Frequently Asked Questions

What is continuous improvement?

Continuous improvement is an organized approach to identifying opportunities for improvement to help an organization achieve its goals including:
  • Increasing profits
  • Reducing costs
  • Saving time
  • Accelerating innovation
  • Enhancing quality of a product or service
  • Improving safety
  • Increasing customer and employee satisfaction

What is the meaning behind the name "KaiNexus?"

The name "KaiNexus" comes from two words: "Kai" is a Japanese word meaning "change," and a "nexus" is a connection. So "KaiNexus" is literally a connection for change.

Where do I go to log in?

Log into KaiNexus by:

    1. Going to your organization’s unique login URL (eg.


    2. Clicking the link in any email KaiNexus sends you, including the one you received introducing you to KaiNexus and every notification you’ve gotten about your Improvements.


    3. Clicking a link on your organization or department’s homepage (or workstation desktop)

    I’ve been locked out of my account. How do I get back in?

    You need to reset your password.

    One of my employees has been locked out of their account. How can I help them get back into the system?

    • Send them a password reset email from the Users Admin page. Click here for more information.

    • Set up a temporary password from the Users Admin page. Click here for more information

      You will need to alert the user as to their temporary password, and instruct them to reset their password ASAP for security purposes.

      If you are a Global User Admin or a Local User Admin with the appropriate permissions in that user's Location(s), you can either:

      How do I reset my password?

  • After going to your organization's unique URL - which is something like - click “Can’t access your account?” under the sign-in button.

    If you have an email address associated with your account, click “Reset password via email” and enter either your username or email address.

    If you do not have an email address associated with your account, click “Contact account support” and enter your name, username, and email address (if you have one). Someone will reach out to you shortly to offer assistance.

    Click here for more information.

    How do I change my default Board?

    When you’re looking at the Board you want to set as your default, click  in the top right corner, then click in the resulting drop-down menu.

    What kind of emails will I get from KaiNexus?
    1. Smart Notifications: Instant updates sent based on your custom notification preferences.

    2. Daily Digest: An email summary of everything you need to know and do in KaiNexus.

    3. Custom Emails: Emails sent by users through KaiNexus to notify their teams of new comments and resolutions when entering a comment or resolving an Improvement.

  • How can I change my notification preferences?
    Choose your notification preferences based on leadership and methodology best practices, or customize them for a perfect fit.

    You can specialize your notification preferences in your user profile. Each preference can be based on any event in KaiNexus, with specifications on how and when you want to be informed.

    Click here for more information.
  • How can I view all my Improvements, Projects, Tasks, and metrics?
    Open your profile by clicking your name in the top right corner of KaiNexus and choosing "User Profile." In the resulting window, click "View Activity."

    Open the "Improvements," "Projects," "Incidents," "Charts," or "Tasks" tabs to see a list of corresponding items with which you're involved, open the "Bookmarks" tab to see a list of items you have bookmarked, or open the "Reminders" tab to see a list of items about which you have asked to be reminded.

    Open the "Impact" tab to see the total impact and statistics about every Improvement with which you are involved.

    Click here for more information.

  • What’s the difference between an Improvement, Project, and Task?
    Improvement: A single suggestion, idea, or observation that will be investigated and implemented by one person or a small team. Improvements can either stand alone or be part of a Project.

    Project: Comprised of a group of Improvements that all relate to the greater project goal, with many different people submitting, assigning, working on, and resolving Improvements. Projects can contain Improvements and/or other Projects.

    Tasks are used to break an Improvement or Project up into smaller units of work and assign due dates.

    Click here for more information.

  • Can I respond to a comment via email?
    Yes! When you receive a custom email (not the daily digest) notifying you of a comment, you can respond directly from your email for a faster answer that still maintains your permanent record of communication within KaiNexus.

    To do so, just reply to the email; the body of your email will become the new comment.

    Pro Tip: Remove your signature to keep your comment concise.

    Click here for more information.

  • What are the differences in what the different roles can do in Projects and Improvements?
    There are two factors that determine what you can and can’t do with an Improvement or Project: your relationship with it and whether or not you have a specialized Role in KaiNexus.

  • Why can’t I edit or change the status of an Improvement?
    You do not have permission - as determined by your Role - to edit an Improvement in that part of your organization’s Network.

    To be able to edit that Improvement:

    • If you have the “edit” permission for Improvements in your Network Location, transfer the Improvement to your location.


    • If you have the “edit” permission for your Level and below, you would need to be moved to a higher Level in the Network.


    • Have a User Admin edit your Roles and permissions so that you can edit Improvements in that Location.

    Or, just have a user with the appropriate permissions make the changes for you.

  • Are nested Improvements automatically completed when the parent Project is completed?
    No. After the parent Project is completed, you can continue working on any of its Improvements.

  • How can I attach a document to my Project or Improvement so that my team can update it in real time?
    Google Docs, Spreadsheets, and Slides are great because, by adding a link to that document to your Project or Improvement, you make sure that your team can easily access and update it.

    You can also attach a regular file to the Project or Improvement, but to update it, your team will need to download it, update it, and reattach the updated version.

  • Have a question that’s not answered here?
    Click Submit a Ticket in the top right corner of the screen.