A help desk holds every customer conversation you have ever had. It is worth knowing that somebody is still working on it.
Kayako was an early and well-regarded help desk, and plenty of teams still run it. What brings people here is usually the pace of development and the question of what happens next – reasonable questions to ask about a system this central.
Strengths you can check – to the point.
Your data is stored and processed in Germany.
The AI assistant runs on your own server – ticket content is never sent to an external AI service.
Tenant separation, export and deletion functions and a data processing agreement are built in.
One clear price per booked seat – no feature ballast, no hidden add-ons.
An uncluttered interface with a guided start – expensive training is not needed.
Team questions and an automatic wiki keep what you know on the ticket instead of scattered across tools.
rapidFOXAs of 2026. The comparison describes typical characteristics of Large US tools and is meant as general orientation; scope, pricing and data protection vary by vendor, plan and point in time. The names mentioned (for example Kayako) are trademarks of their respective owners – no connection, partnership or endorsement is implied. What counts is the current information published by each vendor.
Three things, in this order: can I get my data out, where will it live next, and who is going to answer when something breaks. rapidFOX answers full export at any time, servers in Germany, and support in German and English at no extra cost.
The fourth question – what does it cost – is one number per seat, with everything in it.
The move is deliberately undramatic. You start a free trial that comes with sample data and connect your support mailbox over IMAP/SMTP in a few minutes. From then on every incoming email becomes a ticket, and replies go back out as ordinary email.
What a clean switch looks like step by step is in the guide Introducing a ticketing system.
The rapidFOX AI assistant runs on your own server: drafting replies, shortening them, turning notes into full messages and suggesting solutions – ticket content is never sent to an external AI service. On or off whenever you like, and a person always approves.
Through its own export. Keep it – historical tickets stay readable in the export, and rapidFOX starts fresh rather than importing a decade of noise.
Yes, and visibly: there is a public changelog at /neuigkeiten with what changed and when.
Yes. The trial runs for seven days with sample data, and you can connect a second mailbox rather than moving the main one. Nothing has to be switched off first.
rapidFOX costs one fixed price per booked seat, with every function included and no tiers. What Kayako costs depends on the plan and the add-ons you need – compare it against the list price of the tier that actually covers your requirements.
Try it free for 7 days – no card, with sample data, ready in 2 minutes.
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