Personalising Kaiya
Throughout this section, example prompts can be copied and pasted into your chat with Kaiya:
Hover over the copy icon on the right of the box and click 👉
The basics​
Kaiya's memory lets you personalise how it works with you. Over time, you can build a set of preferences and notes that make Kaiya faster, more consistent and more tailored to your firm's way of working.
Kaiya uses two kinds of memory:
- Preferences - short, persistent instructions that Kaiya loads into every conversation. Use these for how you work: profile formats, language and spelling, tone, units, document conventions.
- On-demand memories - a filing cabinet of notes and longer content that Kaiya only loads when it looks relevant. Use these for assignment-specific information, research notes, candidate notes, templates or long reference material.
Kaiya only stores information when you ask it to. It will not harvest information about you in the background.
Treat Kaiya's memory like a scratch pad, not a triple-redundant database. It is useful and durable for day-to-day work, but it is not a guaranteed storage system - please do not rely on it for material you cannot afford to lose.
Global preferences​
Global preferences shape Kaiya's default behaviour in every conversation. Typical uses:
- Setting your preferred CV or candidate profile format
- Defining how long lists or summaries should be structured
- Specifying your preferred language or spelling (e.g. British English)
- Setting a professional tone for client communications
- Recording your office location so date, time and currency formats are right
Because preferences load into every conversation, keep them short, general and durable. Anything that would only be useful on one assignment is better stored as an on-demand memory.
Example prompt: Set a preferred format for candidate summaries​
Explicitly tell Kaiya you want this stored, so it is clear you want a memory updated.
You:
Store this as a preference: always provide candidate summaries in bullet points, followed by a paragraph overview.
Kaiya will use this structure for all candidate summaries in every assignment, unless you override it.
Updating a preference​
Update my preferred candidate profile format to include a competency matrix.
Removing a preference​
Delete my preferred candidate profile format.
Deleting a preference or memory is permanent. Before deleting, ask Kaiya to show you the current content so you can copy anything you want to keep.
On-demand memories​
On-demand memories are Kaiya's long-term filing cabinet. They can hold anything that is not needed in every conversation but is worth recalling later:
- Client-specific requirements or cultural notes for an assignment
- Running shortlists or priority candidates for a particular search
- Feedback from client interviews or candidate assessments
- Competitor mapping, market intelligence or project-specific research
- To-do lists for a search project
- Bookmarks to useful web pages
- Preferred research sources
- Long document templates and style guides
Kaiya will only load an on-demand memory when it looks relevant to the conversation, or when you ask for it.
Example prompt: Add a note​
You:
Store a memory: the hiring manager's daughter for the Pharma assignment is called Elizabeth (Bizzy), she's studying A-levels and hopes to become a vet.
Recalling the note later​
You:
What is the name of the hiring manager's daughter for the Pharma assignment? You should have that stored as a memory.
Updating a memory​
Update the Pharma assignment note in memory: the hiring manager's return date is now 19th July.
Deleting a memory​
Delete the note about the hiring manager's leave from memory.
Ask Kaiya for the content of a memory before deleting it, so you can reinstate it if you change your mind.
Summary table​
| Feature | Global preferences | On-demand memories |
|---|---|---|
| Purpose | Persistent settings for every chat | Storage for notes and reference content |
| Loaded when? | Every conversation automatically | When relevant, or when you ask |
| Typical use | Profile formats, language, tone | Assignment notes, client/candidate data |
| Example prompt | "Use UK English spelling." | "Store a note: CFO search in Paris." |
| Update | "Change my preferred format..." | "Update my Pharma assignment note..." |
| Delete | "Delete my preferred format." | "Delete my Pharma assignment note." |
Tips for getting the most out of memory​
- Use global preferences for short, durable guidance that should apply to every search, report and communication.
- Use on-demand memories for assignment- or client-specific information you will want to recall later.
- Be specific with your prompts. Clear titles and instructions help Kaiya organise and recall accurately.
- If you are not sure whether something belongs in preferences or on-demand memories, ask yourself: "Do I want this to apply to every conversation, or just when I'm working on a specific client or project?"
- Avoid storing things you would not want logged against your account (for example, passwords).
Managing memories​
Explicitly tell Kaiya you want the memory stored or updated, so Kaiya knows to actually update its memory rather than just acknowledging in chat.
Setting a preference​
Remember for all future conversations: my preferred candidate profile format to include a summary, experience and referee comments.
Add a preference to always use a professional, concise tone in client reports.
Storing a memory​
Add to memory that the client for the CFO search values turnaround experience.
Add 'Send shortlist to client' to my to-do list for the Retail CEO assignment.
Retrieving a memory​
Check memory and tell me what's on my to-do list for the Retail CEO assignment.
Recall the client's key requirements for the CTO search for Stark from your memory.
Updating a memory​
Update the CTO search note: the client now prefers candidates from SaaS backgrounds.
Remove 'Send shortlist to client' from my Retail CEO to-do list.
Deleting a memory​
Delete the note about the client's turnaround experience requirement from memory.
Remove my preferred candidate profile format.