Contacts

Contacts

Manage your contact info, how they like to be reached, and which cases they're linked to! 📇

🤔 What is a Contact?

A contact in Kayse AI is a person connected to one or more of your cases. Each contact record stores:

Good to Know

One contact can be linked to many cases. This is great for returning contacts or people who have more than one matter! 🔗

🏷️ Contact Types

Kayse AI supports different kinds of contacts:

TypeDescription
IndividualA person (this is the most common) 👤
BusinessA company or organization 🏢

➕ Adding Contacts

There are a few ways to add contacts:

When Creating a Case

The easiest way is to add a contact when you make a new case:

  1. Create a new case
  2. In the contact section, click Add New Contact
  3. Type in the contact's info
  4. The contact is automatically linked to the case! 🔗

Standalone Contact

You can also create a contact without linking them to a case right away:

  1. Go to Contacts in the main menu
  2. Click Add Contact
  3. Enter the contact's info
  4. Save the contact record

Via Import

Bring in lots of contacts at once from a spreadsheet. Go to Settings → Import and follow the steps. 📊

📱 Mobile app status

You can see whether a contact has installed the Kayse mobile app in several places:

WhereWhat you see
Contacts listAn icon and short label (Installed / Not Installed) in the list
Contact profileAn icon next to the contact’s name
Case detailsAn icon next to clients listed on the case
MessengerAn icon in the conversation header

Hover the icon where a tooltip is shown to confirm App Installed or App Not Installed.

📞 Managing Contact Information

Multiple Phone Numbers

Contacts can have more than one phone number. Each one can be labeled:

TypeDescription
PrimaryThe main number used for reaching out
MobileCan get text messages 📱
HomeHome phone number 🏠
WorkOffice phone number 💼

✅ Phone Number Validation

Kayse AI checks phone numbers for you:

CheckDescription
FormatMakes sure it's a real phone number format
Type DetectionFigures out if it's a mobile or landline
Carrier InfoFinds the phone carrier for better delivery
DNC CheckChecks the Do Not Call list

Multiple Email Addresses

Contacts can also have more than one email address, with one marked as primary.

TypeDescription
PrimaryThe main email for messages
PersonalTheir personal email
WorkTheir work email 💼

🏠 Addresses

Store mailing addresses for letters and documents:

FieldDescription
StreetStreet address
CityCity name
StateState or Province
ZIP/PostalPostal code
CountryCountry

📊 Contact Statuses

Keep track of where each contact stands:

StatusDescription
ActiveCurrently working with you ✅
InactiveNot active anymore
PendingWaiting for a response or next step ⏳
UnreachableCan't get in touch with them 📵

Changing a Status

  1. Open the contact profile
  2. Click on the status field
  3. Pick the new status
  4. The change gets saved in the activity log

📨 Communication Preferences

Every contact can have their own contact preferences:

Opt-In Status

Track whether a contact has said "yes" to being contacted through:

ChannelDescription
SMSText messages 💬
EmailEmail messages 📧
Voice CallsAI or manual phone calls 📞

🚫 Opt-Out Handling

If a contact opts out (like by texting "STOP"), they're automatically marked as opted out. They won't get any more automated messages through that channel.

Compliance Note ⚖️

Always respect what contacts want. Kayse AI automatically stops sending messages to people who have opted out.

Case Type Opt-Outs

Contacts can opt out of messages for specific case types:

  1. Open the contact profile
  2. Go to Preferences
  3. Set which case types they don't want to hear about
  4. They won't get messages about those case types anymore