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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 ​

  • Case: A legal matter you're handling (e.g., "Smith Personal Injury")
  • Contact: A person associated with one or more cases

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

Lists ​

Lists are collections of cases used for:

  • Running campaigns
  • Bulk operations
  • Reporting

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

Forms and Tasks ​

  • Tasks: Individual items to collect or complete
  • Forms: Collections of tasks organized into sections

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 → Company → Staff
  2. Click Invite new member
  3. Enter their full name, email address, and optional phone number
  4. Select a role:
    • Admin — Full feature access including settings
    • User — Access to assigned cases and messaging (no company-wide settings)
  5. Click Add

New team members receive an email invitation to join.

See Team Member Invitations for required fields, optional fields, and phone number rules.

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.

Turn unreachable clients into paid cases.

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