Best Practices for Launching Your First AI Campaigns in Kayse

This guide explains the fastest and cleanest way to launch AI campaigns in Kayse. After millions of successful AI calls and messages, the best path forward is clear and we recommend the following:

Tl;Dr: The short version is: start with a List, launch quickly, then add deeper automation in the background. ✅

⏰Integrations take time, but your campaign results should not have to wait. 👍

To get the immediate benefit of using Kayse AI, we have found that most firms want a “just-in-time” (JIT) campaign first. That means solving today’s problem now, and then building deeper workflows in the background at the same time. 📎

🏁Starting with a List is the quickest path to real results, and we will stay with you the whole way. 😊

Overview: The Best Launch Path

1. Start with a List 📄

The easiest way to get started is to send us a clean List first. We build your campaign from that List, so a good List is the biggest thing that helps us launch fast and get strong results. 🚀

Most of the time, it makes sense to start with a List even if an API integration is planned. Integrations are great, but they often take a few weeks or possibly longer, to set up. We do not want your launch to get stuck waiting on that. Your team usually has real needs right now, and a List lets us help you right away. ✅

Starting with a List also gives you a big advantage. You can export your data in a simple format, run your first campaign, and then we send your results back in a clean file that is easy to upload into your CRM or case management system. That way, nothing gets lost and your team stays in control of the records. 📄📌

Here is how the best AI projects get started:

• Step 1: You send a List. Unless there are special circumstances, we recommend a minimum of 250 to 500 clients/cases for campaigns. More is better to drive optimal results.
• Step 2: We launch your first AI campaign quickly.
• Step 3: While the campaign is running, we use that same List to guide the integration setup in the background.
• Step 4: The results of your first AI campaign are exported back into a similar List that is easy to import back into your existing CRM.
• Step 5: When the integration is ready, we connect it and future campaigns get even easier. ⚙️

This staged approach gives you the best of both worlds. You get a fast start and you still get the long-term automation when it is ready.

Required list format ✅

• For most CRMs and case management systems, your List must include:

  • CaseID
  • ContactID
  • Status
  • Case Type
  • All Campaign Fields, Even If Empty and Waiting to Be Filled in

These IDs help us match each person to the right record and keep results organized. 📌

• If you use Law Ruler as your CRM, your List must include these columns:

  • LeadID (Law Ruler uses LeadID instead of CaseID)
  • ContactID
  • Status
  • Case Type
  • All Campaign Fields, Even If Empty and Waiting to Be Filled in

📄 The Law Ruler Powered by Kayse - Integration Template Sheet

If this is an intake campaign, please include 🧩

• One column for each intake question

• A mapping document showing which question matches each custom field

  • We can share a template if you want one📌

  • Please make sure your spreadsheet includes case type, status, and all required fields, even if they are empty and you need the AI to get the information for you as part of the campaign.

    • If status and case type are not in the spreadsheet, then provide to Kayse at the time of agent ordering

• Any answers you already have

  • If someone already answered a question, include it so the agent does not ask again.

2. Start Quickly with an Initial Launch 🚀

Once we have a solid list, we can launch fast. You do not need every workflow or API connection finished to start seeing results. ✅

Here’s what we do after the list comes in 🛠️

1. Import your List into Kayse 📥

2. Build your AI agent 🤖

3. Test internally and improve 🧪

4. Send testing results to you for approval ✅

   • You can do a live test call or review a recording. Your choice. 🎧

5. Launch the campaign 🚀

6. Monitor and report until results reached 📊

This lets you start getting value right away while we keep improving the system. 👍

3. Implement API and Workflows in the Background ⚙️

After launch, we can connect deeper workflows behind the scenes. This avoids delays and helps your team learn from real campaign results early ✅

Examples of what we can add after launch:

• Automated data syncing 🔄
• Custom workflows 🧠
• Smarter triggers and routing 🔔
• Reporting upgrades 📈
• Deeper integrations as needed 🧩

This phased approach keeps momentum high and lowers project risk. 👍

Best Practices Before Launch ⭐

1. Use the Proper List Size 👥

• Unless there are special circumstances, we recommend a minimum of 250 to 500 clients/cases for campaigns.

• Bigger lists usually give better ROI. 📈

• 🪫Lists under 100 cases are usually not a good fit for AI and may not perform well. ⚠️

• Smaller lists can still work if:

  • The cases are high value 💰
  • The clients are warm, active or recent, and likely to answer 🙂

2. AI Works Best with Volume 🔁

AI calling is strongest when it can reach many people efficiently. That’s why list size matters. 📞

3. Choose One Main Goal 🎯

Before we build the agent, decide the campaign’s main job, like:

• Ask intake or qualification questions 📝
• Collect documents via secure upload link 📎
• Mix of questions & document collection 📝📎
• Hybrid AI/Human approach: Let the AI handle the chase and updating bad/wrong phone numbers and then Transfer calls to your team as it reaches each client ☎️

If you have more than one goal, tell us the top priority. This helps us build the right call flow and know when to stop calling someone. ✅

4. Plan Your Call Transfer Flow 🧭

If the agent may transfer calls, decide this first:

• Do you want a warm transfer (agent introduces the call) or a cold transfer (agent sends it over)?

• If no one answers a warm transfer, should we:

  • Try a cold transfer, or
  • Schedule a callback? 📅
  • Also, we can stand up a shared spreadsheet of call transfers for QA/audit/control purposes.

• Should transfers happen any time, or only during work hours? ⏰

• After hours, should the agent only schedule callbacks? 🌙

5. Consider Human Hand-Off 🤝

Some campaigns run with no human help. But if your team has staffing, human hand-off can improve results. 👍

Human hand-off is most useful when:

• The campaign is time-sensitive ⏳
• Losing a client is costly 🚨
• You are calling clients who have not heard from the firm in a long time 😕

If you want hand-off, tell us:

• What keywords or situations should trigger it 🔔
• Who should get the call 👤
• How your team will handle it 🧑‍💼

This can prevent frustration and lower churn risk. 🙏

6. Decide When You Reach Success 🛑

Some campaigns have a clear end date. Others could run for a long time.

Before launch, decide:

• What success rate is worth continuing ✅
• What rate means it is time to pause or stop ⛔

Example:

• If 10% of calls still succeed, do you want to continue?
• What about 5%?
• What if most of your List is completed?

Having a rule early makes decisions easier later. 👍

Need Help? 💬

If you want us to review your list or help plan your first launch, reply here and we will jump in. 😊