KaiCalls Documentation
Complete user guide for the KaiCalls AI phone agent platform.
Overview
KaiCalls is an AI-powered phone agent platform that answers calls, texts, and messages 24/7. The platform automatically captures leads, qualifies them, and routes them appropriately, starting at $69.99/month.
Quick Start Guide
Get Your AI Agent Live in 5 Minutes
1Create Your First Agent
- From the Dashboard, click Agents in the left sidebar under "AI & AUTOMATION"
- Click the "+ New Agent" button (top right)
- Follow the 6-step wizard:
2Connect a Phone Number
- Go to Phone System → Phone Numbers in the sidebar
- Find an unconfigured number or your assigned number
- Click Configure next to the number
- Choose routing type:
Select your Fallback Agent and click Save Changes
3Set Up Your Business Profile
- Navigate to Business → Business Profile
- Fill in your essential information: Business Name, Description, Website, Phone, Email, Address
- Add Services & Coverage details so your AI agent can answer accurately
✓You're Live!
Your AI agent is now answering calls 24/7. Monitor leads in the Dashboard and review call recordings in the Leads section.
AI Agents
Navigation: Sidebar → AI & AUTOMATION → Agents
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:
- Industry: Select your business type for pre-configured settings
- Name: Enter agent name and select voice
- Personality: Choose preset or customize warmth/speed/chattiness sliders
- Questions: Select standard fields and add custom questions
- Rules: Enable/disable capabilities and configure special situation handling
- 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 System
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)
Note: Callers can also speak their intent ("sales", "help") instead of pressing numbers.
IVR Squads
Group multiple agents to handle calls together.
Team Directory
Manage team member extensions for transfers.
Leads Management
Navigation: Sidebar → ACTIVITY → Leads
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:
Left Panel:
- Contact info (email)
- Status dropdown (New, Contacted, etc.)
- Initial Message/reason for call
- Lead Source (phone/agent name)
- Lead Score with temperature (Hot/Warm/Cold)
- Activity Summary (Calls, Messages, Proposals, Age)
Right Panel:
- Activity Timeline: All interactions in chronological order
- Call History: With recording playback and duration
- Summary: AI-generated call summary
- Full Transcript: Complete conversation text
- Call Feedback: Add quality feedback
Lead Scoring
Navigation: Sidebar → ACTIVITY → Lead Scoring
How It Works
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.
Follow-up Workflows
Navigation: Sidebar → AI & AUTOMATION → Follow-up Workflows
Creating a Workflow
- Click "+ New Workflow"
- Enter Workflow Name and Description
- Select Workflow Goal
- Add Workflow Steps:
- Step Type: Voice Call, SMS, or Email
- Delay from Previous Step: Immediate, hours, days
- Call Script with variables: {name}, {phone}, {email}
- Enable Active toggle
- Click Create Workflow
Available Tabs
- Templates: Your workflow templates
- Active Executions: Currently running workflows
- Analytics: Performance metrics
All Calls
Navigation: Sidebar → ACTIVITY → All Calls
View complete call history with filters and playback.
Scheduled/Outbound Calls
Navigation: Sidebar → ACTIVITY → Scheduled Calls
View scheduled and completed outbound calls:
- Stats: Ended, Failed, Expired counts
- Table: Lead, Number, Agent, Attempt, Scheduled time, Status, Duration
- Actions: View Call, View Lead
Quality Dashboard
Navigation: Sidebar → ACTIVITY → Quality
Monitor AI call performance:
Metrics
Recent Call Failures
Table showing failed calls with failure reasons:
call-in-progress-error-assistant-did-not-receive-cuesilence-timed-out
Feedback History
Track quality feedback over time.
Business Settings
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.
Integrations/Connections
Navigation: Settings → Connections
Email Connections
- Gmail OAuth: Connect Google account securely
- SMTP/IMAP: Custom email server settings
Twilio SMS & Voice
Connect your Twilio account for SMS campaigns.
CRM Connections
- GoHighLevel: Sync leads automatically
- Airtable: Custom data mapping with triggers
Google Calendar
Connect to enable AI appointment booking with availability checking.
Google Local Services Ads
Sync leads from Local Services Ads.
Subscription Management
Navigation: Settings → Subscription
Current Plan Info
- Usage This Month (minutes used vs. included)
- Plan Features list
- Next Payment date
Plan Comparison
| Plan | Price | Minutes | Inbound | Outbound | Lead Scoring |
|---|---|---|---|---|---|
| Overflow | $300/mo | 500 | Anytime | No | Yes |
| Premium | $600/mo | 1,500 | All | No | Yes |
| Enterprise | $1,000/mo | 4,000 | All | Yes | Yes |
Actions
- Upgrade/Downgrade: Change plans
- Cancel Subscription: Remains active until billing period ends
- Manage Billing: Update payment methods
Important Notes
- Usage overages billed at $0.15/minute
- Downgrades take effect at next renewal
FAQ
What happens when the AI can't answer a question?+
Can I use my existing business phone number?+
How does lead scoring work?+
Can the AI schedule appointments?+
How do I train my AI on my business?+
What integrations are available?+
Troubleshooting
Agent Not Taking Calls
- Verify the agent has a phone number assigned (check Agents page for "Get Phone Number" button)
- Confirm the phone number is configured correctly in Phone System → Phone Numbers
- Check that the agent status shows "Active" not "Setup Required"
Calls Showing as Failed
Check the Quality Dashboard for failure reasons:
silence-timed-out: Caller didn't speak; consider adjusting greetingassistant-did-not-receive-cue: Technical issue; contact support
Lead Not Appearing
- Verify the call completed (check All Calls)
- Ensure lead capture fields are enabled in agent Questions settings
- Check if caller provided required information
IVR Menu Not Working
- Ensure "Pending Sync" status resolves to "Synced"
- Verify menu options have valid destinations
- Test by calling the number yourself
Integration Not Syncing
- Reconnect the integration in Settings → Connections
- Verify credentials are current
- Check for "Connected" status badge