Memory

Memories are standing instructions for your AI agent — like onboarding a new team member. Instead of repeating the same guidance every conversation, you teach the agent once and it remembers going forward.

Two Kinds of Memories

Facts — What's True About Your Organization

These are things the AI should know that may not be in your uploaded documents, or that have changed since they were written.

Examples:

  • "Our Executive Director is Maria Torres. She started in January 2026. Do not reference former ED James Chen in any applications."
  • "We have two program branches: our Food Pantry serves 200 families weekly, and our Community Garden provides plots to 75 households."
  • "Our fiscal year runs July 1 through June 30."
  • "We no longer have a Development Director. We've transitioned to a co-Executive Director model."

Instructions — How You Want Things Done

These shape how the AI approaches tasks — your preferences, workflows, and style.

Examples:

Basic — A simple preference:

"When general operating support is available as a funding option, always apply for that rather than project-specific funding."

Intermediate — Organizational context that affects how the AI writes:

"Our organization has two branches: the Food Pantry and the Community Garden. When writing applications for garden-related grants, emphasize sustainability and food sovereignty. For pantry-related grants, emphasize food access and community health outcomes. Make sure you know which branch the application is for before drafting."

Advanced — A workflow that ties multiple features together:

"Our common file attachments like board lists, financial statements, and organizational charts are stored in our SharePoint site under the 'Grant Attachments' folder. Anytime an application asks for these documents, search SharePoint for the most recent versions and include the links. Historical grant applications are in the 'Grant History' folder — use those as style references when drafting."

How to Add a Memory

From the sidebar: Click Memory in the bottom-left, then Add Memory. Give it a title that describes when it should apply (e.g., "When writing a grant application" or "Staff contact information"), and write your instruction in the body.

From chat: Just tell the agent what to remember. For example:

  • "Hey, remember — whenever you write a draft, I want you to include specific statistics and at least one story from a program participant."
  • "Going forward, always ask me which program branch an application is for before you start drafting."

The agent will save a memory for itself. You can review and edit all memories from the Memory section in the sidebar.

For Consultants and Multi-Client Users

If you manage multiple clients, you can teach the agent to keep them organized:

  • "I work with multiple clients. Whenever you're saving new memories or I'm asking you to remember something, always ask me which client it's for — or if it applies to all of my clients."
  • "For Client A, the tone should be warm and community-focused. For Client B, use more formal, data-driven language."
  • "Client A's documents are in our Google Drive under the 'Client A' folder. Client B uses SharePoint."

Tips

  • Teach as you go — When you notice the AI doing something you'd correct in conversation, tell it and say "remember that going forward"
  • You can teach it how to learn — Tell the agent to be more proactive about remembering your preferences, or to always ask clarifying questions before starting a draft
  • Review your memories — Check your Memory section periodically to make sure they're still accurate and relevant
  • Be specific — "Include more statistics" is good. "Include at least 3 statistics per narrative response, pulled from our most recent program evaluation" is better