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Getting Started

Kaiya is the AI assistant for executive search teams, designed to streamline your workflow and handle time-consuming tasks. Think of Kaiya as a highly capable junior colleague. Smart, resourceful, and eager to help.

Kaiya is especially useful for:

Kaiya can do much more besides these tasks. Anything you would normally use ChatGPT for, Kaiya can handle.

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There are a few conventions that are used throughout the Kaiya help site, you should quickly check How to use this help, it'll take 2 minutes to review the information.

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Sample prompts are provided in the step by step guides linked in the list above and in the menu. The prompts provided in these guides are also available in the Example Prompts guide.

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All of your conversations with Kaiya are private. No information you share with Kaiya is used to train any AI model.

Now lets get started by getting you setup with Kaiya, it takes a few seconds.

Adding Kaiya to Teams or Slack​

Once your administrator has set up Kaiya in your Microsoft Teams workspace, you can add Kaiya and start your first conversation. Here's how to add Kaiya:

  1. Click on: the + Apps button on the left of your Teams app.
  2. Then, click on: Built for your org. If you can't see Kaiya in the list, type Kaiya in the Search apps and more box.
  3. Click on: Add in the Kaiya card.
  4. Click: Add once more in the popup window.
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Once added Right-Click on the Kaiya icon in the list of shortcuts on the left of your Teams workspace and click on 📌 so Kaiya is easily accessible.

You can also find a visual guide to adding Kaiya to Teams here

Finding Kaiya once added to Teams or Slack​

Once you have added Kaiya to Teams, you can easily find and interact with Kaiya:

  1. Go to Chat: Click on the Chat tab on the left sidebar.
  2. Search for Kaiya: If you can't see Kaiya listed in the apps, in the search bar at the top, type Kaiya.
  3. Select Kaiya: Click on Kaiya from the search results to open the chat window.

Starting a new conversation with Kaiya​

You usually won't need to start a new conversation, however if Kaiya has become confused or you want a brand new conversation, you can easily start a new conversation with Kaiya:

  1. Open Kaiya Chat: If you aren't already chatting with Kaiya, navigate to the chat window with Kaiya.
  2. Type New: In the message box, type New and press Enter ( ⮐ ) . This will initiate a new conversation with Kaiya.
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If you start a new conversation in Teams, Kaiya will not remember your prior conversation unless you have asked Kaiya to remember it.

If you’d like Kaiya to remember the details of your current conversation, simply ask her to store a summary as a memory before you start a new conversation:

You:

Provide a detailed summary of this conversation, with: 
- detail about all the topics we discussed, 
- any important information we exchanged 
- our last 5 messages to each other. 

Once you have done this, store the summary of the conversation in your memory, using a descriptive title that will enable us to easily find the conversation

Now start you new conversation by typing:

New

followed by enter ( ⮐ )

This will wipe the slate clean, so you can start a new conversation

Working with Kaiya​

Kaiya helps save time with the tasks you need to undertake as part of a world class executive search firm. Amongst the tasks Kaiya can help you with:

You can find guides to working with Kaiya on specific tasks in the sections linked above and on the left. If you want Kaiya's help to do something, just ask Kaiya, who has access to this help site as well

Kaiya's tools​

To work effectively in executive search, Kaiya has access to a number of tools to help carry out projects and tasks:

  • 👥 Search LinkedIn for candidates
  • 👥 Retrieve full profiles from LinkedIn
  • 🔍 Search Invenias for candidates
  • 🧑 Get full profiles and all information associated with a person from Invenias
  • 🌍 Search the web
  • 👀 Visit websites
  • 📝 Create company branded Word documents
  • 📊 Create Excel spreadsheets
  • 🎧 Understand audio
  • 🖼️ Understand Images, like handwriting, screenshots, charts
  • 📹 Produce Videos
  • 🎨 Produce or edit Images
  • 🌐 Translate or converse using any language
  • 🧠️ Remember your preferences and memorise information
  • ➕ Any of these together

You don't need to worry too much about which tool to use, Kaiya will almost always figure that out. However if you want to get to the next level, we cover each tool in lots of detail in Reference guide to Kaiya's Tools.

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You can always ask Kaiya for a list of all the tools available:

Give me a list of the tools you have available to you

If there is a tool you see in the list above you do not have access to, drop us a line and we'll enable it for you

If you want Kaiya to carry out any of these tasks or use any of these tools, just ask Kaiya as part of your message. There are some starter prompts in Example Prompts and throughout this website.

Kaiya's limitations​

AI is a fast developing field, Kaiya is developing quickly with it. However there are still some limitations with AI and Kaiya is no exception.

Check sources for the information Kaiya provides. Kaiya is trained to use reliable source and provide the sources to you. If Kaiya doesn't do this, ask for the source. Kaiya's information is only as good as the source, so always double check the source where the information is important, just as you would do with conventional research

Break down tasks Kaiya will become overwhelmed if you give a long list of complex tasks. Break down tasks into smaller chunks. Quality of the response will benefit if you ask Kaiya to plan and thinking aloud.

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As a rule of thumb, give Kaiya no more work in a single message than a human would take 15 minutes to carry out.

A reasonable ask of Kaiya would be:

Give me a plan to find the job title, location and LinkedIn profile for these 10 people. Bonus points if you can find email addresses.

An unreasonable ask of Kaiya would be:

Give me the title, location, LinkedIn profile, career history and an email draft for these 40 people

Instead, you should break this task down into smaller chunks.

Kaiya cannot yet:

  • Kaiya cannot directly send emails, messages, or LinkedIn posts but Kaiya will draft content for you.
  • Kaiya doesn't directly access your files or emails simply attach or screenshot items when necessary.
  • No direct access to paywalled sites (ZoomInfo, Pitchbook, etc.), but Kaiya finds similar data elsewhere.
  • No editing of data directly within Invenias but excellent at candidate searches.
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When Kaiya does something particularly helpful or misses the mark, let us know. Just tell Kaiya:

Kaiya, record feedback, you did an excellent job finding those candidates

Your feedback directly shapes Kaiya's development.

Need more help?​

We're here for you. Email us directly: hello@kaiya.ai we pride ourselves on amazing support.