AI Review & Approval

HeyKazi’s AI never changes a record on its own. When an AI Specialist recommends a consequential action — marking a FICA checklist complete, applying a recommendation — it creates an approval gate. The action only happens once a person with review authority approves it. This keeps the liability surface where it belongs: with the attorney, not the model.

The approval queue

Gates appear in the AI Reviews queue (Settings → AI → Reviews). Reviewing requires the AI_REVIEW capability — typically owners, admins, and supervising attorneys.

Each gate shows:

What the AI proposes — the specific change (e.g. which checklist items to mark complete).
The AI’s reasoning — why it recommends the action.
Where it came from — the specialist run that produced it.
An expiry — gates lapse if not actioned (default 72 hours).

Approving or rejecting

Open a pending gate

Go to the Reviews queue and open a gate in the Pending tab.

Review the proposal and reasoning

Read what the AI wants to do and why. Open the underlying client, matter, or document if you need context.

Approve or reject

Approve — the proposed action is applied (for example, the checklist items are marked complete). You can add notes.
Reject — nothing changes. Add a note explaining why; the proposal is discarded.

Approving a gate is what executes the change. Rejecting leaves your data exactly as it was. Either way, the decision — who, when, and any notes — is recorded.

Expiry

A gate that is neither approved nor rejected within its window (72 hours by default) is automatically marked expired and its action is never applied. Expired gates remain visible in the review history.

Audit trail

Every step is written to the audit log: the specialist invocation (ai.specialist.invoked), and the disposition (ai.specialist.approved, ai.specialist.rejected, or ai.specialist.expired) with the reviewing member and timestamp. This gives you a defensible, POPIA-friendly record of every AI-suggested change and who signed off on it.

AI Specialists — what creates gates
AI in HeyKazi — the draft-first, human-approved model
Team & Permissions — who gets the AI_REVIEW capability