Cases

Cases are at the heart of Kayse. Each case represents a legal matter and helps you track everything related to it.

What is a Case?

A case in Kayse represents a single legal matter. Cases help you organize all related information in one place, including:

  • Client contact information
  • Case status and progress
  • Tasks and to-dos
  • Communications (calls, texts, emails)
  • Documents and files
  • Notes and activity history

Creating a Case

To create a new case:

  1. Click the + New Case button in the top navigation
  2. Enter the case name (e.g., "Smith - Personal Injury")
  3. Select the Case Type that best fits this matter
  4. Add client information or link an existing client
  5. Set the initial Status
  6. Fill in any custom fields relevant to the case type
  7. Click Create Case
💡 Tip

You can also create cases by importing data from a spreadsheet or from your case management integration.

Case Types

Case Types help you categorize your cases and determine what information needs to be collected. Each case type can have:

  • Custom statuses — Track progress through your workflow
  • Custom fields — Capture specific information for that case type
  • Default forms — Automatically assign intake forms
  • Assigned team members — Default staff assignments

Setting Up Case Types

Go to Settings → Case Types to create and manage your case types. You can create as many as you need to match your practice areas.

Case Statuses

Statuses help you track where each case is in your workflow. Common statuses might include:

  • New Lead
  • In Review
  • Active
  • Awaiting Documents
  • In Negotiation
  • Settled
  • Closed

Customizing Statuses

Each case type can have its own set of statuses. Go to Settings → Case Types, select a case type, and click on Statuses to customize the workflow for that type.

Viewing and Managing Cases

Case List

The main Cases page shows all your cases. You can:

  • Search — Find cases by name, client, or other criteria
  • Filter — Show only cases matching certain criteria (status, type, assigned staff)
  • Sort — Order cases by date, name, status, etc.
  • Export — Download case data to a spreadsheet

Case Detail View

Click on any case to open the detail view, where you can see:

  • Overview — Case summary and key information
  • Communications — All calls, texts, and emails
  • Tasks — To-dos and form completions
  • Notes — Internal notes from your team
  • Activity — Complete history of all changes

Bulk Actions

Need to update multiple cases at once? Kayse supports bulk actions:

  • Change status — Update the status of multiple cases
  • Assign staff — Add team members to multiple cases
  • Send messages — Send SMS or email to clients on multiple cases
  • Add to list — Add cases to a case list for campaigns

Using Bulk Actions

  1. Go to the Cases page
  2. Select the cases you want to update (use checkboxes)
  3. Click the Bulk Actions button
  4. Choose the action you want to perform
  5. Confirm and apply

Cloning Cases

If you need to create a similar case, you can clone an existing one:

  1. Open the case you want to clone
  2. Click the ••• menu
  3. Select Clone Case
  4. Modify any details as needed
  5. Save the new case

Best Practices

  • Use consistent naming — Develop a naming convention for cases (e.g., "Last Name - Case Type")
  • Keep statuses updated — Regularly update case statuses to keep your pipeline accurate
  • Use custom fields — Create custom fields to capture important case-specific information
  • Review regularly — Use filters to review cases that need attention