KaiCalls Documentation

Viewing Agents

The Agents page displays all your AI agents as cards showing:

• Agent name and phone number
• Status (Active/Setup Required)
• Setup Progress indicator
• Test Agent button
• Phone number assigned

Creating a New Agent

Click "+ New Agent" and follow the 6-step wizard:

1. Industry: Select your business type for pre-configured settings
2. Name: Enter agent name and select voice
3. Personality: Choose preset or customize warmth/speed/chattiness sliders
4. Questions: Select standard fields and add custom questions
5. Rules: Enable/disable capabilities and configure special situation handling
6. Launch: Review greeting and create

Agent Card Actions

• Test Agent: Make a test call to hear how your agent sounds
• Edit: Click the agent card to modify settings
• Get Phone Number: Assign a phone number to agents without one

Phone Numbers

Navigation: Phone System → Phone Numbers

View and configure all phone numbers in your account:

• Search by number
• See routing status (Direct, IVR Menu, Not Configured)
• Click Configure to set routing

Routing Options:

• Direct: Immediate connection to AI agent (best for simple call flows, high-volume handling)
• IVR Menu: Callers hear options and choose destination
• Time-Based: Route differently based on time of day

IVR Menus

Navigation: Phone System → IVR Menus

Create phone menus that route callers:

• Set a Menu Name and Greeting Message (what callers hear)
• Add Menu Options with keypress numbers (1, 2, 3, etc.)
• Route each option to an agent or phone number
• Configure Timeout Behavior (seconds to wait, max retries)

IVR Squads

Group multiple agents to handle calls together.

Team Directory

Manage team member extensions for transfers.

How to Use It

1. Call your KaiCalls phone number from a phone number saved as an admin phone.
2. Kai recognizes you and answers with an owner briefing instead of the customer greeting.
3. Ask for updates, give follow-up instructions, change settings, or end the call naturally when you are done.

What Kai Tells You First

The opening briefing is generated fresh from your account. Depending on activity, Kai can summarize:

• Today's calls, new leads, missed calls, and voicemails
• Hot leads and follow-ups that need attention
• Recent messages and calls flagged for review
• Action items, reminders, and what changed since your last check-in

Admin Command Groups

Things You Can Ask

Update Your Agent by Voice

You can make many common business and agent updates during the admin call. Kai logs these changes in your change history so you can review what happened later.

• Greeting, agent instructions, voice, and voice preview
• Services, products, business knowledge, and FAQs
• Business hours, booking link, business contact details, and business description
• Ring-first numbers for human handoff routing
• Lead status updates, notes, transcripts, recordings, and call search

To review or reverse recent configuration edits, ask Kai "what changed recently?" or "undo the last change." Kai will tell you if a specific change needs dashboard or support follow-up.

Safety and Confirmation

• Kai asks for confirmation before sending customer texts, sending emails, placing calls, or booking appointments.
• Lead calls and messages use the lead record in your account, so Kai is not relying only on a phone number spoken out loud.
• Outbound lead calls respect consent, opt-outs, and calling-hour checks when those rules apply.
• Admin text messages work for quick checks and basic admin tasks when SMS is enabled; voice call-in supports the fullest admin workflow.

Where to Review Messages

Go to Dashboard → Messages to review SMS conversations. Admin conversations are labeled with an ADMIN badge, and customer replies are kept with the matching lead conversation whenever possible.

More Detail

For a longer walkthrough with more example phrases, read What You Can Do by Calling Kai.

Lead List View

• Filter by: All, Hot, Warm, Cold
• Filter by Agent: All Agents or specific agents
• Filter by Status
• Search by name, email, phone, or summary
• Each lead shows: Heat score (0-100), Name, Summary, Assigned Agent, Next Action

Lead Detail View

Click any lead to see:

Overview Tab

Stats: Hot Leads, Warm Leads, Cold Leads, Avg Score. Quick Actions: "Call Hot Leads Now", "Configure Routing Rules". Performance metrics (Hot Lead Rate percentage).

Routing Rules Tab

Configure how leads are automatically routed based on their score.

Insights Tab

Analytics on your lead scoring performance.

Metrics

Recent Call Failures

Table showing failed calls with failure reasons:

• call-in-progress-error-assistant-did-not-receive-cue
• silence-timed-out

Feedback History

Track quality feedback over time.

Business Profile

Navigation: Business → Business Profile

Configure:

• Basic Information: Name, Description, Website, Phone, Email, Address
• Business Details: Contact Name, Category, Logo URL, Years in Business
• Services & Coverage: Services Offered, Service Areas, Equipment, What Makes You Unique

Products

Navigation: Business → Products

Add products/services your AI agent can discuss.

Knowledge Base

Navigation: Business → Knowledge Base

Teach your AI about your business:

• Upload documents, FAQs, product details
• Organize with categories and tags
• AI automatically references during calls

Team Members

Navigation: Business → Team Members

Manage user access to your KaiCalls account.

Current Plan Info

• Usage This Month (minutes used vs. included)
• Plan Features list
• Next Payment date

Plan Comparison

Actions

• Upgrade/Downgrade: Change plans
• Cancel Subscription: Remains active until billing period ends
• Manage Billing: Update payment methods