Overview
What the Rentopian connection does.
Kai answers rental calls. KaiCalls then sends each caller to Rentopian as a quote.
Makes a quote
KaiCalls makes a new quote in Rentopian for the caller. The call notes go in the quote.
Saves the customer
Rentopian adds the caller as a client and a contact. If they are already there, it uses the one it has.
Adds the items
Kai can check your Rentopian items on the call. Items he finds go on the quote at your list price. You check the rest in Rentopian.
You stay in charge
Nothing goes to Rentopian until you turn on sending or tap the push button on a contact.
Prerequisites
Before you connect.
1. Your Open API key
This is the one key you need. Ask Rentopian support for it. It lets Kai read your orders and clients and make quotes.
2. Admin in KaiCalls
You need to be an owner or admin of the business in KaiCalls to save the key.
3. A website key (optional)
This is a second key, from API Settings in Rentopian. Kai needs it only to check live stock for a date. Without it, Kai notes the items and your team checks stock.
Setup
How to connect Rentopian.
Save your key in four steps.
- 1
Open Connections in KaiCalls
Go to Settings > Connections > Rentopian. Tap Connect Rentopian. - 2
Paste your Open API key
Paste the key from Rentopian into the Open API key box. - 3
Add the website key if you want
This step is optional. Open Website key. Type your website and paste the website key. Kai uses it to check live stock. - 4
Tap Connect Rentopian
KaiCalls checks the key with Rentopian first. If Rentopian takes it, the card says Key saved.
Orders
Add the Open API key.
With this key, Kai can read your orders. He does not change them.
- 1
Get the key from Rentopian
Ask Rentopian support for your Open API key. It is a second key. The website key will not work here. - 2
Open the Rentopian card
Go to Settings > Connections > Rentopian. Find the box called Open API key. - 3
Paste the key
Tap Add key. Paste the key. Tap Save and check. - 4
Check that Rentopian took it
A note says if Rentopian took the key. If not, check that you copied the Open API key.
KaiCalls then copies your orders every few minutes. For orders coming up, it also copies the items and the drop-off, setup, event and pickup times. It does not copy your customers' names, emails, addresses or notes.
On the call
Kai knows your past customers.
When a past customer calls, Kai can tell. He matches the number they call from.
He matches the phone
Kai looks for the one Rentopian client with that phone number. If two clients share it, he does not guess.
He knows their orders
He knows how many orders they had and when. He also knows their next few orders: the date, the items and the drop-off and pickup times.
He can answer simple asks
A caller asks, "What time are you dropping off?" Kai can tell them the time on the order.
He never says prices here
Kai does not read out totals or balances from an order. He does not change an order. Your team does that.
Kai only checks for a short moment. If Rentopian is slow, the call goes on without the order details. A new order can take a few minutes to show up.
Your own line
Ask Kai about your bookings.
Call your own Kai number from your owner phone. Ask about your orders.
- 1
Call your Kai number
Call from a phone on your owner list. Kai picks up as your secretary. - 2
Ask about a day
Say "What goes out this weekend?" or "What do we have tomorrow?" Kai reads each order, its times, its items and its total. - 3
Ask how many go out
Say "How many patio heaters go out this week?" Kai adds them up by day and names the orders. - 4
Ask about one order
Say "Pull up order 12899." Kai reads that order. - 5
Ask about one customer
Say "What did Maria order?" Kai finds Maria in your contacts and matches her phone in Rentopian. If she is not in your contacts, say her first and last name. Kai looks her up in Rentopian.
This needs the Open API key. Kai reads orders only. To change or cancel one, use Rentopian.
On the call
Kai checks what is open.
Kai can look at your Rentopian items while the caller is on the line.
Your items copy over
When you save your key, KaiCalls copies your Rentopian items. It copies them again every day. The card shows how many items it has and when it last copied.
Kai checks the date
A caller asks for 60 chairs on the 31st. Kai checks Rentopian and says how many are open. He says the team will confirm on the quote.
He never holds items
Kai does not hold or book items. The quote is where your team confirms.
Prices stay off at first
Kai does not say prices unless you turn on Let Kai say list prices. Then he says the list price before delivery and tax.
- 1
Check your items copied
On the Rentopian card, look under Your items. It says how many items copied. Tap Sync now to copy them again. - 2
Turn on the item check
Open Kai's settings. In Tools & Capabilities, turn on Check rental availability. - 3
Pick if Kai says prices
Back on the Rentopian card, turn Let Kai say list prices on or off. It starts off.
Kai only adds an item when he is sure which one it is. If you have two kinds of chairs, he asks the caller which one. If he still is not sure, it goes in the quote notes for you.
Auto send
Pick when calls go to Rentopian.
After you save, the card shows a box called Send calls automatically.
Off — push leads by hand
This is the default. Nothing is sent until you push a contact by hand.
Qualified callers only
After a call, KaiCalls sends the caller only if they were marked as a good lead.
Every caller
After each call, KaiCalls sends the caller. Spam calls are skipped.
Auto send never sends test calls. It also skips callers marked spam or do not contact.
By hand
How to send one contact.
You can push any contact yourself, even with auto send off.
- 1
Open the contact
Tap Contacts and open the person. - 2
Find Send to your CRM
Scroll to the box called Send to your CRM. Tap Push to CRM. - 3
Tap Push to Rentopian
A note pops up. It tells you it worked, or what went wrong.
After you send
What you will see in Rentopian.
Look under Quotes first.
A new quote
Open Quotes in Rentopian. The new quote says Created By: Website. Items Kai found are on it. If he found none, the total is $0.
The date and time
The quote is set for one day. It uses the event date Kai checked. If there was none, it is most often the day of the call. You can change it.
The call notes
Open the quote and read the notes. They hold what the caller asked for. Calls sent automatically also add the call summary and a link to the call.
The client and contact
Open CRM > Contacts. The caller is there. If they gave no name, their phone number is used as the name.
A quote has items only when Kai matched them to your Rentopian items. Rentopian adds tax and fees. Delivery is not added. Without the Open API key, KaiCalls cannot read your orders.
If Rentopian turns down the quote, KaiCalls sends the caller to the Leads page in Rentopian. Many Rentopian accounts do not have Leads. If you want it, ask Rentopian support to turn it on.
Results
See bookings from Kai calls.
Upload a Rentopian report. KaiCalls counts the orders from people who talked to Kai first.
- 1
Export your orders from Rentopian
In Rentopian, open Reports, then Financial Order Details. Pick the dates you want. Add the client phone column if you can. Save it as a CSV or Excel file. - 2
Export your contacts too
Open CRM, then Contacts, and tap Export. Order files often have no phone numbers. The contacts file has them, so we can match by phone. - 3
Open the Rentopian card in KaiCalls
Go to Settings > Connections > Rentopian. Find the box called Bookings from Kai calls. - 4
Upload the file
Pick the order file. Add the contacts file if you have it. Then tap Check orders. - 5
Read the result
You see how many orders came from people Kai talked to first, what they were worth, and how many were new customers.
An order counts only if the caller talked to Kai on or before the day of the order. A match on phone or email is strong. A match on name alone is a guess. So is a phone that two clients share. Both are marked that way. This count shows who called Kai first. It does not prove Kai made the sale.
KaiCalls does not change your contacts when you upload. It saves only the totals so you can see the last result.
Each morning
Get a daily report email.
Kai can email you a short note after a busy day, and a weekly one every Monday.
What it says
How many calls Kai took. How many were from past customers. How many quotes went to Rentopian. The items callers asked for, and items that are not in your list.
Who gets it and when
It goes to your notification emails at 7am. It comes the morning after a day with 3 or more calls. Every Monday it covers the whole week, if there were any calls.
- 1
Open the Rentopian card
- 2
Turn on Daily report email
It starts off. The card shows who gets it. - 3
Check your email alerts
Email alerts must be on in Notifications. If they are off, no report is sent.
The report has counts and item names only. It has no phone numbers or emails.
Verification
How to prove it worked.
Push one contact and check Rentopian.
- Call your KaiCalls number from a phone that is not your owner phone. Give a name and say what you want to rent.
- When the call ends, open Contacts in KaiCalls and find the test contact.
- Tap Push to CRM, then Push to Rentopian. Wait for the note that says it worked.
- In Rentopian, open Quotes. Find the new quote with the test name and the call notes.
- Open CRM > Contacts in Rentopian. Check that the test name is there.
- Delete the test quote when you are done. Open it and tap Delete Quote. The trash icon in the Quotes list may not remove it.
Troubleshooting
Fix common Rentopian issues.
Authorization failed
The key or the website is wrong. Tap Update Credentials and paste them again from Rentopian API Settings.
No quote in Rentopian
Check the auto send choice. If it is Off, push the contact by hand. Then look under Quotes, not Leads.
Rentopian rejected that request
The note says what Rentopian did not like. Fix that detail on the contact, then push again.
No valid contact information
The contact has no name, email, or phone. Add one in KaiCalls, then push again.
Kai says he cannot see your items
Open the Rentopian card. If Your items shows none, tap Sync now. If that fails, update your key.
Did it send?
Open the contact in KaiCalls. Pushes you make by hand show in its activity as delivered or failed.
Leaving
How to disconnect Rentopian.
Tap Disconnect on the Rentopian card in KaiCalls. KaiCalls stops sending callers. Quotes and contacts already in Rentopian stay there.