Explore the glossary of key terms used across the eCourtDate platform. All labels are fully customizable to fit your agency's needs, so the terminology below reflects default naming conventions.

### Overview

This glossary defines the core terms you will encounter while using eCourtDate. Whether you are setting up your agency for the first time or training new team members, this reference helps ensure everyone shares a common vocabulary. Because eCourtDate allows you to rename most labels, the definitions below describe the default terms and their purpose within the platform.

#### A

**Address** - A physical address associated with a client, such as a mailing address, home, or workplace. Addresses are managed under the **Clients** > **Addresses** tab.

**Agency** - A department, team, or tenant using eCourtDate. Each agency manages its own clients, settings, and messaging independently.

**Agency Email** - The default reply-to address or support contact shown in messages sent by your agency. Configure this under **Admin** > **Settings** > **Agency Emails**. Agency emails can also be referenced in message templates.

**Agency Phone** - The phone number shown as the sender of voice messages or used in SMS and email signatures. Configure this under **Admin** > **Settings** > **Agency Phones**. Each agency can have multiple phone numbers.

**Assessment** - A fee, fine, or payment linked to a client or case. Assessments may be tracked and messaged through the platform.

**Assigned Officer** - The staff member assigned to manage a client's communications and events. You can assign officers when creating or editing a client.

**Auto Message** - A multilingual message template that can be sent manually or triggered automatically based on a specific event or action (for example, when a client is created or an event is updated).

#### B

**Bond** - A monetary amount or surety associated with a case or defendant. Bonds are used to ensure court appearance and can be tracked alongside case records.

**Bulk Message** - A message sent to multiple clients or a group at once. Create bulk messages from the **Bulk Actions** page in the top navigation.

#### C

**Carrier Registration** - The setup required to send SMS messages via U.S. phone carriers. This must be completed before your agency can send text messages in live mode.

**Case** - A legal record or matter tied to a client. Cases are often used to group events, charges, or documents together. Manage cases from the **Cases** tab in the top navigation.

**Client** - A person or entity receiving messages through the platform (for example, a defendant, juror, or victim). You can rename "Client" to match your agency's preferred terminology.

**Client Type** - The category assigned to a client, such as defendant, juror, or witness. Client types help organize and filter your client records.

**Contact** - A phone number or email address that belongs to a client. Each client can have an unlimited number of contacts. Manage contacts under **Clients** > **Contacts**.

**Court Date** - A specific type of event related to a legal appearance. Court dates include a date, time, location, and one or more assigned clients.

#### E

**Email** - An electronic message sent to or from a client's email address. Email is one of the primary communication channels in eCourtDate.

**Event** - A scheduled item such as a hearing, appointment, or class. Events can be in-person or virtual, and one or more clients can be assigned to each event. Manage events from the **Events** tab in the top navigation.

#### F

**Flow Messages** - A sequence of multilingual message templates, each defined based on a timing trigger (for example, 3 days before an event or 1 day after). Flows automate multi-step communication around scheduled events.

#### G

**Group** - A collection of clients used for bulk messaging or reporting. Groups make it easy to target specific segments of your client base.

#### L

**Live Mode** - The operational mode where real messages are delivered to clients. Switch to live mode when your agency is ready to send actual communications.

**Location** - A physical or virtual place where events occur (for example, a courthouse, office, or Zoom room). Locations appear in message templates and reminders. Manage locations under **Admin** > **Settings** > **Locations**.

#### M

**Message** - Any communication sent to or from a client, regardless of channel (SMS, email, voice, or MMS).

**Message Feed** - A record of all sent, scheduled, and failed messages. The message feed provides a complete audit trail of your agency's communications.

**Message Status** - Indicates whether a message was delivered, failed, or simulated. Message statuses help you monitor delivery and troubleshoot issues.

**MMS** - A message that includes attachments such as images, PDFs, or audio files. MMS messages are sent to a client's phone number.

#### O

**Officer / Staff** - General terms for team members who manage communications, clients, and events within the platform.

**Organization** - A related department or agency associated with clients. A client can be assigned to multiple organizations. Manage organizations under **Admin** > **Settings** > **Organizations**.

#### P

**Payment** - A financial amount that a client owes to your agency, such as a fee or fine. Payments can be tracked and linked to events or cases.

**Phone Number** - A client's mobile number used for SMS or voice messages. Phone numbers are stored as contacts under the client record.

#### R

**Recurring Event** - A repeating event such as weekly classes, check-ins, or appointments. Recurring events automatically generate multiple event instances on your calendar.

**Region** - The server environment your account runs in (for example, `us-east`, `us-west`, `us-south`, `us-texas`, or `staging`). Your region is assigned during account setup.

**Reminder** - A message sent before or after an event to notify the client. Reminders are typically configured as part of a flow or auto message.

#### S

**Simulate Mode** - A testing mode where messages are logged in the system but not actually sent to clients. Simulate mode is ideal for safely testing new flows, templates, or configurations before going live.

**SMS (Text)** - A plain text message sent to a client's phone number. SMS is one of the most commonly used communication channels in eCourtDate.

**Statuses** - Labels used to indicate a client's or event's current state (for example, "Active", "No Show", or "Completed"). Statuses help track progress and can trigger automatic messages. Configure statuses under **Admin** > **Settings** > **Statuses**.

**Super Admin** - A user role with full access to all features and settings within the agency. Super admins can manage other team members, configure system settings, and access all data.

#### T

**Timezone** - Your account's configured time zone, used for scheduling messages and events. Set this under **Admin** > **Settings** to ensure all timestamps are accurate for your region.

#### U

**User** - Anyone with login access to the eCourtDate platform, including officers, staff, and administrators. Manage team members under **Admin** > **Users**.

#### V

**Voice Message** - A phone call that reads a message to the client using text-to-speech. Voice messages are sent to a client's phone number.

#### W

**Warrant** - A legal notice issued by the court. You can track warrants within eCourtDate and notify clients when applicable.

### Best Practices

- Bookmark this glossary and refer to it when onboarding new staff to ensure consistent terminology across your agency
- Customize system labels under **Admin** > **Settings** to match the language your agency uses day to day
- When training new team members, pair this glossary with hands-on walkthroughs of the features each term describes

### Frequently Asked Questions

**Q: Can I change what eCourtDate calls a "Client"?**
A: Yes. You can customize all system labels to match your agency's preferred language. For example, you can rename "Client" to "Participant", "Defendant", "Juror", or any other term that fits your workflow. Adjust labels under **Admin** > **Settings**.

**Q: What is the difference between an Agency, a Location, and an Organization?**
A: An **Agency** is a team or department that manages its own settings and clients. A **Location** is a physical or virtual place where events occur, such as a courthouse or office. An **Organization** is a related department or entity associated with clients, and a client can belong to multiple organizations.

**Q: Are message types like SMS, voice, or email customizable?**
A: The delivery channels themselves (SMS, MMS, Email, Voice) are fixed, but you can fully customize the content, schedule, and templates used for each type.

**Q: What happens when a message is in Simulate Mode?**
A: Messages are logged in the system but not actually sent to the recipient. This is useful for safely testing new flows or templates before switching to live mode.

**Q: Can I define my own statuses for clients or events?**
A: Yes. You can configure custom statuses such as "No Show", "Released", "Waiting", or any label that fits your workflow. Custom statuses can also trigger automatic messages.

**Q: Where do Auto Messages and Flows show up in the system?**
A: Auto messages can be manually sent or tied to a client. Flows are linked to events and send messages automatically based on timing rules (for example, "2 days before court date"). Configure both under **Admin** > **Messaging**.

**Q: Can I have different terms or templates per agency?**
A: Yes. Each agency can have its own customized labels, message templates, and settings, allowing departments to tailor communications independently.

### Related Articles

- [How to Manage Contacts](/how-to-manage-contacts)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Manage Events](/how-to-manage-events)
- [How to Manage Judges](/how-to-manage-judges)
- [How to Create Web Portals](/how-to-create-web-portals)
- [Platform Architecture](/platform-architecture)