How to Set Up Call Flows

Call Flows are 1-click presets for the exact calls your secretary handles. Pick your industry, switch on the flows you want, and Kai is configured to run them — no prompt-writing.

What Are Call Flows?

Every business takes the same handful of calls over and over: the new-customer call, the booking, the after-hours emergency, the follow-up. A call flow is one of those calls, pre-built for your industry — it tells Kai what to ask, what to capture, when to book, and when to hand off to a human.

Choose your industry and we start you with the recommended set already switched on. Toggle from there. When you apply, Kai's instructions update on his next call.

Switching On Your Flows

  1. Go to Dashboard > Call Flows.
  2. Pick the agent you want to configure and your industry. The recommended flows for that industry switch on automatically.
  3. Toggle individual flows on or off. They're grouped into Inbound, Outbound, and Sensitive (more on these below).
  4. Click Preview to see the exact instructions Kai will follow before anything goes live.
  5. Click Apply to secretary. Your changes go live on Kai's next call — nothing changes until you click Apply.
Note: Your guardrails, voice, and personalization are kept and layered on top automatically — turning on call flows never overwrites your agent's personality.

The Three Kinds of Flow

Inbound — your front door

The calls that come in. Kai answers, qualifies the caller, captures their details, and books or routes them — the new-patient call, the service call, the table reservation, the takeout order, the new-case intake.

Outbound — follow-up calls

The calls your front desk never gets to. Kai works a list and calls through it: recall and overdue reminders, filling a cancelled slot, post-visit and referral follow-ups.

Sensitive — first touch only

Some calls should never be closed by an AI. On flows marked First touch only — like a past-due balance or a complaint — Kai answers, captures the details, and hands off to you. He will never negotiate a payment, offer a refund or remedy, or resolve a complaint on his own.

Which Industries Are Covered?

Call Flows ship with ready-made presets for: dental & medical, home services, auto repair, personal-injury law, salon / spa / med-spa, restaurants, real estate, veterinary, and wedding / events. Each comes with its own scripts and capture fields.

Don't see your industry, or want a flow to ask something specific? You can still fine-tune any agent under Customize Your Agent.

Tips

  • 1.Start with the defaults. They're the highest-value calls for your industry — you can always add more later.
  • 2.Preview before you apply. The preview shows the exact instructions Kai will follow.
  • 3.Trust the Sensitive boundary. Kai takes the first touch on collections and complaints and routes them straight to you — he never closes them.
  • 4.Connect the tools the flows need. The setup screen flags any flow whose tool isn't connected yet — a calendar for booking, your CRM for capture — with a one-click link to set it up, so Kai can complete each call end-to-end instead of promising something it can't finish.
  • 5.Changed your mind? Undo it. Every apply asks you to confirm first, and the screen keeps your previous setup so you can restore it in one click. Your agent's personality, voice, and guardrails are never touched.
    How to Set Up Call Flows | KaiCalls Help