Move from Kayako to Rinhelp
By Wilbert Liu, founder of Rinhelp · Facts checked · Markdown for AI agents
Kayako cases, with their notes and files, and your “Help Center” articles move over the Kayako API, or from a paid MySQL data dump. Ask for archived=1, or every case closed 30 days ago or longer is left out.
| Conversations | Time to read them from Kayako |
|---|---|
| 1,000 | no per-minute limit to time it by |
| 10,000 | no per-minute limit to time it by |
Limit used: no per-minute number (per-minute limits, numbers not published), about 2 per conversation. Rinhelp takes up to 3,000 conversations a minute.
Free. Importing never emails your customers, never runs Rin and never counts toward a plan.
Needs a person. Only the “billing contact” or someone with the “Owner” role can request Kayako’s data dump, and Kayako charges a fee for it. Take what you need before you cancel, since Kayako can delete the instance and deleted data can’t be restored.
Paste one prompt
Connect your AI agent to Rinhelp first, then paste the prompt for the app you use. It reads this page’s Markdown and follows Rinhelp’s steps.
Kayako has no MCP, and its MySQL dump is a file a chat app can’t open, so read https://rinhelp.com/migrate/kayako.md and use the Kayako API with the sign-in I give you. Bring over my “Help Center” articles first, then a batch of recent cases.
Use https://rinhelp.com/migrate/kayako.md to copy every Kayako case into Rinhelp. Sign in with Basic auth (a staff username and password) or OAuth 2.0, list cases with archived=1 using limit and offset, and read each case’s messages and notes. When Kayako answers 429, wait as long as Retry-After says.
Their words and ours
| In Kayako | In Rinhelp |
|---|---|
| Case | Conversation |
| Users | Customer |
| Agent | Teammate |
What stays behind
- Automations (triggers, monitors)
- SLA
- Reports
- Customer portal theme
Kayako facts that shape the move
Kayako offers two ways out: a full data dump, or the API. Source, checked .
Kayako’s data dump can be requested only by the account’s billing contact or someone with the “Owner” role. Source, checked .
Kayako’s full dump includes conversations with attachments and notes, users, and “Help Center” articles with their files. Source, checked .
Kayako doesn’t support importing its data into another help desk. Source, checked .
Kayako makes the dump only as a MySQL file, charges a service fee for it, and offers only an up-to-date backup. Source, checked .
Kayako’s API signs in with the username and password of a staff account (Basic auth), or with OAuth 2.0. Source, checked .
Kayako’s case list leaves out cases closed 30 days ago or longer unless you add archived=1. Source, checked .
Kayako lists 10 cases by default, with limit for more and offset to move on. Source, checked .
Kayako rate limits some API actions per minute without publishing numbers, and answers 429 with a Retry-After header. Source, checked .
Once Kayako deletes a cancelled instance, the data can’t be restored. Source, checked .
Questions
Where are my older Kayako cases?
Kayako hides cases closed 30 days ago or longer from its list unless the request adds archived=1. The AI agent asks for them, so your closed history comes across too.
Should I buy Kayako’s data dump?
Only as a backup. It costs a fee, arrives as a MySQL file that a chat app can’t read, and Kayako won’t help import it. The AI agent can read the same cases over the API instead.
Can I cancel Kayako before the move is done?
Wait. Kayako can delete your instance after you cancel, and deleted data can’t be restored, so finish the move and the catch-up first.