Getting Started

Getting Started

New to Kayse AI? This guide will help you get up and running quickly.

Quick Start

  1. Sign up at app.kayse.ai
  2. Complete onboarding to set up your company profile
  3. Import your cases or create your first case manually
  4. Invite your team to collaborate

First Steps

Setting Up Your Account

After signing up, you'll be guided through the onboarding process:

  1. Company Information

    • Enter your company name and contact details
    • Upload your logo
    • Set your timezone

  2. Practice Areas

    • Configure your case types
    • Set up custom statuses for each type
    • Add custom fields as needed

  3. Phone Numbers

    • Acquire phone numbers for communication
    • Assign numbers for messaging and AI calls
    • Configure caller ID settings

  4. Branding

    • Upload light and dark logos
    • Set up your client portal appearance
    • Customize greeting messages

The Kayse AI dashboard is organized into key sections:

SectionDescription
CasesYour central hub for managing all cases
ContactsView and manage contact information
MessengerCommunicate with clients via SMS, email, and calls
CampaignsRun automated outreach campaigns
TasksTrack tasks and to-dos across your firm
AnalyticsView performance metrics and reports
SettingsConfigure your account and preferences

Understanding Key Concepts

Cases vs. Contacts

A single client can have multiple cases, and a case can have multiple clients.

Lists

Lists are collections of cases used for:

You can create dynamic lists (auto-update based on filters) or static lists (manually selected cases).

Forms and Tasks

Forms are assigned to cases, and clients complete the tasks within them.

Importing Data

You can import existing data into Kayse AI:

Import Methods

  1. Spreadsheet Import

    • Go to Settings → Import
    • Download the import template
    • Fill in your data
    • Upload the completed file
    • Map columns to Kayse AI fields
    • Review and complete import

  2. CRM Integration

    • Go to Settings → Integrations
    • Connect your CRM or practice management system
    • Configure field mappings
    • Enable sync

What to Import First

  1. Contacts — Import your contact database
  2. Cases — Import case records with client associations
  3. Custom Fields — Import any case-specific data

Setting Up Communication

Phone Numbers

  1. Go to Phones (under Settings & Tools)
  2. View available numbers or click New to add one
  3. Assign numbers for:
    • General messaging
    • Campaign outreach
    • AI Receptionist

Message Templates

Create templates for common messages:

  1. Go to Settings → Message Templates
  2. Click Create Template
  3. Add variables for personalization
  4. Save and use across Messenger and Campaigns

AI Receptionist

Set up your AI voice assistant:

  1. Go to Settings → AI Receptionist
  2. Configure the voice and personality
  3. Set up prompts and instructions
  4. Connect knowledge bases
  5. Configure call transfer settings

Inviting Your Team

Add team members to collaborate:

  1. Go to Settings → Team
  2. Click Invite Team Member
  3. Enter their email address
  4. Select a role:
    • Admin — Full feature access including settings
    • User — Access to assigned cases and messaging (no company-wide settings)
  5. Click Send Invite

Team members receive an email invitation to join.

Common First Actions

Create Your First Case

  1. Click + New Case in the top navigation
  2. Enter the case name
  3. Select the case type
  4. Add or create a client
  5. Set the initial status
  6. Click Create Case

Send Your First Message

  1. Open a case or client profile
  2. Click the Message button
  3. Type your message or select a template
  4. Choose SMS or Email
  5. Click Send

Create Your First Campaign

  1. Create a list of cases to contact
  2. Go to Campaigns → Create Campaign
  3. Select your list
  4. Configure the AI agent (for voice campaigns)
  5. Set up messaging
  6. Schedule and launch

Frequently Asked Questions

How do I change my password?

Go to Profile Settings → Security → Change Password

How do I add a phone number?

Go to Phones (under Settings & Tools), click New, optionally enter an area code, and click Add Phone. See Phone Numbers for details.

Can I undo an import?

Yes, go to Settings → Import → Import History and select the import to revert.

How do I contact support?

Next Steps

Now that you're set up, explore these features:

Video Tutorials

Coming soon: Step-by-step video guides for common tasks.