What You Can Do by Calling Kai
Call your agent's phone number and Kai becomes your personal secretary. Ask for updates, follow up with leads, change settings, and keep track of what needs attention.
How It Works
When a business owner calls their agent's phone number, Kai recognizes the caller and switches to secretary mode. Instead of the normal customer greeting, Kai gives a proactive briefing: call stats, hot leads, voicemails, action items, and anything else that needs attention.
The system detects admin callers automatically when your phone number is saved as an admin phone for the business. If Kai answers like you are a customer, check that your caller ID is listed in your admin phones.
What Kai Tells You First (The Briefing)
When you call in, Kai automatically summarizes what has been happening with your business:
- How many calls came in today and this week
- Any hot leads (score 70+) that need follow-up
- Missed calls or voicemails waiting for you
- Action items, reminders, and callbacks due soon
- Recent configuration changes made by you or your team
The briefing is generated fresh every time you call, so the information is always current.
Command Groups
You do not need to memorize exact commands. These are the main categories Kai can handle when you call from an admin phone:
Briefing and inbox
Summaries, calls, messages, leads, voicemails, performance, optimization ideas, and what changed since your last check-in.
Leads and follow-up
Add leads, look up leads, update status, add notes, call leads, text leads, or email leads using the saved lead record.
Calls and recordings
Search calls, read transcripts, review voicemails, send yourself recording links, or end the admin call.
Calendar and appointments
Check your calendar, create an owner calendar event, or book a lead appointment.
Tasks and preferences
Create action items, list open items, complete them, and update preferences like briefing style, follow-up channel, voicemail briefing, reminder channel, and email summary format.
Settings and history
Read current configuration, update agent or business settings, review change history, roll back supported changes, and leave call-quality feedback.
Callbacks and reminders
Have Kai call you back now or at a scheduled time, hear everything you have scheduled, reschedule or cancel items, and set up a daily goals check-in call.
Team lines
Enroll field workers on a separate update line, keep an open-jobs list, review crew check-ins, and add reviewers (like an office manager) who can hear the inbox without admin authority.
Customer memory
Ask what Kai remembers about a customer, correct or delete remembered details, and control business-wide memory settings by voice.
Payments
Text a secure hosted payment link to a lead (or yourself) for a deposit, fee, or balance — no card numbers ever read over the phone.
Get Information
Ask Kai for details about your calls, leads, messages, voicemails, calendar, and recent changes.
| Say something like... | What Kai does |
|---|---|
| "What happened today?" | Summarizes calls, leads, and duration stats |
| "What's on my plate?" | Reads action items, reminders, voicemails, hot leads, and urgent follow-ups |
| "How is the agent performing?" | Summarizes performance and optimization opportunities |
| "Any hot leads?" | Lists high-scoring leads with name and status |
| "Read me my messages" | Reads recent text messages |
| "Any voicemails?" | Lists unread voicemails with transcription |
| "What calls came in?" | Lists recent calls with duration and quality |
| "Look up Maria Garcia" | Finds a specific lead by name or phone number |
| "Read the transcript from the last call" | Reads the recent call transcript when available |
| "Text me the recording link" | Sends you a link to the call recording |
| "Check my calendar" | Shows upcoming appointments |
| "Did anyone call about pricing?" | Searches call summaries by topic and reads back the matches |
| "What's new since I last called?" | Summarizes everything meaningful since your last check-in |
| "Any briefings for the crew?" | Reads dispatcher briefings — jobs and urgent handoffs the team should act on |
| "What changed recently?" | Lists recent config changes (greeting, voice, prompt edits) |
Work With Leads
Kai can help you manage leads while you are away from the dashboard. You can look up a lead, add a new one, add notes, update status, or start a follow-up.
| Say something like... | What Kai does |
|---|---|
| "Add John Smith as a lead" | Creates a new lead after confirming details |
| "Add a note to the latest lead" | Saves your note on the matching lead record |
| "Call Maria back about pricing" | Places the call after checking the lead record and confirming the action |
| "Mark Maria as qualified" | Updates the lead status in your account |
Send Messages
Tell Kai to text or email a lead. Kai confirms important outbound messages before sending them, then uses the contact information saved on the lead record.
| Say something like... | What Kai does |
|---|---|
| "Text Maria Garcia: we can fit you in Thursday at 2" | Sends an SMS to that lead |
| "Email the new lead about our services" | Drafts and sends an email via your connected Gmail after confirmation |
| "Email me a summary of today" | Sends the summary to the admin email on your account |
| "Text Maria a payment link for the two hundred dollar deposit" | Sends a secure hosted payment link by SMS after confirming the amount — card details are only ever entered on the secure page, never spoken |
| "Make my briefings shorter" | Updates your owner preference for future admin call briefings |
Manage Calendar
Book appointments and check availability without opening your calendar app.
| Say something like... | What Kai does |
|---|---|
| "Book an appointment for Maria Garcia, Thursday at 2pm" | Creates a calendar event with the lead's details |
| "Am I free tomorrow morning?" | Checks your Google Calendar availability |
Have Kai Call You Back
Ask Kai to ring you back — right away, in a little while, or at a specific time up to 30 days out. Callbacks go to your verified admin phone, never to a number spoken out loud. If you can't pick up, Kai leaves the reminder as a message on your phone's voicemail so you still get it.
| Say something like... | What Kai does |
|---|---|
| "Call me back in 20 minutes" | Rings your admin phone back at that time |
| "Ring me tomorrow at 9 about the Johnson quote" | Schedules a reminder callback and delivers the reminder when you answer |
| "What do I have scheduled?" | Lists reminders, tasks, follow-ups, and pending callbacks in due-time order |
| "Push that callback to tomorrow morning" | Moves a scheduled item to a new time |
| "Never mind, don't call me back" | Cancels the pending callback |
| "Call me every morning at 8" | Sets up a daily goals check-in call — Kai follows up on yesterday's goals and captures today's commitments (say "stop the daily calls" to turn it off) |
| "Remind me to order filters Friday" | Creates an action item with a due time (no call unless you ask for one) |
Your Team: Workers and Reviewers
Field workers can call your business number and report job updates on a separate, limited line — in English or Spanish — without getting any admin authority. You can also add a reviewer (like an office manager) who can call in to hear the inbox and worker updates, but can't change settings.
| Say something like... | What Kai does |
|---|---|
| "Add Miguel as a worker — he speaks Spanish" | Enrolls Miguel on the worker update line with a Spanish-speaking assistant |
| "What did Miguel report today?" | Reads back recent worker check-ins, safety flags first |
| "Add the Henderson remodel to the job list" | Adds an open job so worker check-ins get matched to it automatically |
| "Add Dana as a reviewer" | Lets Dana call in to review the inbox and worker updates without admin access |
| "Remove Miguel from the worker line" | Revokes a worker's (or reviewer's) access |
Customer Memory
Kai remembers useful details about repeat callers so conversations pick up where they left off. You control all of it by voice.
| Say something like... | What Kai does |
|---|---|
| "What do you remember about Maria?" | Gives a short relationship digest plus specific remembered facts |
| "That's wrong — her gate code is 4321" | Corrects the remembered detail and tells you what changed |
| "Forget everything about John" | Wipes that customer's remembered history (asks you to confirm first — it's irreversible) |
| "Only remember contact info" / "Forget customers after six months" | Updates business-wide memory settings: what gets remembered, for how long, and how Kai uses it on calls |
Change Agent Settings
Update your agent's greeting, instructions, voice, services, business details, or routing without opening the dashboard.
| Say something like... | What Kai does |
|---|---|
| "Change the greeting to: Thank you for calling..." | Updates the first message callers hear |
| "Update the instructions to ask about their budget" | Modifies the inbound call prompt |
| "Switch to Sarah's voice" | Changes the agent voice |
| "Add emergency plumbing as a service" | Updates services your agent can discuss |
| "Update our hours to close at 6 on Fridays" | Updates business hours used by your agent |
| "Set the booking link to our new scheduling page" | Updates the booking link Kai can share |
| "Send calls to my cell first" | Updates ring-first handoff routing numbers |
| "What's the current prompt?" | Reads back the full agent configuration |
| "Undo the last change" | Rolls back the most recent config change |
Safety and Confirmations
- Kai confirms before sending customer texts or emails, placing calls, or booking appointments.
- Messages and calls to leads use the lead record in your account instead of only a phone number spoken out loud.
- Outbound lead calls respect consent, opt-outs, and calling-hour checks when those rules apply.
- Voice changes are logged in Change History so you can review recent updates or ask Kai to undo the last change.
- Admin SMS works for quick checks and basic admin tasks when SMS is enabled; calling in supports the fullest admin workflow.
Give Feedback
Tell Kai what you liked or didn't like about recent calls so the system can improve.
| Say something like... | What Kai does |
|---|---|
| "The last call sounded too formal" | Records feedback for quality improvement |
Tips
- You can be conversational — Kai understands natural language, not just exact commands
- Changes made by voice are logged in Change History just like dashboard edits
- If you update the greeting or prompt, Kai confirms the change before applying it
- Use Dashboard > Messages to review SMS conversations; admin threads are labeled with an ADMIN badge
Setting Up Admin Access
Admin access is automatic for the account owner. To add another person as an admin caller:
- Go to Dashboard > Business > Settings
- Add their phone number to the admin phones list
- When they call the agent's number, Kai will recognize them as an admin and switch to secretary mode
Admin callers get the same briefing and the same set of voice commands as the account owner.
Next Steps
- How to Customize Your Agent — make changes through the dashboard instead of by voice
- How to Set Up Kai to Answer Calls — if you haven't created an agent yet
- Connect Claude or ChatGPT — manage the same things by chat instead of by voice
- FAQ — quick answers to common questions
- Questions? Call 1 (417) 386-2898 or email support@kaicalls.com