Kaiya for Associates

Turn meetings into actions, prepare the client report and keep the assignment records current. Pick a task below.

Your work with Kaiya

Your task	Ask Kaiya to
Prepare an assignment plan	Create meeting notes, actions and dates from a brief or recording
Organise assignment information	Summarise the current brief and outstanding actions
Identify missing work	Find research and decisions you need before the next meeting
Prepare candidate reports	Draft profiles and summaries from CVs, interviews and research
Prepare client meetings and follow-ups	Draft the agenda, update and meeting notes
Write or translate documents	Draft emails, create documents or translate material
Create an assignment report	Create a branded Word report from Invenias
Report on assignments and programmes	Count records and compare progress in tables or charts
Update Invenias	Prepare changes to people, companies, assignments and programmes
Manage saved preferences	Save useful Instructions or Memories for later work

New to Kaiya? See How to work with Kaiya. The step-up CFO example shows how to add client decisions as an assignment develops.

Turn a brief or meeting notes into an assignment plan

Give Kaiya the recording or notes after the briefing. Kaiya can extract the decisions and draft an assignment plan for your team.

Create notes from this Roadrunner Logistics briefing recording. Include the role requirements, decisions and open questions. Draft an assignment plan with actions, the person responsible and agreed due dates. Separate dates we agreed from dates someone suggested.

Tell Kaiya about decisions from other calls and anything you agreed after the recording ended.

Check the actions against the meeting. Confirm proposed dates and responsibilities with your team before you use the plan.

Kaiya should record “Friday might work” as a proposal:

Proposed next meeting: Friday. Confirm the time and attendees with the client.

See Use voice notes and recordings and Create documents.

To set up the records as well as the delivery plan, see Let Kaiya manage an assignment.

Organise assignment information and responsibilities

Keep one account of the current brief, even after several client calls. Kaiya can compare the notes and identify conflicting decisions.

Acme Robotics' brief has changed since Tuesday. Summarise the current requirements and outstanding actions from this conversation and the attached call notes. Identify any decisions or dates that still conflict.

Include changes the client agreed outside the conversation. Name the person responsible for unassigned work once you have agreed this with your team.

Keep related work in the assignment conversation so Kaiya can use earlier corrections. Resolve any conflict Kaiya finds between your notes.

See How to work with Kaiya and Use voice notes and recordings.

Identify missing work or facts

Find the unfinished work before the client meeting. Ask Kaiya to compare the brief with the latest research and candidate information.

Review the Roadrunner COO assignment before Thursday's client meeting. List the research we still need and candidate claims we have not verified. Include decisions we need from the client.

Tell Kaiya about work your colleagues completed elsewhere and anything you agreed to leave for a later stage.

Decide with your team which work matters before the meeting. Ask Kaiya to investigate missing facts or prepare questions for the client.

See Work with results and Search and analyse Invenias.

Prepare candidate profiles and interview summaries

Use the CV, interview recording and research to prepare a candidate report. Kaiya can draft the document and compare the experience with the brief.

Prepare a candidate report for Alex from this CV, interview recording and research. Compare their experience with the Roadrunner COO brief. Separate confirmed facts, Alex's statements and our assessment.

Include the candidate's current interest in the role and points your team still needs to investigate. You can request one of your firm's existing document templates.

Compare career dates and quotations with the sources. Resolve conflicting claims before you send the report to the client.

See Create candidate reports and profiles and Turn an interview into candidate evidence.

Prepare client meetings, updates and follow-ups

Prepare the agenda and update in the assignment conversation. After the meeting, use the same conversation for notes and the client follow-up.

Prepare the agenda and update for our next Acme Robotics meeting. The client has 20 minutes. Include progress since last week, candidates to discuss and decisions we need.

Tell Kaiya about recent client calls or changes to the process. Add the points that the Partner wants to discuss.

Review candidate status, dates and figures before the meeting. Afterwards, attach your recording or notes:

Create meeting notes from this recording. Include decisions, actions and the next meeting date. Mark any dates or commitments we have not agreed. Draft a follow-up email for the client.

See Create documents and Meeting notes, actions and follow-up.

Draft messages and translate documents

Ask Kaiya to draft an email, prepare interview invitations or translate a document for the client.

Translate this candidate profile into French for Roadrunner's Paris team. Preserve the facts and any uncertainty in the original. Keep the company names and dates unchanged. Identify any role title that needs my review.

For a message, specify the recipient and what you need them to do. For a translation, name the language and any terms your firm uses.

Check names, dates and commitments before you send the result. Ask a colleague who speaks the language to review important client translations.

See Draft a message or email and Translate text or a document.

Create an assignment report

Open Reports to create a branded Word report from your firm's Invenias records. Kaiya uses the assignment you select and one of your firm's templates.

Each template has several standard setups. You can change the sections and other settings before you create the report. You can save a setup for reuse or share it with a colleague.

Confirm the candidates and their status before you create the document. Review the downloaded report before you share it with the client.

Requires Invenias: You need an Invenias connection, Reports access and one of your firm's templates. If Reports is missing, contact the Kaiya team at hello@kaiya.ai. You can ask Kaiya to create a Word report from attached material instead.

See Create assignment reports for the full procedure, including how to save and share setups.

Analyse assignments and programmes

Get the numbers for your internal meeting from Invenias. Kaiya can count records by stage and compare assignments in tables or charts.

Across our active UK finance assignments, how many candidates have Interview as their current stage? Group the counts by assignment and consultant. List candidates in these assignments who have no stage recorded.

Tell Kaiya how your firm defines the stages or groups you want to compare. Include recent changes that your colleagues have not yet recorded in Invenias.

Confirm the reporting period and which records Kaiya included. If the figures differ from your team's expectations, ask Kaiya to find missing or old records.

Requires Invenias: Your firm must connect Kaiya to Invenias to search assignments and programmes. Without a connection, attach an export for Kaiya to analyse.

See Create an internal report and Work with results.

Keep Invenias records current

Use your meeting notes to update Invenias. Kaiya checks for possible existing records and prepares a plan for changes to people, companies, assignments or programmes.

Update the Roadrunner COO assignment in Invenias with the location, reporting line and requirements we agreed in today's attached notes.

Include details that identify the assignment and the source of the change. Review the proposed matches and changes before approval.

Check the result after Kaiya finishes. Use CRM updates to find the plan or review any work that did not complete.

Requires Invenias: Your firm needs an Invenias connection and access to Invenias updates. If you cannot use updates, ask Kaiya to prepare a table of changes for manual entry.

See Update Invenias.

Manage Instructions and Memories

Ask Kaiya to remember useful facts for future work: “Remember that I coordinate our UK operations searches.” Kaiya saves these as Memories.

Use Instructions for directions Kaiya should follow in each conversation:

Save this as an Instruction: use our term "client review" for the meeting after we deliver the longlist.

Keep assignment research, interview notes and client decisions in the relevant conversation. Your colleagues will need that material when you hand over work.

Review saved entries when a client preference or your firm's terminology changes. Remove an entry if you no longer want Kaiya to use it.

See Manage Instructions and Memories.

Related role guides

The Partner guide covers business development and client decisions. The Researcher guide covers market mapping and candidate research.