How calls and emails are assigned
By default, Kaizan assigns communication based on email domain.
Any call or email involving a stakeholder from @acmecorp.com goes into the Acme Corp folder automatically.
Communication that doesn't match a client domain — internal team calls, strategy sessions, catch-ups — lands in My Comms in the left panel. Only you can see this section.
There are three ways to customise assignment if the default doesn't fit your setup:
By individual email address:
If multiple stakeholders share a domain but represent different client accounts, Kaizan can assign by individual email address instead. Contact support to set this up — you'll provide a list of which stakeholders map to which folder.
By Project ID
You can add a Project ID to any folder — client, supplier, or internal. Any call or email with a matching subject line (e.g. "PROJ-123") is then automatically assigned to that folder, taking priority over domain matching. This is useful for tracking separate projects within the same client account.
To add a Project ID: open the folder → select Edit → go to Comms Assignment → enter your Project ID.
Manually
To move a call or email yourself, open the meeting overview, select the red Edit button in the top right, use the Assign to client dropdown to choose the destination folder, and select Save.
Who receives meeting summaries
Meeting summaries go to Kaizan users who were on the meeting invite — not to clients or external participants.
If multiple Kaizan users were on the same call, everyone receives the same summary and full transcript, regardless of when they joined. The Meeting Assistant attends once per organisation, not once per user.
Kaizan users can forward summaries from their inbox, but cannot share app access with non-Kaizan users.