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Reference Guide to Kaiya's Tools

This guide provides detailed information on how to use each tool, including the parameters

Seeing what Kaiya is doing​

Kaiya will always show you what tools are being used in the 'thinking' box above Kaiya's message:

✅ Thinking
     ✅ 👥 Searching LinkedIn
         ✅ Fetched 2 profiles
         ✅ 📚 Results in Excel
     ✅ ⬇️ Sent 6 attachments
     ✅ 👥 Fetching profile 'sample-profile-id' from LinkedIn
     ✅ 👥 Fetching profile 'sampleprofile' from LinkedIn
     ✅ 🔍 Searched Invenias
         ✅ 📚 Results in Excel
     ✅ 🧑 Reading full profile
     ✅ 🌍 Searching the web
     ✅ 🔍 Reading Airbus Defence
     ✅ 🔍 Looking at Defence News Europe 👀
     ✅ 📝 Creating Word document
     ✅ 📊 Creating spreadsheet
         ⚠️ Warning: Spreadhseets are experimental, check results
     ✅ 🎨 Painting picture
         ✅ 🖼️ Open in browser
     ✅ 📹 Shooting video [Done]
     ✅ 🧠️ Checking memory for *
     ✅ 🧠️ Updating memory for Demo.Session
     ✅ 📚️ Checking research guidance
     ✅ 🖊️ Record feedback (Evaluated as very positive)

Asking Kaiya to Plan and Think​

Kaiya can help you with complex, multi-step tasks by creating a clear plan before taking action.

When you ask for something that needs careful thought, several steps, or a detailed approach, Kaiya will outline the steps, explain the reasoning, and then carry out the plan.

This is especially useful for research, comparisons, or anything that isn't a quick answer.

You should ask Kaiya to plan and think when:

  • You want a thorough approach or detailed process.
  • You're unsure how to start a complex task.
  • You want to see the steps before anything is done.

Prompt:

I need to research the top five competitors in the UK fintech market and create a summary report. Please plan your approach before starting.

Kaiya will show the plan like this:

💭 Planning...
* The objective is to identify and research the top five competitors in the UK fintech market and produce a concise, high-quality summary report.
* No clarification required; the request is clear.
* An excellent outcome will provide: (1) a well-justified selection of the top five UK fintech competitors, (2) a summary of each company covering business model, market positioning, product/service highlights, recent developments, and financial/market metrics where available, (3) a comparative overview, and (4) clear sources for all information.
* Step-by-step plan:
  * Use fetchGuidance to obtain the latest process for researching organisations, ensuring best practices.
  * Use webSearch to identify recent rankings, news, and analysis of leading UK fintech companies, focusing on reputable sources (e.g., Financial Times, Sifted, TechCrunch, CB Insights).
  * Review multiple sources to triangulate and justify the selection of the top five competitors.
  * For each selected company, use webSearch to gather up-to-date information on business model, products/services, market share, recent news, and financials.
  * Summarise findings for each company, ensuring clarity and relevance for an executive audience.
  * Provide a comparative overview, highlighting differentiators and competitive dynamics.
  * Compile all findings into a structured summary report with proper citations.

Working with Invenias​

Kaiya can search Invenias for lists of candidates and retrieve the full profile for a candidate.

Kaiya can retrieve up to 100 results in a single search and will always provide you with a spreadsheet of the results with information from the Invenias profiles and a link to the profile on Invenias.

All information associated with a candidate is included in Kaiya's Invenias search index

You can provide a natural, "google style" search and Kaiya will find the best matches.

Searches do not have to be precise. Kaiya's AI powered search is semantic, which means Kaiya understands similar words, spellings and concepts (Pharma vs Pharmaceutical) and will include these results

tip

Refer to the Creating Target Candidate Lists section for guidance on using Invenias search

note

Kaiya does not yet have the ability to search for companies, assignments or programmes. However information on these are included as part of the candidate search index.

note

Kaiya cannot analyse the data in Invenias, for example counting the number of candidates or the breakdown of candidates by characteristics.

note

Kaiya cannot update Invenias.

Search for Candidates in Invenias​

Kaiya can search for people in Invenias. This is useful when you want to find candidates with specific experience, skills, or backgrounds. What you can specify:

  • What you're looking for (job titles, skills, industries, etc.).
  • How many results you want (up to 100).
  • If you only want recently updated profiles.
  • Words or phrases that MUST NOT appear in the results.
  • Words or phrases that MUST be included in the results.
warning

Using MUST and MUST NOT are precise and act as a filter

MUST have title CEO
  • Only profiles with the exact phrase CEO will appear in results
MUST NOT have title CEO
  • No profiles with the exact phrase CEO will appear in results

You generally shouldn't need to use Must or Must not. Only use if you want a precise, boolean style search

Prompt: Find up to 20 candidates in Invenias who are Chief Technology Officers in London. Exclude anyone with the word "interim" in their profile.

All information associated with a profile is included in Kaiya's search index.

Kaiya will summarise the top scoring results in the chat, check the spreadsheet Kaiya produces for the full list of results.

Get a Full Candidate Profile from Invenias​

Kaiya can fetch the complete profile of a person from Invenias. This is helpful when you want all available details about a specific candidate, for example for a candidate profile What you can specify:

  • The name and details or id of the person. Prompt:
Get the full profile for Snoop Dogg.

Working with LinkedIn​

Kaiya can search LinkedIn for lists of candidates and retrieve the full profile for a candidate

Kaiya does not rely on your LinkedIn login and isn't linked to your LinkedIn account.

Kaiya can retrieve up to 100 candidates in a single search and will always provide you with a spreadsheet of the full results with the information from the profiles and a link the LinkedIn profile.

Kaiya can also retrieve the full profile for an individual.

tip

Refer to the Creating Target Candidate Lists section for guidance on using LinkedIn search

note

Kaiya cannot send messages on LinkedIn or see connections of individuals on LinkedIn

Search for People on LinkedIn​

Kaiya can search LinkedIn for people who match your criteria. This is great for finding potential candidates. What you can specify:

  • How many results you want (up to 100).
  • Which country to focus on.
  • The job titles, skills, or keywords you want to find. Prompt:
Find 15 people in the UK who are Chief Marketing Officers with experience in retail.

Get a Full LinkedIn Profile by ID or URL​

Kaiya can fetch all available information from a LinkedIn profile if you provide the LinkedIn profile ID. Use this when you want to see the full details of someone's LinkedIn presence. What you can specify:

  • The LinkedIn profile ID or URL Prompt:
Show me the full LinkedIn profile for the candidate www.linkedin.com/in/snoopdogg.
Show me the full LinkedIn profile for the candidate with the id snoopdogg.

Using the Web for Research and Information​

Kaiya can search the web to source current information for research and general queries​

Get Research Guidance​

Kaiya can use step-by-step instructions for researching a company, person, or industry. This is useful when you want to get in-depth research. What you can specify:

  • What kind of guidance you need: The type of research you want - an organisation, an individual, or a template. Prompt:
Give me research an Stark Industries.

Search the Web​

Kaiya can search the internet for up-to-date information using Google-style queries. Use this when you need the latest facts, news, or research. What you can specify:

  • What you want to search for (your query).

Prompt:

Search the web for the latest trends in artificial intelligence in 2025.

Read the Content of a Web Page​

Kaiya can fetch and read the text from most public web pages that do not require a login.

info

Kaiya cannot interact with websites, e.g. click on buttons or scroll through pages/

tip

Its best to let Kaiya decide when a visit to a web page is needed. Generally, the information provided in search results will be good enough to answer your question.

What you can specify:

  • The web address (URL) of the page. Prompt:
Read the page at https://www.bbc.co.uk/news/technology and give me the latest news.

Give Feedback on Kaiya​

You can provide feedback about Kaiya's responses or your experience. This helps improve the service. What you can specify:

  • A short summary of your feedback.
  • A score from 1 (bad) to 5 (excellent). Prompt:
Log this as feedback: I found the last answer confusing and incomplete. Score: 2.

Providing feedback means the Kaiya team will review your conversation to help improve Kaiya.​

Preferences and Memory​

tip

Refer to the Personalising Kaiya section for guidance on using Kaiya's memory.

Recall a Saved Note or Preference​

Kaiya can remember things for you and recall them later. Use this to store and retrieve preferences, notes, or anything you want to remember. What you can specify:

  • A description of the note or preference you want to recall. Prompt:
What is my preferred language for documents?

Save or Update a Note or Preference​

Kaiya can save or update information for you, such as preferences or important notes, and use them in future conversations. What you can specify:

  • What you want to remember (the note or preference).
  • Whether it should be remembered for all conversations (a preference) or just when you ask for it (a note). Prompt:
Remember that I prefer all CVs to be written in the third person.
tip

Refer to Peronsalising Kaiya for more information in using Kaiya's memory

Documents, Spreadsheets, Images, Audio and Videos​

You can send Kaiya most common types of text based file including:

  • Microsoft Office formats:
    • Word (docx)
    • Excel (xlsx)
    • Powerpoint (pptx)
  • PDF
  • Plain text files
    • csv files
    • txt files
    • markdown files
note

For all these files Kaiya is limited to 50MB or 40,000 characters

info

When you send Kaiya one of these files, Kaiya will only extract the raw unformatted text, no images.

When you send Kaiya a spreadsheet, Kaiya will not see the formulae

Occasionally a pdf will look like it is text, but is in fact a series of images of text.

If you encounter this issue, or want Kaiya to "see" the content, take a screenshot of the content and send it to Kaiya

Other media files

  • Audio
    • Up to an hour
    • Most common languages
  • Images
note

You cannot send Kaiya Video, or Video with audio.

Kaiya can produce:

  • Microsoft Word Documents

    • Kaiya will produce a word document using you company template or a default Kaiya template.
    • Kaiya can produce standard Headings, regular text, and tables.
    • Kaiya cannot format the word document beyond what has been set up in the template
    • Kaiya cannot change the header or footer
    • Kaiya can insert page breaks and tabs (indents)

  • Microsoft Excel Spreadsheets

    • Kaiya can produce simple spreadsheets
    • If you produces a formula as part of a spreadsheet, you will need to click in the cell and hit enter to activate it

  • Images

    • Create or Edit an Image
    • Landscape, Portrait or Square
    • Option for a transparent background

  • Video

    • Kaiya can produce short videos
    • Kaiya will speak into the camera
    • short videos (up to about 3 minutes) are possible
tip

Refer to the Creating Documents, Spreadsheets, Images and Videos section for guidance on creating this type of content

Create or Edit an Image​

Kaiya can create a new image or edit an existing one based on your instructions. This is useful for making illustrations, graphics, or visual content. What you can specify:

  • The style or shape of the image (landscape, portrait, square, or automatic).
  • What you want the image to show (your description).
  • Whether you want a new image or to edit an existing one.
  • The quality of the image (low, medium, or high).
  • Whether the image should have a transparent background Prompt:
Create a new, high-quality landscape image titled "Teamwork" showing a diverse group of people collaborating in an office.

Create a Video of Kaiya Speaking​

You can ask Kaiya to create a video where Kaiya reads out a script you provide. This is useful for presentations, candidate profiles, or sharing information in a more engaging way. What you can specify:

  • The exact words to be spoken (the script). Prompt:
Create a video showcasing Snoop Dogg as the candidate for CEO

Create a Word Document​

Kaiya can create a Microsoft Word document for you, using your content and preferred formatting. What you can specify:

  • The content of the document (you can use markdown or LaTeX formatting).
  • The name for the file (no need to add .docx). Prompt:
Create a Candidate profile document on Snoop Dogg using his attached CV

Create a Spreadsheet​

Kaiya can create an Excel spreadsheet for you, with the data you provide. What you can specify:

  • The data for the sheet (the first row is for column headings). Prompt:
Create a spreadsheet called "Sales Report" with a worksheet named "Q1 Results". The columns should be: Product, Sales, Region. Add rows for Widget, 100, London and Gadget, 200, Manchester.