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 features allow executive search professionals to personalise their workflow, streamline candidate and client management, and ensure consistency across assignments. By understanding and using Kaiya’s memory system, you can save time, reduce repetition, and deliver a more tailored experience to clients and candidates. Kaiya uses two types of memory:
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Preferences – Persistent settings that define how Kaiya supports you in every search, assignment, and candidate interaction.
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Memory Store – Flexible storage for notes, research, and assignment-specific data, which Kaiya retrieves only when you request it.
Kaiya will only store new information in preferences when you provide a clear instruction to do so. This ensure Kaiya is not harvesting and storing information about you without your knowledge
Preferences
Preferences are persistent instructions that Kaiya loads at the start of every conversation. They shape Kaiya’s default behaviour, language, formatting, and response style, ensuring your executive search processes are consistent and tailored to your firm’s standards.
Typical use cases:
- Setting your preferred CV or candidate profile format.
- Defining how candidate summaries or long lists should be structured.
- Specifying your preferred language, spelling, or document style for client reports.
- Customising Kaiya’s tone for candidate outreach drafts or client communications.
Preferences are always active. Once set, Kaiya applies them in every interaction—across all conversations—until you update or remove them.
Examples:
- “Always format candidate profiles with a summary, experience, education, and referee details.”
- “Use UK English spelling in all candidate reports.”
- “Set my office location to London, England.”
- “When creating client briefing documents, always add a page break after the title.”
Example Prompt: Creating a preferred format for candidate summaries
Explicitly tell Kaiya you want her to update your memory to ensure that the instruction is carried out.
You:
Store this as a preference: Always provide candidate summaries in bullet points, followed by a paragraph overview.
Effect: Kaiya will default to this structure for all candidate summaries in every assignment, unless you specify otherwise.
How to Update or Remove a Preference:
To update:
Update my preferred candidate profile format to include a competency matrix.
To remove:
Delete my preferred candidate profile format.
If you delete a preference or memory, it is permanently deleted and cannot be recovered
Therefore it is worth asking Kaiya to list the content of that memory before deleting it. That way if you are still in the same conversation with Kaiya, you can always add it back or find it in your chat history
Memory Store
The Memory Store is Kaiya’s long-term filing cabinet. It can hold notes, candidate insights, client preferences, and other data that aren’t needed in every conversation, but can be recalled on demand. Unlike Preferences, Kaiya only fetches these memories when you ask.
Don't rely on Kaiya's memory as a safe storage location. Kaiya may overwrite a memory with a new one
Typical Use Cases:
- Storing client-specific requirements or cultural notes for an assignment.
- Keeping a running list of priority candidates for a particular search.
- Recording feedback from client interviews or candidate assessments.
- Saving competitor mapping, market intelligence, or project-specific research.
- Maintaining a to-do list for a search project.
- Maintaining a list of bookmarks for useful information found on the web
- Preferred sources for research
How Memory Store Works:
Memories are stored with a unique name (like a folder or tag). You can add, update, retrieve, or delete them as needed. Kaiya will only refer to these memories when you ask for a memory to be retrieved.
Examples:
- “Remember that the client prefers candidates with international experience.”
- “Store a note: The CFO search for Acme Corp requires relocation to Paris.”
- “Add ‘Schedule client debrief’ to my to-do list for the CEO assignment.”
- “Recall my list of priority candidates for the FinTech project.”
- “What are the client’s key selection criteria for the COO role, check your memory?”
- “Delete the note about the CFO search location you stored in memory.”
Example prompt: Add a note regarding a candidate
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.
Effect: Kaiya will save this information and can retrieve it later when you ask,
What is the name of the hiring manager's daughter for the Pharma assignment? You should have that stored as a memory
How to Update or Remove a Memory:
To update:
Update the Pharma assignment note in memory: hiring manager’s return date is now 19th July.
To remove:
Delete the note about the hiring manager’s leave from memory.
Summary Table
| Feature | Preferences (Executive Search) | Memory Store (Executive Search) |
|---|---|---|
| Purpose | Persistent settings for all chats | On-demand storage for your data and notes |
| Loaded When? | Every conversation automatically | Only when you ask |
| Typical Content | Profile formats, language, style | Assignment notes, client/candidate data |
| Example Prompt | "Use UK English spelling." | "Store a note: CFO search in Paris." |
| Update Method | "Change my preferred format..." | "Update my Pharma assignment note..." |
| Delete Method | "Delete my preferred format." | "Delete my Pharma assignment note." |
Best Practices & Tips for Executive Search
- Use Preferences for anything you want Kaiya to apply to all searches, reports, and communications (e.g., profile structure, language, formatting).
- Use the Memory Store for assignment-specific or client-specific information, candidate notes, or research you’ll need to recall later.
- Be specific with your prompts—clear titles and instructions help Kaiya organise and recall information accurately.
- If you’re unsure whether something should be a Preference or a Memory, ask: “Do I want this to apply to every search, or just be available for a specific project or client?”
Managing Memories
Example prompts: Retrieving, storing, updating and deleting memories
Explicitly tell Kaiya you want her to update your memory to ensure that tool is used.
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 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: 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.