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Playbooks are structured guides that Kafka follows for repeated, semi-structured tasks. They’re otherwise known as SOPs (standard operating procedures). Using a playbook in Kafka

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How Playbooks Work

Every playbook has an Activation Criteria — a situation that triggers Kafka to use the playbook automatically. Playbooks can also be explicitly requested:
  • By name: “Use the Daily Pipeline Update playbook”
  • With @: Type @playbook-name in any text editor (threads, workflows, or other playbooks)

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Referencing Playbooks

Playbooks can be called from multiple places: In conversations: 
"Use the @Structure-Email playbook to draft a message to our investors"
In workflows: Playbook being referenced in a workflow

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Example Playbook

name: Structure Professional Email
activation_criteria: When drafting an external email to executives or clients

Format:
1. Subject: Clear and action-oriented (5-8 words max)
2. Greeting: Use "Hi [First Name]," for warm contacts, "Hello [Full Name]," for formal
3. Opening: State purpose in first sentence
4. Body: Use bullet points for multiple items, keep paragraphs to 2-3 sentences
5. Closing: Include clear next steps or call-to-action
6. Signature: Use professional signature with title and contact info

Tools: @gmail, @google-calendar

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Best Practices

Define clear activation criteria Be specific about when the playbook should be used. “When candidate passes phone screen” is better than “During recruiting.” Keep instructions actionable Each step should be clear and executable. Avoid vague guidance. Reference integrations Use @integration format to specify which tools Kafka should use. Make them reusable Write playbooks for processes you repeat often, not one-off tasks. Nest playbooks Reference other playbooks using @playbook-name to build complex processes from simple building blocks.

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When to Use Playbooks

Use playbooks for:
  • Repeated processes — Tasks you do the same way each time
  • Step-by-step procedures — Clear sequences that need to be followed in order
  • Quality control — Ensuring consistency across similar tasks
  • Knowledge transfer — Codifying how things should be done
Don’t use playbooks for:
  • Fully autonomous tasks (use Workflows instead)
  • One-time tasks (just ask Kafka directly)
  • Simple single-step actions (not worth the overhead)

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Playbooks vs Workflows

PlaybooksWorkflows
TriggerSituation-based or on-demandEvent, time, or webhook
ExecutionSemi-structured, collaborativeFully autonomous
Use caseSOPs, repeated proceduresBackground automations
Reference@playbook-name anywhereCannot be referenced