Onboarding & Setup

Account → Profile → Password Management

Go to Account → Profile and scroll to the Password Management section.

Account → Profile → Mediation Time

Go to Account → Profile and find the Mediation Time section. This sets the default start times offered when a party books a session with you.

By default, a half-day mediation runs 4 hours and a full-day runs 8 hours. These slots set the start time only; the duration follows automatically.

Notifications in Scale work through two CC settings in Account → Profile, depending on whose emails you want copied.

All Email CC

All Email CC — copies of emails sent to the parties

This controls copies of every email sent to the parties on your cases. Enter an email address and press Enter to add it; you can add multiple addresses.

All CC Email of Mediators

All CC Email of Mediators — copies of emails sent to you

This controls copies of every email sent to you as the mediator. If you work with a case manager, add their email here so they automatically receive a copy of every email that goes out to you on your cases.

Go to Account → Pricing and find the Rates section. Start by choosing your Billing Type: Fixed Rate or Hourly Rate. The fields below it change depending on which one you pick.

Fixed Rate

Account → Pricing → Rates · Fixed Rate

Processing Fee is also set here — see Credit card fee.

Hourly Rate

Account → Pricing → Rates · Hourly Rate

If you set a deposit, a deposit invoice is sent to the parties as soon as the case is booked. If you leave the deposit at $0, no deposit invoice goes out at booking — only your standard invoice at the end of the case.

Account → Pricing → Processing Fee

The Processing Fee dropdown sits in the same Rates section as your base rate (Account → Pricing) and decides who absorbs the credit card processing cost on a payment.

Account → Pricing → Set Pricing By Party Count

Go to Account → Pricing and find Set Pricing By Party Count. This lets you charge a different rate as more parties are added to a case, instead of using your standard base rate for every case regardless of size.

Choose a split method

Adding a rule

Account → Pricing → Corporate Code Management

Go to Account → Pricing and find Corporate Code Management. Codes let you set a specific rate for a specific agency, organization, or type of case — useful for pro bono work, court-appointed mediations, or any special rate you want to offer outside your standard pricing.

Account → Schedule → Calendar

Go to Account → Schedule to see your Calendar. It's a month view, and each day shows your time slots — a morning and an afternoon slot — as individual rows. Every slot is Not Available (closed) by default; you open a slot to make it bookable and close it to take it back off.

Each slot is colored by its state, matching the legend at the top right of the calendar:

• Open a slot to make it Available; close it to set it back to Not Available.
• To open a whole month at once, click Open Monthly Availability at the top, then close any individual slots you don't want.
• Each slot has a ••• menu for managing it — including which codes can book it (see Managing the codes).

Availability Report

Availability Report

Click Availability Report to generate a list of your open dates over a chosen time range, useful for sharing your availability with anyone who asks for it.

Calendar conflicts

A yellow warning icon flags a conflict on an open slot

Conflicts with Calendar — the conflicting events

If you've connected a personal calendar (see Integrations → Calendar), Scale checks it against your Scale availability. A yellow warning icon on an Available slot means there's a conflicting event on your personal calendar at that time. Opening a slot with a conflict shows you the conflicting event(s) so you can decide whether to proceed and keep it open anyway.

The same availability, shown on your website's booking widget

Any time you open, close, or update a date on your Scale Mediation calendar, that change automatically reflects on your website's booking widget — no separate step needed. Parties booking through your site are always looking at your real-time Scale availability.

If you've created any codes (see Pricing → Code management system), you can control which codes are allowed to book a given open slot directly from your Schedule.

• Hover over an Available slot to reveal a ••• (three dots) icon on the right.
• Click ••• to open the Add note panel, which lists your codes under Case Types.

Code checked

MVP checked — the code can book this slot

A checked code can book this slot. In the example above, MVP is checked, so that code can be used to book the 1:30 PM slot on the 24th.

Code unchecked

MVP unchecked — the code can no longer book this slot

Unchecking a code removes its access to this specific slot, even though the slot is still otherwise Available.

Account → Integrations → Stripe Integration

Go to Account → Integrations and find Stripe Integration.

• If you already have a Stripe account, it connects automatically — no setup needed.
• If you don't have one yet, you'll be prompted to create a Stripe account first, then it connects.
• Use Sync Details any time you update something on the Stripe side and want Scale to pick up the change.

Branding your Stripe invoices and checkout

Once connected, the invoices and payment pages your parties see come from Stripe. Spend a few minutes setting up your branding so they look like they're coming from you, not a generic Stripe page. In your Stripe Dashboard, go to Settings → Branding to set:

Use a transparent-background PNG for your icon/logo so it looks clean against any background color, and pick a brand color with enough contrast against white so your invoices stay readable. Stripe also lets you add your support contact info and links to your terms of service / privacy policy under Settings → Checkout Settings.

Account → Integrations → Zoom Integration

Go to Account → Integrations and find Zoom Integration. Connect your Zoom account so a meeting link is automatically generated for every mediation booked on your calendar.

Account → Integrations → Calendar Integration

Go to Account → Integrations and find Calendar Integration. This is how you connect your personal calendar to Scale. Once connected:

• Your Scale calendar checks your personal calendar for conflicts whenever you try to open a date.
• Any conflicts are flagged with a warning icon, shown to you before you open that date — see Schedule → Opening and closing dates for how conflicts are surfaced.
• Connecting does not change anything on your personal calendar automatically; it only allows Scale to read it for conflict checking.

Account → Email Templates

Go to Account → Email Templates. Your account comes pre-loaded with default templates for every email and reminder the system sends — Mediation Meeting Scheduled, Onboarding Reminder, New Invoice, Payment Reminder, Brief Reminder, Zoom Meeting Reminder, Case Reschedule, and more. You can customize any of them at any time.

Upload Logo

Upload Logo applies across every template

Click Upload Logo in the top right of the Email Templates page. This logo appears in the signature block at the bottom of every email your account sends — it applies across all templates automatically, not just one.

Editing a template

The Subject line is editable at the top of the editor

The template editor — merge tags, attachments, and the live body

• The yellow bar at the top lists any attachments that go out automatically with this email (for example, the Mediation Agreement PDF or a Zoom calendar invite).
• Text shown in green in the body is a dynamic variable — automatically filled with the real case details (recipient name, mediator name, case number, date and time, Zoom link) when the email sends.
• The left-hand panel lists all available dynamic variables — click or drag one into the body to insert it wherever you'd like.
• Edit the surrounding text directly, like any text editor.

Corporate Code Templates

A full template set scoped to a single code

If you use codes (see Pricing → Code management system), you can set up a separate, full set of email templates that go out only for cases booked using that code — instead of your standard templates.

• Click Create Code Emails on the Email Templates page to set up a template set for a specific code.
• Each code gets its own complete list of templates (Mediation Meeting Scheduled, Onboarding Reminder, New Invoice, and so on), editable the same way as your standard templates.
• When a case is booked using that code, parties receive the code's templates instead of your standard ones. Any template you haven't customized for that code still falls back to your standard version.
• Use Remove to delete a code's entire template set and return that code to your standard templates.

Go to Account → Reminders to find Reminder Schedules. There are three reminder types, each anchored to a different event. For all three: start with an initial reminder, then add follow-ups as needed using Add another reminder; remove any follow-up at any time; and leave a field blank if you don't want that particular reminder sent. Reminders only go out on business days.

Onboarding Reminder

Reminder Schedules → Onboarding Reminder

Reminds parties to complete the onboarding form.

Each additional reminder counts from the date of the previous reminder, not from case registration directly.

Brief Reminder

Reminder Schedules → Brief Reminder

Reminds parties to submit their brief before the mediation.

Unlike Onboarding and Payment reminders, brief reminders are anchored to the mediation date itself, not to each other. Each follow-up must be scheduled closer to the mediation date than the one before it.

Payment Reminder

Reminder Schedules → Payment Reminder

Reminds parties about an upcoming or overdue invoice.

The invoice itself is generated once onboarding is complete and your invoice information is in. If you're billing hourly, you'll set the reminder schedule at the time you create the invoice.

Account → CRM Settings → CRM - Default Tasks List

Go to Account → CRM Settings and find CRM - Default Tasks List. Any task you add here is automatically applied to every new lead when they're added to the CRM — so you don't have to manually set up the same follow-up plan for every contact.

CRM → Add Contact Details

In the CRM, click to add a new contact and fill in Add Contact Details.

Search and filter the CRM lead list

At the top of your CRM lead list, you can search and filter to find specific contacts.

A contact's detail page

Clicking into a contact opens their detail page, which includes:

Add New Task — a one-off task

From a contact's detail page, you can add a one-off task that isn't part of your default list.

Comments

Add Comments — notes that don't need to be a task

You can also leave comments on a contact, useful for notes that don't need to become a task — using the standard text formatting options (bold, italic, underline, links, numbered and bulleted lists). Click Add Comment to save it.

Account → Files → Agreements that don't need signature

Go to Account → Files and find Agreements that don't need signature. Upload anything here that you'd like sent out automatically at the time of case booking but that doesn't require a party to sign — for example, mediation guidelines, ground rules, or general informational documents.

• Click Upload Agreement to add a document.
• If nothing has been uploaded yet, you'll see ‘No agreements uploaded yet. Use the upload button above to get started.’

Account → Files → Agreements that need signature

Go to Account → Files and find Agreements that need signature. Upload any agreement here that requires a party's signature ahead of the case — the most recently uploaded one is automatically used for new signing requests on your cases.

• Use Scale's built-in Agreement To Mediate and Confidentiality Agreement template, or click Upload Template to bring in your own.
• If you upload your own document, Scale reads it into a rich text editor so you can edit the wording and add dynamic merge tags, just like Scale's own template.
• Click Edit on an existing template to open it, or Delete to remove it.

Editing a signature template

The signature-template editor with merge tags

Account → Files → W-9 Forms

Go to Account → Files and find W-9 Forms. Click Upload W-9 Form to add your current W-9. Your most recent upload is shown as Active.