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Mediation software: intake, session booking & documents

Mediators: intake and sessions handled calmly. Less chasing, more resolving.

Intake calls with each party, documents flying around by email, a week of back and forth to find one session time and fees chased from two people who aren't speaking to each other. We build intake, booking, document and billing systems for mediators that keep every party separate where it matters. Then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for mediation software that handles intake, booking and documents properly?

Mediation isn't like booking a haircut. Every matter has at least two parties who need separate, confidential intake. Some need screening before you'll even take the matter on. Some can't be in the same room, real or virtual. Most practice software is built for one client per job, so mediators end up running matters on phone calls, Word templates, a shared inbox and a calendar that only makes sense to them.

Wollopit builds custom mediation software around how your practice actually works. Each party gets their own private intake and screening. Scheduling finds a time that suits everyone without a dozen emails. Documents go into shared or mediator-only areas so nothing lands in the wrong inbox. Agreements get signed online and fees get split and paid before the session. We connect the tools you already use and look after the lot on our own servers.

01The problems

What we hear from mediators

Does your mediation practice have these problems? Here's how we'd fix them.

Most mediators we talk to are brilliant in the room and drowning in admin outside it. The hard part should be the conversation, not the calendar.

  • The problemIntake calls eat the weekTwo or more intake calls per matter, notes typed up afterwards and the same background questions asked every single time.
    How we fix itSeparate confidential online intake for each party with your questions, consents and background built in. You read it before the call, not during it.
  • The problemScreening lives on a notepadFamily violence and suitability screening done from memory or a Word doc, with notes scattered across files.
    How we fix itStructured screening for each party, risk flags on the matter, mediator-only notes and safety measures like staggered arrivals or shuttle sessions recorded.
  • The problemFinding a time for everyoneTwo parties, two lawyers and your diary. It takes twelve emails and a week to land one session.
    How we fix itEach party picks from your available times privately. The system finds the overlap and books it, with lawyers invited if they're attending.
  • The problemDocuments in the wrong inboxFinancial statements, parenting proposals and valuations arrive by email and one party nearly gets the other's private notes.
    How we fix itA document room for every matter with shared areas for everyone and private areas only you can see. Each party uploads to the right place.
  • The problemOnline sessions set up by handZoom links copied into emails, breakout rooms arranged on the morning and someone always gets the wrong link.
    How we fix itSession links generated automatically, separate rooms for shuttle mediation and joining instructions sent to the right people only.
  • The problemAgreements to mediate signed lateThe agreement to mediate gets signed on the day or forgotten until after the session.
    How we fix itThe agreement goes out with intake and gets e-signed by every party before the booking is confirmed.
  • The problemFees split between partiesWho pays what, who's paid and who's still 'sorting it out' the night before the session.
    How we fix itSplit invoices so each party pays their own share online. Funded or legal aid matters marked and payment status on the matter.
  • The problemNo-shows and late cancellationsA party forgets, the room is booked and the other side is sitting there waiting.
    How we fix itAutomatic email and SMS reminders, easy rescheduling and your cancellation terms applied consistently.
  • The problemOutcomes and certificates typed from scratchHeads of agreement, parenting plans and section 60I certificates rebuilt from old Word files every time.
    How we fix itOutcomes recorded against the matter with certificates and agreements drafted from your templates, ready to check and send.
  • The problemMatter status lives in your headWho's done intake, who's still screening, who's booked and who's gone quiet. Nobody else in the practice knows.
    How we fix itA matter board showing every matter from referral to closed, with follow-up reminders when something stalls.
02What we build

Solutions

What we build for mediators. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Party intake forms

Separate confidential intake for each party with background, issues, consents and contact preferences.

02

Screening & risk notes

Structured suitability and family violence screening with risk flags and notes only the mediator can see.

03

Multi-party scheduling

Each party chooses times privately and the system books the overlap, including lawyers and co-mediators.

04

Matter document rooms

Shared and private areas per matter, upload links for each party and a clear record of who saw what.

05

Online session links

Zoom or Teams links created automatically with separate rooms for shuttle sessions.

06

Agreements to mediate

Sent with intake and e-signed by every party before the session is locked in.

07

Split fees & payments

Each party gets their own invoice for their share and pays online, synced to Xero or MYOB.

08

Matter board

Every matter from referral to intake, screening, session, outcome and closed on one screen.

09

Outcomes & certificates

Heads of agreement, parenting plans and section 60I certificates drafted from your templates.

10

Referral forms for lawyers

Lawyers and agencies refer matters online with updates sent only where parties have consented.

11

Reminders & follow-ups

Email and SMS reminders for intake, documents, payments and sessions without lifting a finger.

12

A website that builds trust

Calm, clear and quick on phones, with your services, fees approach and online intake built to rank locally.

03The systems

The big ones

Your whole practice, on one calm system.

These are the systems mediators ask us about most. Each one works on its own. They get properly useful when they're joined up.

Intake & screening

Every party heard separately, before the first call.

Each party gets their own private intake link with your questions, consents and background. Screening is structured and risk flags land on the matter so you can decide if and how to proceed before anyone is in a room together.

  • Separate intake link per party
  • Your own questions and wording
  • Suitability and family violence screening
  • Risk flags on the matter
  • Mediator-only notes
  • Safety measures recorded per matter
  • Consents and privacy notices captured
  • Intake reminders that chase for you
  • Lawyer and agency referral forms
  • Intake answers ready before the call

Scheduling & sessions

One session time. Zero email ping pong.

Parties choose from your available times privately and never see each other's choices. The system finds the overlap, books it and sends the right session link to the right people, with separate rooms ready for shuttle mediation.

  • Private time picks for each party
  • Overlap found and booked automatically
  • Lawyers and co-mediators included
  • Synced with Outlook or Google Calendar
  • Zoom or Teams links created for you
  • Separate rooms for shuttle sessions
  • Staggered arrival times for in-person
  • Email and SMS reminders
  • Easy rescheduling with your terms
  • Room and venue bookings

Document rooms

Shared where it should be. Private where it must be.

Every matter gets its own document room. Parties upload financial statements, proposals and reports to a shared area or straight to you only, so nothing private ever ends up in the other party's inbox.

  • A document room per matter
  • Shared areas for all parties
  • Private areas for the mediator only
  • Upload links for each party
  • Document requests with due dates
  • Record of who opened what
  • Lawyer access when parties consent
  • Draft agreements shared for comment
  • Access removed when the matter closes
  • No more attachments by email

Agreements & fees

Signed and paid before anyone sits down.

The agreement to mediate goes out with intake and comes back e-signed. Fees get split so each party pays their own share online. After the session, outcomes and certificates are drafted from your templates and recorded against the matter.

  • Agreement to mediate e-signed online
  • Split invoices per party
  • Online card payments
  • Funded and legal aid matters marked
  • Payment status on every matter
  • Synced to Xero or MYOB
  • Outcome recording after each session
  • Heads of agreement from templates
  • Section 60I certificates drafted
  • Matter closed and archived cleanly
04How it changes

Before and after

A family mediation, wolloped.

Here's how a typical family matter could change. Every practice works differently, so we map yours first.

Before

  1. Two intake calls booked through phone tag
  2. Screening notes scribbled on a notepad
  3. Twelve emails to find one session time
  4. Documents scattered across email threads
  5. Zoom links and breakout rooms set up by hand
  6. Fees chased from both parties for weeks

After

  1. Each party completes intake online in private
  2. Screening flags land on the matter for you
  3. Parties pick times and the system books the overlap
  4. Documents uploaded to shared or private areas
  5. Session links and separate rooms sent automatically
  6. Each party pays their share before the session
05Services

Everything under one roof

Software, websites and systems for mediators.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for mediators

Built around how your mediation practice actually runs: party intake forms, screening & risk notes and the admin in between, in one system you own.

Websites for mediators

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Mediation practice system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for mediators

Multi-party scheduling and matter document rooms: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Xero, MYOB and QuickBooks so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your mediation practice, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools your practice already relies on and only replace the ones holding you back.

  • Xero
  • MYOB
  • QuickBooks
  • Stripe
  • Square
  • Microsoft 365
  • Outlook
  • Google Workspace
  • Zoom
  • Microsoft Teams
  • DocuSign
  • Adobe Acrobat Sign
  • Calendly
  • Acuity Scheduling
  • Clio
  • Actionstep
  • LEAP
  • Dropbox
  • SharePoint
  • Mailchimp
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your mediation practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We sit with you through a matter from referral to outcome and work out where the hours really go.

  2. 02

    Archi-tech

    We plan it before writing code: your intake, screening, scheduling, documents, fees, privacy, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually intake or scheduling first, so you feel the difference on your next matter.

  4. 04

    Look after

    We host it, maintain it and keep improving it. When something needs changing you call the people who built it.

08Questions

FAQ

Things mediators ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can each party keep some documents private?

Yes. Each matter has shared areas that every party can see and private areas only the mediator can see. Parties choose where each document goes when they upload it.

Can parties do intake without seeing each other's answers?

Yes. Each party gets their own intake link and their answers are only visible to you. Screening notes and risk flags stay mediator-only.

Does it work for shuttle mediation online?

Yes. Sessions can be set up with separate rooms for each party and links sent only to the right people, so nobody accidentally lands in the wrong room.

Can it produce section 60I certificates?

We can draft certificates, heads of agreement and parenting plans from your own templates using the details already on the matter. You check and sign them before they go out.

How is confidential information kept safe?

Access is locked down per matter and per person. We host it on our own managed servers, keep it updated and secure and remove access when a matter closes.

Do we have to switch from the tools we already use?

No. If Zoom, Xero, DocuSign or your practice software is doing its job, we build around it. If something is holding you back, we'll show you what replacing it involves before anything changes.

How much does a mediation system cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller pieces like online intake or scheduling can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.

Who looks after it once it's built?

We do. We host it, maintain it and keep it secure. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most mediators we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got a mediation practice problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
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