Outreach

Retrieve a prospect using its unique identifier and return the corresponding Prospect object including: id: int name: str | None owner: User | None (only id and name are returned) account: Account | None (only id, name, company_type, touched_at, and industry are returned) assigned_users: list[User] (only id and name are returned for each user) campaign_name: str | None engaged_score: float | None engaged_at: str | None touched_at: str | None stage: Stage | None default_connection: DataConnection | None Note: This tool returns only summary information for nested objects. To get full details about the owner or an assigned user, use the user_get_by_id tool with the user's id. To get full details about the account, use the account_get_by_id tool with the account's id. To get multiple prospects by their IDs, use the prospect_search tool with the ids parameter.

prospect_get_by_id

Retrieve an user using its unique identifier and return the corresponding User object including: id: int name: str | None first_name: str | None last_name: str | None email: str | None teams: list[Team] (only id and name are returned for each team) Note: This tool returns only summary information (id, name) for teams. To get full details about a team, use the team_get_by_id tool with the team's id. To get multiple users by their IDs, use the user_search tool with the ids parameter.

user_get_by_id

Retrieve a list of calendar events (meetings) based on optional filter criteria. A calendar event represents a scheduled meeting or appointment on a user's calendar. Use this tool to fetch scheduled meetings which have not yet occurred or to review past meetings regardless of whether they had transcripts or were processed by Kaia's meeting intelligence features. Use the kaia_meeting_fetch tool to retrieve contents about meetings which have already occurred (transcripts, etc). Use this tool to explore meetings from calendar metadata (e.g. scheduled date, source, cancellation status, etc). Notes: - Multiple filters are combined with AND logic. - Use limit to control how many results are returned. Response: - Each event includes the title, time range, associated prospect/account/opportunity, and attendees. - The 'count' field indicates the total number of matching events, which may exceed the limit. When count > limit, state both the total and the number shown, e.g., "Showing 10 of 247 total events." When count <= limit, state only the count, e.g., "Found 3 calendar events."

calendar_events_fetch

Returns a list of opportunity stages with optional filtering. Opportunity stages represent the different phases in a sales process (e.g., 'Discovery', 'Negotiation', 'Closed Won'). Supported filter attributes: - id - name - isClosed Examples: - filter:[] → returns all opportunity stages - filter:[{"attribute": "isClosed", "operator": "is", "value": "true"}] → only stages that are subtypes of 'closed' - filter:[{"attribute": "id", "operator": "is", "value": ["1", "2"]}] → only stages with id 1 or 2 - filter:[{"attribute": "name", "operator": "is", "value": ["Discovery"]}] → only stages with name that exactly matches 'Discovery' Notes: - Partial string matching is not supported for 'name'. - Multiple filters are combined with AND logic (all must match). Response: - Each stage includes id, name, isActive, isWon, and isClosed fields. - The response 'count' field indicates the total number of matching stages, which may exceed the number of records returned when a limit is applied.

opportunity_stage_fetch

Returns the list of prospect lifecycle stages configured for the organization. Stages are org-level configuration labels that classify where a prospect sits in the outreach pipeline. They describe the prospect's overall disposition, NOT their enrollment in a specific sequence. Example stage names: - 'Not Started' - 'Not Started - Added to Sequence' - 'Attempting to Contact' - 'In Progress with Rep' - 'Closed - Unresponsive' - 'Closed - Not Interested - Unsubscribe' - 'Closed - Using Competitive Product' - 'Closed - Left Company' - 'Closed - Bad Timing' Use this tool when: - The user asks "what stages do we have?" or "list all prospect stages" - You need to resolve a stage name to its ID for filtering prospects by stage - The user wants to know the available disposition categories for prospects Do NOT use this tool to find which prospects are enrolled in a sequence or to check a prospect's progress through sequence steps — use sequence_state_search for that. Response: - Each stage includes id and name fields. - The response 'count' field indicates the total number of stages, which may exceed the number of records returned when a limit is applied.

stage_fetch

Search across recorded calls and meetings captured by Kaia. Returns matching recordings with transcripts, topics, summaries, and associated account/opportunity info. Use this tool to find recordings by keyword, topic, account, opportunity, participant, host, date range, or title. Kaia captures two kinds of recordings: - Voice calls (phone calls): sourceType = "voice" - Meetings (video/screen-share conferences, e.g. Zoom, Teams): sourceType ≠ "voice" When the user says "calls", filter to voice calls. When they say "meetings", filter to non-voice. When the intent covers both (e.g. "conversations", "recordings"), do not filter by sourceType. FILTER FORMAT: Pass a JSON list of filter objects. Each filter has the shape: {attribute, value, operator}. - attribute: the field to filter on (see supported attributes below) - value: list of string values to match - operator: (optional) defaults to "is". Supported: "is", "isNot" (plus date-specific operators for 'meeting.startTime', see below) All filters are combined with AND logic. SUPPORTED FILTER ATTRIBUTES: - 'search' — full-text keyword search across transcripts, notes, action items, meeting title, participant/account/opportunity names. Syntax: Single word: value: ["budget"] Implicit AND: value: ["budget planning"] Explicit OR: value: ["\"budget\" OR \"planning\""] Exact phrase: value: ["\"budget planning\""] - 'transcript.text' — search only within transcript text (more precise than 'search'). Example: [{attribute: "transcript.text", value: ["budget"], operator: "is"}] - 'topic.type' — detected topic name. General topics: 'budgetpricing', 'competitor', 'demotrial', 'discovery', 'eventmarketing', 'legal', 'logistics', 'nextstep', 'organization', 'product', 'purchase', 'salespitch', 'stakeholder', 'support'. MEDDPICC topics (prefix 'salesMethodology:'): 'salesMethodology:champion', 'salesMethodology:competitor', 'salesMethodology:metrics', 'salesMethodology:economicbuyer', 'salesMethodology:decisionprocess', 'salesMethodology:decisioncriteria', 'salesMethodology:paperprocess', 'salesMethodology:implicatepain'. Auto-enrichment: non-built-in names (e.g. "Salesforce") are automatically mapped to custom topic IDs if a match is found. Built-in types 'competitor' and 'product' automatically include all active custom topics of that type. Example: value: ["competitor", "Salesforce"] finds meetings tagged with any built-in competitor topic, all custom competitor topics, and the custom topic named 'Salesforce'. IMPORTANT: always pair a topic.type filter with include: [{attribute: "topic", includeType: "matching"}] to receive the matching topic segments in the results. Do NOT include transcript. - 'meeting.accountid' — account id - 'meeting.opportunityid' — opportunity id - 'meeting.participant.userid' — participant user id (not just host) - 'meeting.host.userid' — host user id - 'meeting.sourcetype' — value: ["voice"], operator: "is" for calls; value: ["voice"], operator: "isNot" for meetings. - 'meeting.startTime' — date/range filter. Use ONLY these operators (no others are valid): "is" — exact date match: value: ["2026-03-10"], operator: "is" "between" — date range: value: ["2026-03-01", "2026-03-05"], operator: "between" Relative operators (value must be ["0"], operator is one of the following exact strings): "last7Days" — past 7 days (use for "this week" or "last 7 days") "last30Days" — past 30 days "last90Days" — past 90 days "lastMonth" — the previous calendar month "thisMonth" — the current calendar month "today" — today only "untilToday" — from the beginning of time until today "ytd" — year to date - 'meeting.title' — filter by keyword in meeting title - 'meeting.duration' - filter by meeting duration in minutes. Supported operators include: "gte" - greater than or equal to "lte" - less than or equal to "between" - duration between value[0] and value[1] All attributes accept multiple comma-separated values. FILTER EXAMPLES: filter: [{attribute: "search", value: ["Amplify OR budget"]}] filter: [{attribute: "topic.type", value: ["competitor", "Salesforce"], operator: "is"}, {attribute: "meeting.accountid", value: ["123"]}] filter: [{attribute: "topic.type", value: ["salespitch"], operator: "isNot"}] filter: [{attribute: "meeting.sourcetype", value: ["voice"], operator: "is"}] filter: [{attribute: "meeting.sourcetype", value: ["voice"], operator: "isNot"}] INCLUDE FORMAT: Controls which artifact types are returned alongside each matching meeting. Only include artifact types relevant to the query to avoid unnecessary data. attribute values: - 'transcript' — transcript segments - 'topic' — detected topics includeType values: - 'matching' — return only artifacts that match the current filter/search INCLUDE EXAMPLES: Required for keyword search only: [{attribute: "transcript", includeType: "matching"}] Required for topic search only: [{attribute: "topic", includeType: "matching"}] Only when searching both simultaneously: [{attribute: "transcript", includeType: "matching"}, {attribute: "topic", includeType: "matching"}] Do NOT include transcript when topic.type is used as a filter — it returns unrelated segments and inflates the response. PAGINATION: Use 'first' (default 10, max 30) to control page size. Use 'after' with the end_cursor from a previous response to fetch the next page.

kaia_meeting_search

Search for accounts using id of the associated object in external systems, such as Saleforce or Dynamics. The search will return a list of Accounts. The Account contains the same information returned by account_get_by_id tool.

account_search_by_external_id

Search for accounts. Default fields returned: id, name, company_type, owner, touched_at, industry, default_connection. Filters (all optional): name (partial or full), owner_ids, team_id, ids, created date, account plan updated date, last contacted date. - Use `last_contacted_before`/`last_contacted_after` to find accounts with or without recent sales activity (sales rep engagement over emails, calls, meetings). - Use `additional_field_filters` to filter by field values with AND logic. Additional output fields: - Use `additional_fields` to include extra fields in results. For both `additional_fields` and `additional_field_filters`, call `filter_fields_fetch` tool with entity_type="account" first to discover valid field IDs and labels. Never guess field IDs.

account_search

Fetches outbound emails for a specific account or opportunity. IMPORTANT: This tool ONLY returns emails sent BY reps, not emails received from prospects. If the user asks about received/inbound emails, use state='replied' to find emails that got replies, then use email_fetch_thread to retrieve the reply content. If a user query does not reference an account or opportunity: 1. DO NOT call this tool with null values for account_id or opportunity_id 2. Ask the user: "Which account or opportunity would you like to search for emails in?" 3. Wait for the user to provide the information before proceeding 4. A tool call will likely be made to map the account or opportunity name from a user to account_id or opportunity_id Only call this tool after the user has provided one of these identifiers. Additionally, use user_id to filter emails sent or received by a specific user. If a user asks about "my emails" or "emails I've sent/received", use the current user id as user_id.

emails_search

Search for opportunities using id of the associated object in external systems, such as Saleforce or Dynamics. The search will return a list of Opportunities. The Opportunity contains the same information returned by opportunity_get_by_id tool, except sales_methodology which is only available via opportunity_get_by_id.

opportunity_search_by_external_id

Search for opportunities. Default fields returned: id, account, amount, close_date, created_at, health_score, name, next_step, last_contacted_at, updated_at, assigned_users, opportunity_stage, owner, primary_prospect, default_connection. Filters (all optional): ids, name, account_id, owner_ids, is_open, created date range, close date range, health score range. - Use `additional_field_filters` to filter by field values with AND logic. Additional output fields: - Use `additional_fields` to include extra fields in results. For both `additional_fields` and `additional_field_filters`, call `filter_fields_fetch` tool with entity_type="opportunity" first to discover valid field IDs and labels. Never guess field IDs. The Opportunity contains the same information returned by opportunity_get_by_id tool, except sales_methodology which is only available via opportunity_get_by_id. Each opportunity result includes the parent account (account.id, account.name). The response includes: - count: the TOTAL number of matching opportunities (server-side, not limited by the limit parameter). - opportunities: the list of opportunity records (up to `limit` items). When the user asks about health score without specifying exact numbers, use health_score_low and health_score_high to filter: - any mention of health score without a specific range → health_score_low=0, health_score_high=100 to only return opportunities that have a valid health score When filtering by health score range, sort by health_score ascending to show the most critical opportunities first (sort=["health_score"]). A null/missing health_score means the score is unknown/unavailable — NOT that the score is 0 or low. When presenting results filtered by health score, note any records with missing health score values.

opportunity_search

Search for prospects using id of the associated object in external systems, such as Saleforce or Dynamics. The search will return a list of Prospects. The Prospect contains the same information returned by prospect_get_by_id tool.

prospect_search_by_external_id

Search for prospects using: - the supported filters: name (partial or full name), ids (list of prospect IDs), account_ids, opportunity_ids, and owner_ids. - `additional_field_filters` to filter by field values with AND logic. At least one filter (name, ids, account_ids, opportunity_ids, owner_ids, additional_field_filters) SHOULD be provided; calling with no filters returns all prospects in the system. Returns a list of Prospects. Each prospect contains the same information returned by prospect_get_by_id tool. Default fields returned: id, name, owner, account, assigned_users, campaign_name, engaged_score, engaged_at, stage, default_connection. Additional output fields: - Use `additional_fields` to include extra fields in results. For both `additional_fields` and `additional_field_filters`, call `filter_fields_fetch` tool with entity_type="prospect" first to discover valid field IDs and labels. Never guess field IDs. Both custom_fields and standard_fields can be used for filtering and additional output. The response includes: - count: the TOTAL number of matching prospects (server-side, not limited by the limit parameter). - prospects: the list of prospect records (up to `limit` items). When count > limit, state both the total and the number shown, e.g., "Showing 10 of 50 total prospects." When count <= limit, state only the count, e.g., "Found 3 prospects."

prospect_search

Search for sequence states — records that track an individual prospect's involvement and progress through the steps of a specific outreach sequence. Each sequence state ties one prospect to one sequence and captures their current execution state within that sequence (e.g., 'active', 'bounced', 'paused', 'finished'). A sequence state is NOT the same as a prospect stage. Prospect stages (e.g., 'Attempting to Contact', 'Closed - Unresponsive') describe the prospect's overall disposition in the pipeline. Sequence states describe whether a prospect is currently progressing through a specific sequence's steps. Use this tool when: - The user asks about prospects involved in a specific sequence - The user asks who has been contacted, bounced, replied, or is active in a sequence - The user wants to check a prospect's progress through sequence steps - The user asks about outreach activity tied to a sequence Do NOT use this tool to list the org-level prospect disposition stages — use stage_fetch for that. Supports filtering by account, opportunity, or state. Returns matching sequence states and total count. Each SequenceState includes: id: int prospect: Prospect | None sequence: Sequence | None sequence_step: SequenceStep | None state: str | None user: User | None updated_at: str | None Supports pagination via limit and offset parameters.

sequence_state_search

Search for sequences using additional_filters for field-level filtering with AND logic. Returns a list of Sequences. Each sequence contains: - id, name, owner, engagement_score, sequence_steps The response includes: - count: the TOTAL number of matching sequences (server-side, not limited by the limit parameter). - sequences: the list of sequence records (up to `limit` items). - page_info: cursor pagination info (end_cursor, has_next_page, etc.) When count > limit, state both the total and the number shown, e.g., "Showing 10 of 50 total sequences." When count <= limit, state only the count, e.g., "Found 3 sequences."

sequence_search

Search for users using: - the supported filters: name (partial or full name) and ids (list of user IDs). - `additional_filters` to filter by field values with AND logic. By default, locked and guest users are excluded (locked=false, guest=false). To include locked or guest users, pass the corresponding filter with value ["true"] in additional_filters. PREFERRED over calling team_get_by_id repeatedly: when you need users from multiple teams, use a single user_search call with a team filter (e.g. {"attribute": "team", "operator": "is", "value": ["1", "2", "3"]}) instead of calling team_get_by_id for each team. Returns a list of Users. Each user contains the same information returned by user_get_by_id tool. The response includes: - count: the TOTAL number of matching users (server-side, not limited by the limit parameter). - users: the list of user records (up to `limit` items). When count > limit, state both the total and the number shown, e.g., "Showing 10 of 50 total users." When count <= limit, state only the count, e.g., "Found 3 users."

user_search

Returns the user id and email of the caller