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KaiCalls
Kai Voice SecretaryAvailable for new setups

A secretary for the calls you cannot take.

Voice Secretary answers missed and overflow calls, follows the instructions you set, and sends caller details to your team.

Set up my Voice SecretaryHear how Kai answers

Ring first

Your team gets the first chance to answer

Overflow

Kai steps in when the line is missed, busy, or after hours

Follow-up

Your team receives the caller context and next step

Example call flow1 / 3
Incoming call
Morgan · Furnace repair
Coverage
Team rings first
Voice Secretary answering a business call the team could not pick up, then sending the details back to the owner
Choose a step to follow the example.

The office is closed. A customer calls.

Morgan needs a furnace repair and wants to know when someone can visit.

Example coverage: Kai answers after the team has had a chance to pick up.

Your people keep answering the way they do today. Kai only covers the calls that would have gone to voicemail.

Examples

Example calls and follow-up.

Two examples of a call your team could not take, and what was waiting for them afterwards.

Example 01

The 6:40pm no-heat call

An HVAC crew is finishing a job. The office closed at five and the owner is driving.

CALL
01

The call comes in

Missed after-hours call · Existing business line

Coverage rule: ring the team for 20 seconds, then Kai answers

02

The line and the moment

+1 (813) 555-0148 · 6:41 PM

Kai answers as your business, with the greeting, questions, and boundaries you configured.

03

What your team gets

Caller says the furnace is out and there is a baby in the house.

A text reaches the owner with the caller’s name and number, urgency, address, and a recording link when recording is enabled.

After hoursUrgentCallback requested

Example 02

The Tuesday overflow call

A dental front desk is already on two lines when a third caller comes in.

CALL
01

The call comes in

Overflow call · Front desk busy

Coverage rule: Kai answers when every line is in use

02

The line and the moment

+1 (813) 555-0192 · 10:18 AM

Kai answers as your business, with the greeting, questions, and boundaries you configured.

03

What your team gets

Caller wants a cleaning and asks whether their insurance is accepted.

Kai answers the insurance question from the business details on file, offers open times from the connected calendar, and the booked appointment lands in the schedule.

OverflowBookedAnswered from your details

Important:These are illustrations of a configured setup, not a recording of a specific customer. What Kai says, what it collects, and what happens next all depend on the instructions, hours, calendar, and routing rules you set up. Booking, transfers, and CRM handoffs require the matching integration to be connected.

Overview

Handle calls when your team is unavailable.

Set Kai to answer after your team, during busy periods, or outside business hours. Choose the questions it asks, the actions it can take, and the details your team receives.

  • Ring your team first, then add coverage when the call would otherwise be missed
  • A structured capture of the details that change the configured next step
  • A caller record your team can act on without replaying the whole call

Features

A business phone with coverage built in.

Choose what Voice Secretary knows, when it answers, and whether the caller receives a link, callback path, transfer, booked time, or a clear answer.

Languages

Answer in your callers’ languages

Choose up to four languages per assistant from English, Spanish, French, German, Portuguese, Italian, Dutch, Hindi, Japanese, and Russian. Kai can follow the caller’s language and switch during the conversation. Test a call in each language before using it with customers.

Coverage

Choose when Kai answers

Use Kai for every call, overflow, or after-hours coverage.

Context

Collect caller details

Collect the customer’s need, urgency, contact details, and the information your team needs to respond well.

Scheduling

Book from your calendar

Connect a supported calendar so Kai can check available times and book appointments.

Handoff

Transfer callers to your team

Build rules for warm transfers and next steps when a caller needs the right teammate now.

Control

Set business instructions

Give Kai the business details, boundaries, and call rules that make the response feel like part of your operation.

Record

Review call history

Caller details, a summary, and a transcript or recording where configured, kept in your account instead of scattered across notepads and texts.

Setup and requirements

What to connect and configure

Review the requirements, controls, and service details before using this with customer calls.

01

Business details and coverage

Add your services, hours, service area, greeting, and the caller details you need. Choose when Kai answers and which requests need a teammate. Test the greeting, questions, and fallback before forwarding customer calls. Forwarding options and timing depend on your carrier.

Answering setup guide
02

Calendar booking

Connect Google Calendar or GoHighLevel and choose the calendar that receives appointments. Google conflict calendars can prevent bookings during busy time. Rescheduling and cancellation require a matching Google Calendar event.

Calendar requirements
03

Follow-up and connected accounts

Choose who receives follow-up, the channel, business timezone, quiet hours, maximum attempts, and spacing between attempts. Connect the sending account for channels that need one. CRM delivery needs an authorized connection and configured fields. Test a message or record in the destination account.

Configure follow-up
04

Recordings and plan details

Recordings and transcripts are available when recording is enabled. Every plan includes the same Voice Secretary software; call allowances and phone resources vary. Optional call tracking, extra numbers, hardware, and applicable taxes and regulatory fees are separate.

Features and pricing

How it works

From business details to call coverage

01

Add your business details

Add your services, hours, frequently asked questions, voice, and the details you want collected from each call.

02

Choose when Kai steps in

Forward an existing line or use a KaiCalls number, then set exactly when Kai answers and when your people take over.

03

Review the call and follow up

Review the caller’s details, summary, transcript, and requested next step without losing the context that prompted the call.

Calls covered during jobs, meetings, and after hours
Appointments and qualified opportunities captured sooner
Warm transfers when a human conversation matters
A searchable record of what every caller needed

Why KaiCalls

Configure coverage for your business.

Choose how Kai answers, which details it collects, and when a caller should reach someone on your team.

01

Answers from your instructions

Kai is configured around the questions, rules, and next steps that make sense for your business.

02

Caller details for follow-up

Your team receives the information that shapes the follow-up, instead of a blank notification that a caller tried to reach you.

03

Coverage hours you control

Set coverage for busy periods, after hours, or unanswered calls.

Business examples

Call coverage during your workday.

Kai can answer while your team is working on a job, meeting with a patient, or helping another caller.

Plumber working under a sink repairing pipes

Hands full on a job

The phone rings from under a sink or inside a crawlspace. Kai answers, gets the address and the problem, and texts you the details.

Professional consulting with clients in a meeting

In the room with a customer

During an appointment, Kai can answer another caller and collect the details for your team.

Worker checking their phone at the end of the day

After the office closes

Set evening and weekend coverage so Kai can answer when the office is closed.

What Kai does on any of these calls is set by the coverage rules, business details, and integrations you configure.

Included in every plan

Choose the answered-call allowance your business needs.

Every plan includes the same Voice Secretary features. Plans differ in how many answered calls are included and how many phone lines you get. There are no per-minute overage charges. Your plan includes an expected monthly call allowance. If your call volume stays higher, we recommend the next plan and notify you before anything changes. You can choose to keep your current plan, and we move you back down if volume drops.

Kai Backup

$10/mo

~20 Kai-answered calls/mo

1 phone line and 0 desk-phone connections included, unlimited teammate cells.

Plus about $4 in regulatory fees and taxes, on their own line.

Your phone system is included

Kai Answering

$79/mo

~150 Kai-answered calls/mo

1 phone line and 0 desk-phone connections included, unlimited teammate cells.

Plus about $4 in regulatory fees and taxes, on their own line.

Your phone system is included

Kai Office

$349/mo

~600 Kai-answered calls/mo

1 phone line and 3 desk-phone connections included, unlimited teammate cells.

Plus about $8 in regulatory fees and taxes, on their own line.

Your phone system is included

Telecom taxes and regulatory fees depend on your address. See pricing for plan details, trial terms, and call allowances.

See pricing

Common questions

Questions about setup and use

Review the setup requirements and available controls. Contact us to discuss the details for your business.

Can Voice Secretary use our existing business number?

Yes. The usual starting point is forwarding: your existing line keeps ringing your team, and unanswered calls forward to Kai. Nothing about the number your customers dial changes. When you are ready to move the number for good, KaiCalls can walk you through the transfer.

What can Voice Secretary do on a call?

The experience can be configured to answer questions from your business details, capture the caller’s need and contact information, book appointments against a connected calendar, transfer to a person, send a link by text, and pass your team the context they need for follow-up.

Can we choose when Voice Secretary answers?

Yes. The setup is designed around the coverage rules you choose, such as overflow, after hours, a no-answer timer, or a specific part of the customer journey. Ring-first options and timing depend on your phone setup and carrier.

What does our team see after a call?

Your team can receive the caller’s details, a conversation summary, a transcript or recording where configured, and any next-step information your workflow needs. It is all kept in your KaiCalls account as well, so a call is still findable weeks later.

Will callers know they are not talking to a person?

Kai answers as your business, in the voice and with the greeting you configure, and disclosure behavior is part of your setup. If a caller asks for a person, you can configure a transfer or a callback path so the conversation reaches someone on your team.

What happens if Kai cannot help with something?

You decide the fallback. Kai can take a message, offer a callback, send a link, or transfer to a teammate. The call details stay in your account for follow-up.

Do we need new phones or an app?

No. Voice Secretary works with the cells and desk phones your team already uses, and supported phone settings can be managed by calling your own number. The entry plan comes with 1 business line (runs on your cell), and teammate cells join the ring group at no extra cost.

Get started

Set up your Voice Secretary.

Add your business details, choose when Kai answers, and test a call before forwarding your number.

Set up my Voice Secretary