How to Use Systems Monitor

Systems Monitor is a read-only control room for lead communications. It helps you see what is queued, what needs intake, what stopped messaging, and what happened recently.

What This Screen Is For

Open Dashboard > Activity > Systems Monitor. Choose a window of 24 hours, 72 hours, 7 days, or 30 days. The top cards summarize active conversations, unread inbound messages, queued SMS, pending email approvals, stale queue items, transcript gaps, and failed or suppressed communications.

It is for owners and operators who want a single place to confirm nothing is stuck: that queued messages are going out, that replies needing a human are not piling up, and that anything Kai stopped or suppressed was supposed to stop.

How to Run a Check

  1. Go to Dashboard > Activity > Systems Monitor.
  2. Pick a time window that matches what you are checking (start with 24 hours).
  3. Scan the top cards for anything non-zero in stale queue items, pending email approvals, or failed or suppressed communications.
  4. Switch to the matching view below to see the individual rows behind a count.
  5. Open a lead timeline on any row that needs follow-up, then jump to the related call or conversation to act.

Operational Views

  • Work Queue: Pending, stale, or failed operational work with due time, state, and preview.
  • Needs Intake: Replies or transcript gaps that need a person to review the lead.
  • No Longer Messaging: Leads that are stopped, suppressed, canceled, or handed off.
  • Recent Events: SMS, email, SDR, call, and system activity across the selected window.

Open a Lead Timeline

Click Open timeline on any row to see the lead's recent communication history in a side panel. The timeline includes lead source, score, latest call summary when available, and recent events with links back to calls or conversations.

Systems Monitor does not send messages or change automation. It is built for auditing and triage before you jump into the related lead, call, or conversation.

Reading the Statuses

  • •Pending / queued — work that is scheduled and waiting to run. Normal in small numbers.
  • •Stale — a queued item that has waited longer than expected. Worth a look; something may be blocking it.
  • •Failed — the send did not go through. Open the row to see why and decide whether to handle the lead manually.
  • •Suppressed — a send was intentionally held back, for example because the lead opted out. This is the system protecting you, not an error.
  • •Transcript gap — a call or conversation is missing expected content and may need a person to review the lead.

FAQ & Troubleshooting

  • •Can I resend a failed message here? No — Systems Monitor is read-only. Open the lead, call, or conversation to take action.
  • •Why is a lead in No Longer Messaging? It was stopped, suppressed, canceled, or handed off. Open its timeline to see which and when.
  • •A count looks high. Narrow the time window first — a 30-day view naturally shows more than 24 hours. Then drill into the view to see whether the items are recent or backlog.

Related

  • Leads — work the lead a timeline points you to
  • Call History — open the calls referenced in recent events
  • Sending SMS — understand queued and suppressed text behavior
    How to Use Systems Monitor | KaiCalls Help