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Mediation website development

For mediators and the administrators of family, workplace and civil mediation services who need an intake, screening and scheduling workflow that treats two parties as separate people from the first contact.

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The problem

What goes wrong today

Where it usually starts

A mediation service has a problem that ordinary booking and enquiry tools do not understand: every case has at least two parties who must not see each other's information, yet must be brought into the same session.

  • The website offers one contact form, so the administrator receives a message from one party, phones the other, and keeps both sets of notes in an email thread.
  • Conflict screening, checking that the mediator has not advised either party before, happens from memory or a spreadsheet of past names.

Where it gets harder

Scheduling a joint session means emailing two parties and a mediator with proposed times and waiting for all three to answer, often across a week.

  • Financial disclosure documents arrive as attachments to replies-all and one party sees a file meant for the other.
  • When a case concludes, the memorandum of understanding is drafted in a word processor, signed by post, and the outcome is recorded nowhere that can be counted.
  • The administrator cannot tell the mediator how many cases reached agreement last quarter without reading every file.

Scope of the service

What the build covers

A custom mediation build normally covers:

  • Mediator profiles with accreditation Specialisms and the mediation types each offers
  • Mediation-type pages explaining the process in plain language
  • An intake flow That captures each party separately with their own link and their own answers
  • Conflict-of-interest screening on intake against past parties and related names, with the result recorded
  • Joint session scheduling That matches availability across the parties and the mediator and handles in-person, online and shuttle formats
  • Confidential document exchange Where every file carries party-level permissions
  • Agreement templates with signature capture
  • Outcome recording that counts agreed Partially agreed and not agreed without storing the substance of the agreement

We begin by walking one family case and one workplace case through the practice: how the second party is invited, what the screening checks, who sets session times, where financial disclosure lives and how the outcome is recorded. Those handovers become named stages: intake, screening, scheduling, sessions, agreement, closure.

Deliberately out of scope

  • Giving legal advice to either party through the system, time recording and invoicing beyond a per-case fee record, and anything that reads the content of a signed agreement for reporting

When the scope grows

Scoping scenario

A family mediation service with six mediators across two locations and an online offering needs child-inclusive sessions with a third participant, legal-aid eligibility captured at intake without the system deciding eligibility, and separate first meetings per party before any joint session is offered. The separate-first-meeting rule, enforced before joint scheduling unlocks, is what makes this a custom build.

Deliverables

What you receive

  • Discovery notes from walking a family case and a workplace case through the practice
  • A scope document naming each case stage, the party-separation rules and what is out of scope
  • Design of the party intake, the mediator's case view and the joint scheduling screen on mobile and desktop
  • The build, deployed to your hosting or ours, with party-level permissions enforced from the first release
  • Migration of mediator profiles, open cases and past-party names for screening, where relevant
  • Training for mediators and administrators, with a short written guide for each
  • Handover material and full ownership of the source code and your data

Process

How a project runs

Each stage maps onto the project view in your client panel. Durations are set in your proposal, never on this page.

  1. Onboarding

    Access to the current site, intake forms, any scheduling tool and the past-case list used for screening.

    Project stage: Onboarding

  2. Planning

    Case walk-throughs with a mediator and the administrator; party-separation rules, session formats and the scope document are agreed.

    Project stage: Planning

  3. Design

    Clickable designs of the party intake, the case view and the scheduling screen, tested with someone playing each party.

    Project stage: Design

  4. Development

    Built in stages: profiles and mediation types first, then intake and screening, then scheduling and documents, then agreements and outcome recording.

    Project stage: Development

  5. Client review

    The practice runs test cases with two people acting as parties and checks that neither can see anything meant for the other at any stage.

    Project stage: Client review

  6. Revisions

    Changes from the review, especially to intake questions and scheduling rules, are made and re-checked against the scope document.

    Project stage: Revisions

  7. Ready for launch

    Past-party names loaded for screening, document retention tested, signature flow checked on real devices, launch checklist signed off.

    Project stage: Ready for launch

  8. Delivered

    The practice takes new cases through the system; optional maintenance and hosting continue under their own agreement.

    Project stage: Delivered

Integrations

Commonly integrated

Systems this kind of business usually asks us to connect. Each integration is confirmed during discovery; none is assumed.

  • Video meeting platforms for online and shuttle sessions
  • Calendar platforms so mediators' availability stays in their own diary
  • E-signature providers for agreements and memoranda
  • Card payment providers for per-party session fees where the practice charges them
  • Email and SMS providers for separate party notifications
  • Referral sources such as solicitors or employers that send cases, by secure link rather than email

How we would approach it

Worked example

Concept demo

A family mediation service with separate first meetings

The situation

A family mediation service with six mediators wanted each party to attend a separate first meeting before any joint session could be offered, with child-inclusive sessions bringing in a third participant and a separate consultant.

Why it is a custom build

The reason this needs a custom build is the sequencing rule: generic booking tools cannot make one appointment type unavailable until two other appointments, for two different people, have taken place.

The scope we would propose

  • An intake that issues each party their own link and never shows one party the other's answers
  • A screening step that checks both parties and the consultant against past cases
  • A scheduling rule that keeps joint-session slots locked until both first meetings are recorded as held, and document permissions set per file so disclosure from one party is released to the other only when the mediator chooses

Concept demo: a scoping scenario written to show how we would approach the work. It is not a delivered client project.

Pricing

What affects the price

Every proposal is priced on scope. These are the factors that move it most for this kind of build.

  • Number of mediators, locations and mediation types offered
  • Session formats: in person, online, shuttle, and whether all three are needed
  • Intake complexity and whether a third participant or consultant is involved
  • Conflict screening scope and the size of the past-party list to load
  • Document exchange rules and retention periods per mediation type
  • Agreement templates and whether signature capture is required
  • Whether per-party fees are taken through the system
  • Hosting choice: your own hosting or ours

Start from a package

Mediation practice package

Separate party intake, conflict screening, joint session scheduling, confidential documents and agreement signing for mediation practices.

Custom build
View the package

FAQ

Frequently asked questions

How do you decide between a custom build and the package?

During discovery we compare your intake and scheduling rules against the mediation practice package. A practice that invites two parties, screens, schedules joint sessions and exchanges documents is usually a package fit; sequencing rules, third participants or referral-source integration point towards a custom build, and we say which.

Can one party ever see the other's information?

Not unless the mediator releases a specific document to them. Each party has their own login and their own view; intake answers, notes and uploads are held per party and the mediator decides what is shared. The review stage includes two people acting as parties to check exactly this.

Does the system record what was agreed?

It records that a case concluded and whether agreement was reached in full, in part or not at all, so the practice can report numbers. The content of the agreement is stored as a signed document with restricted access and is never parsed for reporting.

Can referring solicitors send cases directly?

That is custom work. A referral source can be given a secure link that opens an intake with the referrer recorded, so the practice knows where the case came from without the referrer seeing anything afterwards.

Who owns the system afterwards?

The practice does. Source code and data are handed over at delivery, and hosting and maintenance are optional, separately agreed and movable to another provider.

Get a project quote for mediation website software

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