third-party services with their own subscriptions. The playbook and the instruction set are free.
Pick a platform and the instructions walk you through it
Both connect to Viktor. Choose CallRail if you mainly need call tracking, recording, and per-source numbers - the simplest starting point for a solo or small firm. Choose WhatConverts if you also want web forms and chat scored in the same place, with lead quality marked at the source.
Either way, the instruction set covers signup, creating tracking numbers, installing the snippet, three test calls to prove the data is classified correctly, and confirming your state's consent rules before call recording is turned on.
The four numbers, counted the same way every day
Definitions matter more than dashboards. A metric that quietly counts voicemail as answered will tell you everything is fine while cases walk down the street.
| Metric | How it is counted |
|---|---|
| Total calls | Every inbound call to a tracked number, deduplicated when the same caller rings twice inside 15 minutes. |
| Answered calls | Calls that reached a live human, with a minimum talk time of 30 seconds. Voicemail, hangups, IVR-only and after-hours recordings do not count. |
| Answer rate | Answered divided by total calls, always shown with the denominator so a slow day is not mistaken for a bad one. |
| Qualified leads | Answered calls that are a genuine new matter in your practice areas with nothing disqualifying: not a current client, vendor, wrong number, opposing party, or outside your case criteria. |
Daily, 8:00 am
The four numbers for the prior business day, every missed call with time and source, your worst hour, and how the day compares to your trailing 30-day average.
Weekly, Monday
The week against the prior week, answer rate by day and hour, callbacks and median callback time, qualified leads by source, and one recommendation.
Monthly, first business day
A four-month trend, cost per qualified lead by source, cost per signed case, and the single highest-value fix for the month ahead.
Ten things to have in place
Run this list before you raise a marketing budget. Fewer than seven checked means the next dollar of ad spend buys conversations nobody has.
- Phone coverage mapped by hour and day, including lunch and evenings.
- A trained after-hours answer path that reaches a human, not voicemail.
- A five minute response standard for calls, forms, and chat during business hours.
- One named owner assigned to every lead on arrival.
- A written qualification script with your case criteria in plain language.
- A follow-up cadence of at least six touches over ten days, across channels.
- E-signature retainers and same-day consult availability.
- Call tracking numbers per channel, with recording where your state allows it.
- Every lead in one system, tagged with source, quality, and outcome.
- A 30 minute weekly intake review with two recorded calls listened to together.
Want us to look at your numbers with you?
Send us a month of call data and we will tell you where the cases are leaking and what it is costing you. LegalScapes manages more than $7MM a year in advertising for over 100 law firms.
Or reach Brian directly: brian@legalscapes.com | 919-825-1050