Who can do this: Admins
Open the settings
Open the profile menu and select Organisation Settings. You see this only if you have permission to change the settings.
General
Name: your organisation's name.
Domain Names: only people with these email domains can join. Type a domain and press Enter to add it. Select × to remove it.
Language: English (UK) or English (US). Kaizan uses this language for everything clients see, for example drafted emails, saved briefs and summaries. New organisations start on English (UK). If the founder is in a US timezone, they start on English (US).
Select Save changes.
Team & Permissions
Manage who uses Kaizan and what they can do.
Invite people: invite one person, or add many people at once.
Join requests: people from your domains can ask to join. Kaizan sends each request to the owners and to the people who can manage members. They approve or decline.
Permission groups: each group gives a set of capabilities, for example "manage connected apps" or "see all clients". Start from a preset group and change it.
Deactivate a person who leaves. They can no longer use Kaizan, the desktop app or AI assistant connections (MCP). Kaizan AI no longer joins their scheduled meetings. Their data stays in Kaizan.
Export the member list as a CSV file.
Note: If an active teammate has the same meeting in their calendar, Kaizan AI still records it.
Tiers
Tiers group your clients, for example by size or by service. Everyone can filter by tier on the Client Dashboard.
To add a tier, select + Add tier. Enter a name and a description.
To change a tier, select the edit option next to it.
To delete a tier, select the delete option. Kaizan removes the tier from its folders. The folders stay.
Products & Services
Add the products and services you sell. Kaizan uses them to find what each client talks about and where they could buy more.
Add a description to each product or service. Kaizan AI uses it to group conversations.
Under Risks, add synonyms to risk key phrases, so Kaizan finds more risks.
Kaizan AI: identity
Choose how Kaizan AI looks in your meetings.
Kaizan AI name: the name in the participant list.
Join meeting message: the message Kaizan AI posts in the meeting chat. Leave it blank to send no message. See Tell people Kaizan AI is recording.
Kaizan AI image: select Change to upload an image, or Remove.
Image rules:
JPEG, 16:9, 1280 × 720 pixels, 1.3 MB or less. Export at JPEG quality 85–95.
Design at 2560 × 1440, then reduce to 1280 × 720.
Use solid colours. Text must be bold and 50 px or larger.
Kaizan AI: meetings
These settings are the defaults for everyone. People can turn meeting types off for themselves, but not on.
Kaizan AI only records audio during meetings: records sound, no video.
Video Layout: for example Gallery View.
Meeting join settings: Client meetings, Internal meetings, Other meetings.
Join meetings early: Kaizan AI joins before the start time. People can also turn this on for themselves.
Keep call videos for: choose how long Kaizan keeps call videos. The options are 3, 6, 9 or 12 months, or 2 years. The default is indefinitely. Kaizan deletes older videos overnight, with their moment clips and Kudos soundbites. Transcripts, summaries and moments stay.
Important: You cannot undo a deletion. Before you save a limit, Kaizan shows how many videos it will delete and the earliest time deletion can start.
Select Save changes.
Connected apps
Connect the tools your team uses. See Connect Slack or Microsoft Teams and Connect your CRM and project tools.
AI-enabled clients
You see this page only if your organisation has a limit on AI-enabled clients. Only Kaizan can set the limit. Contact your Kaizan account manager to change it.
Go to Settings → AI-enabled clients.
Turn AI on or off for each client.
Result: A client you turn on catches up on its CARE score, Client News and actions.
Clients that are AI-enabled get | All clients get |
CARE score, Client News, Kaizan AI chat, suggested actions, daily prep, dashboard stats | Recordings, summaries, emails, meeting briefings |
Who can change AI-enabled clients: Admins.