Documentation

Kolio documentation: setup step by step

The Kolio documentation is written for the account owner or administrator and the technical partner who deploys Kolio and prepares it for use. Twelve chapters lead from AI agent instructions and the knowledge base through the calendar, online booking, phone, website chat and email to the REST API, MCP and credit usage — step by step, using the field names from the app. The same content is available to signed-in users via the Agent button in the app.

By the Kolio teamupdated

Kolio in 15 minutes

Eight steps from sign-up to the first conversation. Each step has its own chapter with details; the defaults are enough for basic operation, and you switch on channels as you need them.

  1. Create an account

    On the sign-up page sign in with Google or with an email address and password. Kolio creates your account (tenant) and makes you its owner; the 7-day trial starts immediately, no card required. If you are already a member of another account, log in and switch through the "Accounts" menu.

    /signup → /login

    Users and permissions →

  2. Write the agent instructions

    In AI agents → Agent instructions define who the agent is, how it speaks, what it may do and what it hands to your team. Instructions are rules; facts about your company belong in the knowledge base.

    AI agents → Agent instructions

    Agent instructions →

  3. Build the knowledge base

    In AI agents → Knowledge base add a website, a PDF or manual text and build the base. The agent answers from it and never guesses.

    AI agents → Knowledge base

    Knowledge base →

  4. Enter services and availability

    In Settings → Services add services with duration and price, and in Settings → Team availability the working hours. Without them the agent cannot offer a free slot.

    Settings → Services · Team availability

    Calendar and services →

  5. Switch on the channels

    Phone: in Settings → Telephony add a SIP account and the dialled number. Website: in AI agents → Web simulator enable the chat and copy the embed code. Email: in Settings → Email connect a mailbox (IMAP/SMTP or Gmail).

    Settings → Telephony · Email · AI agents → Web simulator

    Phone: SIP and softphone →

  6. Test in the simulator

    In AI agents → Call simulator or Web simulator talk to the agent as a customer would. Simulator conversations are not written to Conversations; a booked appointment or a created task, however, is saved (that is the point of the test).

    AI agents → Call simulator · Web simulator

    Agent instructions →

  7. Add team members

    In Settings → Users add members with the admin or agent role and per-module permissions. Each receives a one-time link to set a password (valid for 7 days).

    Settings → Users

    Users and permissions →

  8. Watch usage and pick a plan

    In Usage you see how many credits calls, chats and email consume; in Subscription you choose a plan after the trial or top up credits.

    Usage · Subscription

    Usage and billing →

All documentation chapters

Each chapter stands on its own: what the module is, how you set it up, what happens behind the scenes and where the limits are.

  • Chapter 01

    Agent instructions

    What instructions are, how to write them, what the agent may do and what it hands to your team. Instructions vs. knowledge base.

  • Chapter 02

    Knowledge base

    Sources (website, PDF, manual), building with AI, versions and restore, limits and how sources count per plan.

  • Chapter 03

    Calendar and services

    Services with duration and price, team availability, overlapping appointments and reminders on the day of the appointment.

  • Chapter 04

    Online booking

    Public booking page, three ways to embed it on your site, confirmations, reminders and abuse protection.

  • Chapter 05

    Phone: SIP and softphone

    BYO SIP account and dialled number, trunk registration, softphone with transcription, test call and what happens when credits run out.

  • Chapter 06

    Website chat

    Enabling the chat, the <script> embed code for your site, widget language, preview and visitor attachments.

  • Chapter 07

    Email

    IMAP/SMTP or Gmail mailbox, AI mode (off, drafts, automatic), what counts as a customer message and how drafts are created.

  • Chapter 08

    CRM and tasks

    Contacts, tasks and who receives them, attachments, conversations, data export and deletion (GDPR).

  • Chapter 09

    Users and permissions

    Owner, admin and agent roles, per-module permissions, one-time password link and switching between accounts.

  • Chapter 10

    REST API and webhooks

    API-key authentication, scopes, endpoints for bookings, contacts and tasks with curl examples, and webhooks.

  • Chapter 11

    MCP: server and client

    Kolio as an MCP server for Claude and other clients, and Kolio as a client of your MCP servers (policy, allowlist, limits).

  • Chapter 12

    Usage and billing

    Credits and prices per event, plans, top-ups, soft stop, storage and retention, the Usage page and subscription via LemonSqueezy.

FAQ

Frequently asked questions about deploying Kolio

How long does it take to set up Kolio?

The basic Kolio setup — agent instructions, a knowledge base from your website, services and availability — takes about 15 minutes. Phone requires a SIP account from your provider and email requires IMAP/SMTP or Gmail access; both are configured in Settings without a developer.

Who in the company should set up Kolio?

Kolio is set up by the account owner or a member with the admin role; for the SIP account and embedding the chat on the website a technical partner who manages telephony or the website is useful. Every settings section has a separate permission, so the owner can delegate the technical parts to a specific person.

Do I need a new phone number?

Kolio works with your existing SIP number (BYO trunk): in Settings → Telephony you enter the SIP account details and the dialled number, and Kolio registers with your provider. You do not buy a number from Kolio; to use an existing landline or mobile number, forward it at your provider to the SIP number.

What is recorded while testing in the simulator?

Conversations in the call and web simulator are not saved to Conversations and do not affect reports. The agent's tools do run for real, though: a booked appointment, a created contact or task is saved — that is the point of the test, so delete test records afterwards.

Where is the developer documentation (API and MCP)?

The Kolio documentation has separate chapters for the REST API and webhooks and for MCP: server and client. API keys and webhooks are created in Settings → MCP sources and integrations; a key carries scopes that never exceed the permissions of the member who issued it.

How do I get help inside the app?

The Kolio app has an Agent button at the bottom right (next to the softphone if you have one). The same Kolio agent that answers from this documentation on kolio.si helps a signed-in user with settings, knows which page they are on and, within their permissions, reads their account's data — appointments, contacts, tasks, booking settings and usage. In the blog editor it fixes the open post on request (for example the meta title), but only after your confirmation. It never sees other accounts' data.

Can't find the answer?

Write to us or open the chat in the app — the Help button at the bottom of the menu hands the conversation to the Kolio team.

We reply during working hours, usually the same day.

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