Best Practices
Tips and tricks to help you get the best results from Kayse AI! 🎯
📣 Campaign Optimization
⏰ Timing Your Outreach
Use Analytics to Find the Best Times
Check your success rate heatmaps in Analytics to find out:
- Which days of the week work best
- What time of day gets the most answers
- What works for your type of business
General Guidelines
| Day | Performance |
|---|---|
| Tuesday - Thursday | Usually the best 👍 |
| Monday | Good after 10 AM |
| Friday | Depends on who you're calling |
| Weekend | Usually lower 📉 |
| Time | Performance |
|---|---|
| 10 AM - 12 PM | Often the best ⭐ |
| 2 PM - 5 PM | Pretty good |
| Before 9 AM | Fewer people answer |
| After 6 PM | Hit or miss |
💬 Pre-Call Messaging
Send a text before your AI calls someone. This helps more people pick up the phone!
Hi {{first_name}}, we'll be calling you shortly regarding your case.
Please answer a call from this number.This can boost answer rates by 30-50%! 🚀
🔁 Retry Strategy
Set up smart retries if someone doesn't answer:
| Attempt | Timing |
|---|---|
| 1st | First call |
| 2nd | 2-4 hours later |
| 3rd | Next business day |
| 4th | 2-3 days later |
Don't overdo it — Keep it to 3-4 tries max so you don't annoy people. 🙅
🧹 List Hygiene
Before you launch a campaign, make sure your list is clean:
- Check that phone numbers are mobile (for texting)
- Make sure people agreed to be contacted
- Remove any duplicates
- Confirm contact info is up to date
- Leave out people you just contacted recently
🧪 A/B Testing
Try different things and see what works best:
- Sending a text first vs. not
- Different AI voices
- Different times of day
- Different message wording
Then compare your results and keep what works! 📊
🤖 AI Prompt Writing
🎯 Be Specific
Instead of:
"Help clients with their cases."
Write:
"You are a legal intake specialist at Smith Law Firm. Your goal is to collect information about the client's personal injury case, including the accident date, injuries sustained, and whether they've received medical treatment."
The more detail you give, the better the AI performs!
📝 Include Context
Tell the AI about:
- Your firm's name and what you do
- Why you're calling
- What info to collect
- How to answer common questions
- When to pass the call to a real person
💡 Use Examples
Show the AI how to handle things with example conversations:
"If the client asks about fees, say: 'We work on a contingency basis, which means you don't pay unless we win your case. Our attorney can discuss the specific terms with you.'"
🚫 Set Boundaries
Tell the AI what it should NOT do:
- Don't give legal advice
- Don't make promises about results
- Don't talk about other clients
- Don't make up information
🤔 Handle Edge Cases
Prepare for tricky situations:
- The client is confused
- The client is upset
- The client wants to talk to a real person
- The client speaks another language
- The client asks something the AI can't answer
🔄 Test and Iterate
- Write your first prompts
- Make some test calls
- Read the transcripts
- Find what needs fixing
- Update the prompts
- Do it again!
📋 Form Design
🎯 Keep Forms Focused
Don't try to ask everything at once. Make separate forms for:
- First-time info gathering
- Collecting documents
- Medical details
- Case-specific questions
📐 Logical Flow
Put sections in the order that makes sense:
- Personal info
- What happened
- Related details
- Documents
- Signatures
🔀 Use Conditional Logic
Hide questions that don't apply:
- Show "Hospital Name" only if they went to the hospital
- Show "Employer Info" only if they have a job
- Show questions that only matter for their case type
This keeps forms short and easy! ✨
📖 Clear Instructions
For each part, explain:
- What info you need
- Why you need it
- How to give it
- What format to use
Example:
"Upload a photo of your driver's license (front and back). This helps us verify your identity. Please make sure the photo is clear and you can read all the text."
📱 Mobile-First Design
Most people fill out forms on their phones, so:
- Use short questions
- Don't use wide tables
- Test on a phone
- Keep file uploads simple
📊 Progress Indicators
Long forms should show:
- Which section the person is on
- How much they've finished
- What's left to do
💬 Client Communication
⚡ Response Time
Try to reply fast:
- Under 5 minutes for new questions
- Same day for follow-ups
- Use AI auto-replies when it makes sense
Fast replies make a huge difference in keeping clients happy! 😊
🙋 Personalization
Always make it personal:
- Use the client's name
- Mention their type of case
- Include specific details when you can
Instead of:
"Please send your documents."
Write:
"Hi John, for your car accident case, we need your medical records from Memorial Hospital. Could you upload those when you get a chance?"
📨 Channel Selection
Pick the right way to reach out:
| SMS | |
|---|---|
| Quick updates | Detailed info |
| Reminders | Documents |
| Urgent stuff | Formal messages |
| Short messages | Long messages |
🗣️ Tone Consistency
Keep your voice the same every time:
- Professional but friendly
- Clear and to the point
- Kind when things are tough
- Confident but not pushy
📅 Follow-Up Cadence
Here's a good follow-up schedule:
- Day 1: First contact
- Day 3: Follow up if no reply
- Day 7: Second follow-up
- Day 14: Last follow-up
- After that: Check in once in a while
🗂️ Data Management
🏷️ Consistent Naming
Pick a naming system and stick to it:
- Cases: "Last Name - Case Type" (e.g., "Smith - Personal Injury")
- Lists: Purpose + details (e.g., "PI Active - Missing Documents")
- Templates: Category + purpose (e.g., "Intake - Welcome Message")
🧹 Regular Cleanup
Do some housekeeping on a regular basis:
- Merge duplicate clients
- Archive finished cases
- Delete lists you don't use
- Update old templates
✅ Status Discipline
Keep statuses up to date:
- Change them right away when something happens
- Use automations to help
- Check for outdated statuses every week
🏷️ Tag and Categorize
Stay organized:
- Use case types for all cases
- Use custom fields for important info
- Use lists for campaign targeting
- Use tags for extra sorting
🔒 Security & Compliance
👤 User Access
Only give people the access they need:
- Give the minimum access required
- Review access every few months
- Remove users who aren't active anymore
- Use role-based permissions
🛡️ Data Handling
Keep sensitive info safe:
- Don't put private data in notes unless you have to
- Use secure channels for confidential info
- Turn on HIPAA mode if you handle health data
- Train your team on how to handle data
🔍 Audit Regularly
Check your system logs for:
- Strange login patterns
- Failed login attempts
- Large data exports
- Permission changes
💾 Backup Your Work
- Export your data regularly
- Save copies of your templates
- Write down your settings
- Keep a record of your integrations
👥 Team Productivity
📝 Template Everything
Make templates for:
- Common messages
- Frequent replies
- Standard forms
- Recurring campaigns
This saves time and keeps things consistent! ⏱️
⚙️ Use Automations
Let the system handle repetitive stuff:
- Welcome messages for new cases
- Reminders for overdue tasks
- Status change notifications
- Alerts when clients are unhappy
See Automations for setup guides.
⌨️ Keyboard Shortcuts
Learn the shortcuts for:
- Quick compose
- Search
- Navigation
- Actions
📊 Dashboard Organization
Set up your dashboard so you can work fast:
- Pin cases you use a lot
- Create saved filters
- Set up your notification preferences
- Star important conversations
📆 Regular Reviews
Schedule time to review things:
- Daily: Check messages and urgent tasks
- Weekly: Look at campaign results
- Monthly: Check data quality and processes
- Quarterly: Evaluate and improve workflows
📈 Measuring Success
🎯 Key Metrics to Track
| Metric | Target |
|---|---|
| Response time | < 5 minutes ⚡ |
| Answer rate | > 40% 📞 |
| Call success rate | > 60% ✅ |
| Form completion | > 70% 📋 |
| Client satisfaction | Mostly positive 😊 |
📊 Using Analytics
Check these regularly:
- Campaign performance
- Success rate trends
- How clients feel (sentiment)
- Team productivity
🔄 Continuous Improvement
- Set your starting numbers
- Find what needs to get better
- Make specific changes
- Measure the results
- Keep improving!