Chat with Kai

Kai is Kanri’s AI assistant. You can ask how to use Kanri, find information you are allowed to view, compare permitted school information, or read reports and KPIs. A KPI is a saved number you track, such as active memberships.

Kai can make mistakes. Check important answers against the linked help or school records. For example, ask: “How many people attended our Beginner Karate class on October 27?” Include the year and school when needed.

Before you start

You need Use Kai and the ordinary permissions for any information you request. Having access to Kai does not grant access to members, billing or other restricted information. An administrator can review staff roles.

The school-level setting opts in to the AI provider configured by Kanri; it does not select or configure that provider. The active provider depends on your deployment and cannot be determined from this page. Review your school’s data-sharing requirements before using Kai. Do not paste passwords, access tokens or payment-card details into chat.

If you also have Manage Kai, open Kai, then Native Kai settings. Turn on Enable native Kai for this school and select Save native Kai policy. These settings are separate from connections for external assistants.

When documentation search is available, it sends your question to Kanri’s public-help search service. Keep help questions focused on the product; do not include private member details in a documentation-search question.

Start or return to a conversation

Select the school you want to work from.
Open Kai.
Select Start fresh conversation, or choose one of your previous conversations.
Enter your question and send it.

Your history is personal to your account. Conversations stay listed under the school where you started them, even when a permitted comparison includes other schools. Model usage is attributed to that starting school.

Kai can use only schools that currently allow the configured provider and information your current permissions allow you to read. Name each school when asking for a comparison. Access to several schools does not by itself authorize combining their information.

Understand read results

Kai can search permitted records, calculate totals through Kanri’s reporting tools, and read saved reports, KPIs and workflow definitions. Tool details show which reads it used. Reading a workflow does not run it.

Approve changes Kai proposes

Kai cannot change anything by itself. When you ask for a change, such as editing a member or cancelling a booking, it shows a proposal card with exactly which records will change. Nothing happens until you select Approve on that card. Kai cannot approve for you, and words in the chat are never approval.

Approval and result are separate. A card shows whether it is waiting, approved, rejected or expired, and separately whether the change is queued, running, completed or failed.
Proposals expire after 10 minutes. If the records changed since Kai proposed, approval is refused and Kai must propose again.
Reject withdraws a proposal. Cancel wait stops Kai waiting for a result without cancelling the change.
Closing the chat does not cancel an approved change. Some approved changes run as a job you can follow from the card.
Unknown result. If Kanri cannot tell whether a change finished, the card says it needs checking. Check the records yourself; Kanri never retries it automatically.
After a result, Kai may post one short follow-up message. These count toward your usage limits.

Changes to invoices, such as creating, voiding or sending a receipt, use the same approval card. Read the card carefully before approving, because these can affect what families owe.

Stop or reconnect

Use Stop to interrupt an answer. If your connection briefly drops, Kai tries to reconnect and show output already received without starting the same question again.

If a model request or service restart interrupts an answer, you may see a partial answer. Send a new message explicitly to continue. Kai does not silently send the same request again. If another tab is already asking a question in the same conversation, wait for that answer.

If your role or access to any school information in a conversation changes, the entire conversation may become unavailable. Start a fresh conversation with the information you can currently access. This prevents old chat history from bypassing current permissions.

Understand usage

Enabling Kai is not a promise of free or unlimited provider usage. Pricing and provider-level usage controls depend on Kanri’s deployment; ask Kanri support what limits apply before enabling Kai. A long conversation may require starting a new one.

Kanri records token usage when the provider supplies it. Missing token or cost data is unknown, not zero; this guide cannot confirm how your configured provider bills or limits usage.