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:

• Name and personal info 👤
• Phone numbers (can have more than one) 📞
• Email addresses (can have more than one) 📧
• Mailing addresses 🏠
• How they prefer to be contacted
• Linked cases
• Satisfaction scores 😊
• Where they came from (external source info)
• Login source — how they access the app (Web, Mobile, Web & Mobile, or Not Installed), shown with matching icons 📱

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:

Type	Description
Individual	A person (this is the most common) 👤
Business	A 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. 📊

📱 Login source status

The login source tells you how each contact accesses the app — via Web, Mobile, Web & Mobile, or Not Installed.

You can see the login source in several places:

Where	What you see
Contacts list	A login source column with an icon and label (Web, Mobile, Web & Mobile, or Not Installed)
Case details	A login source status next to clients listed on the case

Filtering by login source

On the Contacts and Cases list pages you can filter by login source to narrow the list to contacts who use a specific access method.

Sorting by login source

Both the Contacts and Cases tables support sorting by login source status.

📞 Managing Contact Information

Multiple Phone Numbers

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

Type	Description
Primary	The main number used for reaching out
Mobile	Can get text messages 📱
Home	Home phone number 🏠
Work	Office phone number 💼

✅ Phone Number Validation

Kayse AI checks phone numbers for you:

Check	Description
Format	Makes sure it's a real phone number format
Type Detection	Figures out if it's a mobile or landline
Carrier Info	Finds the phone carrier for better delivery
DNC Check	Checks the Do Not Call list

Multiple Email Addresses

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

Type	Description
Primary	The main email for messages
Personal	Their personal email
Work	Their work email 💼

🏠 Addresses

Store mailing addresses for letters and documents:

Field	Description
Street	Street address
City	City name
State	State or Province
ZIP/Postal	Postal code
Country	Country

📊 Contact Statuses

Keep track of where each contact stands:

Status	Description
Active	Currently working with you ✅
Inactive	Not active anymore
Pending	Waiting for a response or next step ⏳
Unreachable	Can'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:

Channel	Description
SMS	Text messages 💬
Email	Email messages 📧
Voice Calls	AI 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

📤 Exporting Opt-Outs

You can export opt-out data as a CSV file directly from the Contacts page:

1. Go to Contacts
2. Click Export Opt-Outs in the table header
3. Optionally select a start date and end date to filter by when contacts last opted out
4. Click Export to download the CSV file

INFO

The export automatically uses the active case-type filter, so the CSV only includes opt-outs for the case type you are currently viewing.