Glossary of Terms | Help Article

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This glossary defines key terms used across the eCourtDate platform. All labels can be customizable on a per-agency basis.

Messaging & Notifications

eCourtDate supports various types of outbound messages and reusable templates. Below are key terms related to sending and managing communications:

Term	Definition
Message	Any communication sent to or from a client.
SMS (Text)	A plain text message sent to a client’s phone number.
MMS	A message with attachments like images, PDFs, or audio.
Email	An electronic message sent to or from a client’s email address.
Voice Message	A phone call that reads a message using text-to-speech.
Auto Message	A multilingual message template sent manually or automatically based on a specific trigger.
Flow Messages	A sequence of multilingual message templates; each defined based on a trigger (ex: 3 days before an event)
Bulk Message	A message sent to multiple clients or a group.
Message Status	Indicates if a message was delivered, failed, or simulated.
Message Feed	A record of all sent, scheduled, and failed messages.

Users & Roles

These terms describe the types of users who interact with the system and their roles:

Term	Definition
User	Anyone with login access (e.g., officer, staff, admin).
Super Admin	A user with full access to all features and settings.
Officer / Staff	General terms used for team members managing communications and clients.

Clients & Groups

Clients are the individuals and entities receiving messages. They can be grouped for messaging, tracking, and reporting.

Term	Definition
Client	A person or entity receiving messages (e.g., defendant, juror, victim).
Client Type	The category of a client, such as defendant or juror.
Contact	A phone number or email address that belongs to a client. Each client can have unlimited contacts.
Phone Number	The client’s mobile number used for SMS or voice messages.
Email	The client’s registered email for notifications.
Address	A physical address associated with a client such as their mailing address, home, or work place.
Group	A collection of clients used for bulk messaging or reporting.
Assigned Officer	The staff member assigned to manage the client’s communications and events.

Scheduling & Events

eCourtDate supports scheduling key events like court dates, and automating message flows around them.

Term	Definition
Event	A scheduled item such as a hearing or appointment. Events can be in-person or virtual. One or more clients can be assigned to an event.
Court Date	A specific type of event related to a legal appearance.
Reminder	A message sent before or after an event to notify the client.
Recurring Event	A repeating event like weekly classes, check-ins, or appointments.
Payment	A financial amount that a client owes to the agency (such as a fee or fine).

Case & Court Management Terms

These optional modules and labels can be renamed or enabled depending on your configuration:

Term	Definition
Case	A legal record or matter tied to a client. Often used to group events, charges, or documents.
Bond	A monetary amount or surety associated with a case or defendant, used to ensure court appearance.
Assessment	A fee, fine, or payment linked to a client or case. May be tracked or messaged via the platform.
Warrant	A legal notice issued by the court. You can track warrants and notify clients when applicable.

System Settings

These terms describe system-wide settings and technical infrastructure.

Term	Definition
Simulate Mode	A testing mode where messages are logged but not sent to real clients.
Live Mode	Operational mode where real messages are delivered to clients.
Carrier Registration	Setup required to send SMS via U.S. phone carriers.
Timezone	The account’s configured time zone, used for message and event timing.
Region	The server environment (e.g., `us-east`, `us-west`, `staging`) your account runs in.

Administrative & Configuration Terms

These terms relate to how your organization is structured and how your instance of eCourtDate is configured.

Term	Definition
Agency	A department, team, or tenant using eCourtDate. Agencies can manage their own users, clients, and settings independently.
Organization	A related department or agency that is associated with clients. A client can be assigned to multiple organizations.
Location	A physical or virtual place where events occur (e.g., court, office, or Zoom room). Locations often appear in message templates and reminders.
Agency Phone	The phone number shown as the sender of voice messages or used in SMS/email signatures. Configurable per agency.
Agency Email	The default reply-to address or support contact shown in messages sent by the agency. Can also be used in templates.
Statuses	Labels used to indicate a client’s or event’s current state (e.g., “Active”, “No Show”, “Completed”). Statuses help track progress and automate messaging.

Frequently Asked Questions (FAQs)

Can I change what eCourtDate calls a “Client”?
Yes! You can customize all system labels to match your organization's preferred language. For example, you can rename "Client" to "Participant", "Defendant", "Juror", or any other term.

What’s the difference between an Agency, a Location, and an Organization

Agency: A team or department that manages its own settings and clients.
Location: A physical place like a courthouse or office.
Organization: A parent-level account that oversees multiple agencies or locations.

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

What happens when a message is in “Simulate Mode”?
Simulate Mode is used for testing. Messages are logged in the system but not actually sent to the recipient. This is great for safely testing new Flows or templates.

Can I define my own Statuses for clients or events?
Yes! You can configure custom statuses like “No Show”, “Released”, “Waiting”, or any label that fits your workflow. These statuses can also trigger automatic messages.

Where do Auto Messages and Flows show up in the system?
Auto Messages can be manually sent or tied to a client. Flows are linked to Events and send messages automatically based on timing rules (e.g., “2 days before court date”).

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