Fill Signings and Serves Faster: How to Broadcast Appointments to Your Network in the Right Order

Every signing agency, process-serving firm and inspection network faces the same tension. When a new appointment comes in, you can:

• Blast it to everyone, which is fast but sends a lender's closing to notaries the lender never approved, sparks a race in which the closest professional rarely wins, and trains your best people to ignore your messages.
• Call down a list, which gives you control but eats a coordinator's morning and loses same-day work while you wait for callbacks.

The best networks do neither. They offer each job to the right people first, then widen the circle on a schedule until someone accepts. This guide shows how to build that process with preference-based broadcast batches in Eclipse.

Step 1: Record each client's requirements once

Most of the rules about who can take a job come from the client. A lender wants NNA-certified, background-screened notaries. A law firm wants servers licensed in a specific county. A court reporting client has a reporter it asked you never to send again.

In Eclipse, these rules live on the client's profile as Service Provider Preferences:

• Preferred professionals, the people the client knows and asks for.
• Disfavored professionals, anyone the client has asked you not to send.
• Certifications and credentials, such as NNA certification, a background screening, an E&O policy or a county license.
• Tags for everything else: bilingual, available weekends, carries a mobile scanner.

You can set preferences on a company, an office or department, or an individual client contact. Every appointment combines them automatically, without duplicates, and you can adjust them for a single appointment when you need to.

Step 2: Let every appointment start pre-filtered

When a coordinator opens Assign Provider or Invite Providers, or turns on Auto-Broadcast, the client's preferences are already applied as filters. Disfavored professionals are left out by default, and Exclude Tags removes anyone with a tag you choose. The distance and location filter narrows candidates by city, state or postal code and radius.

Your team no longer has to remember the rules for every client. The rules come with the appointment.

Step 3: Review the broadcast before it goes out

With Auto-Broadcast on, the booking form's Final Review step shows a Provider Broadcast section before anything is sent. Here you can:

• See exactly who will receive the offer.
• Filter the list further, and turn In broadcast on or off for individual professionals.
• Open each professional's notes without leaving the screen.

This review is what makes broadcasting safe for high-stakes work. Nothing goes out to someone you didn't intend.

Step 4: Arrange the batches

The Batch Plan shows each batch, the interval between batches and the estimated time until the last batch goes out. You can move a professional to an earlier or later batch, or remove them, before you confirm.

A pattern that works well for signing agencies:

Batch	Who	Why
1	The client's preferred notaries within range	Clients notice when their favorites show up
2	Other certified, screened notaries nearby	Qualified and close, so likely to accept
3	The rest of the qualified network	Coverage for hard-to-fill times and places

Process-serving firms often do the same thing by geography and license, and inspection networks by license type and service area. Each service can keep its own default broadcast list, so a loan signing and a field inspection don't go to the same pool.

Step 5: Make the offer clear

Before you invite or assign, you can review the email and SMS each professional will receive, with the appointment details filled in, and change the wording for that appointment. Eclipse warns you when a professional can't receive email or text, so you know before the broadcast starts who won't see it.

Attach the client's instructions automatically by saving them to the client profile with Auto-Attach to New Bookings. The professional who accepts gets the lender's signing instructions or the firm's service requirements with the job.

Step 6: Handle the series and the exceptions

Multi-day depositions, weekly tutoring and recurring inspection routes don't need to be staffed one appointment at a time. Assign, invite or unassign a professional for this appointment only, selected appointments, or every later appointment in the series, and Eclipse checks availability and conflicts on each date. If a professional already holds an overlapping appointment, you'll see an overlapping-assignment warning before you confirm.

What to measure

• Time to fill: how long from broadcast to acceptance, by client and service.
• First-batch acceptance rate: how often a preferred professional takes the job.
• Client-requested reassignments: these should fall as preferences are captured.
• Messages sent per filled appointment: fewer means you're broadcasting more precisely.

The bottom line

Speed and control aren't a trade-off when your system knows the rules. Capture each client's requirements once, let every appointment start pre-filtered, review the broadcast before it goes out, and widen the circle in deliberate batches. Your best professionals get first look at the work, your clients see the people they trust, and appointments fill without a coordinator working the phones.

See everything new in Eclipse, learn about the Call-In Line, or schedule a demo to walk through broadcast batches with your own network.