What you will accomplish

You will add, review, and remove team memory—short facts the AI Assistant remembers for your whole facility in both the web chat and linked iMessage groups.

Good memory helps every teammate get consistent answers without re-explaining the same rules each week.

When to use team memory

Use team memory for stable facts that apply to everyone, such as:

• Pickup requests usually need 24 hours notice.
• Climate storage customers must use the north gate after 6 pm.
• We do not promise detail appointments on Sundays.

Do not use team memory for:

• One customer's private notes (use the customer record in Contacts instead).
• Temporary updates ("Bob is out sick today")—tell the team directly.
• Passwords, payment card numbers, or other secrets.

Before you start

• You can open Settings > AI Agent as an admin or staff with AI Assistant write access.
• You have a short, plain-English sentence ready—one fact per entry works best.
• You know whether the fact is a rule (must follow) or a preference (usually follow).

Open team memory

1. Go to Settings > AI Agent

   Open Settings > AI Agent from the dashboard sidebar.

   Expected result: You see Team members, Connect a group chat, Linked group chats, then Team memory at the bottom.

2. Scroll to Team memory

   Read the description: facts are shared across iMessage and web conversations.

   Why this matters: A fact you add here helps front desk on the phone, staff on the lot in iMessage, and anyone using AI Assistant on a computer.

Add a new fact

1. Type in the text field

   Click the field that shows placeholder text such as Pickup requests usually need 24h notice.

   Write one clear sentence. Use words customers and staff already use at your facility.

2. Click Add fact

   Click Add fact.

   Expected result: The sentence appears in the list below with a type label (such as fact or preference) and a source label (such as admin).

3. Test in the assistant

   Open AI Assistant or your iMessage group and ask a related question.

   Why this matters: Testing confirms the assistant actually uses the fact when it matters—not just that it saved on this page.

Review saved memory

Each row shows:

• The fact — the sentence your team will benefit from.
• Type — such as fact or preference (labels may vary).
• Source — often admin when you typed it here, or agent when the assistant learned it from conversations over time.

Expected result: You can scan the list in a few seconds and spot outdated rules.

Delete a fact that is wrong or outdated

1. Find the row

   Locate the fact that no longer matches how your facility works.

2. Click the trash icon

   Click the trash icon on the right side of that row.

   Expected result: The fact disappears. The assistant should stop using it in new conversations.

3. Add a replacement if needed

   If the rule changed—not disappeared—type the updated sentence and click Add fact again.

Facts the assistant may add automatically

During normal conversations, the assistant may save new team memory when your staff state a clear, reusable rule—for example, “We always call before moving a stored car.”

Good examples vs weak examples

Good memory fact	Why it helps
Pickup requests usually need 24 hours notice.	Sets a clear expectation for scheduling answers.
After-hours gate code changes monthly—check the front desk binder.	Points staff to the right source without sharing the code in software.
We do not book detail appointments on Sundays.	Stops the assistant from suggesting impossible times.

Weak memory fact	Better approach
Alex is difficult.	Add a professional note on Alex Morgan's Contacts record instead.
Gate code is 1234.	Never store secrets in team memory.
Lots of stuff about parking and also billing and also holidays.	Split into separate one-sentence facts.

Troubleshooting

I do not see Add fact

Ask a team admin to grant AI Assistant access in Manage team permissions, or ask an admin to add the fact for you.

The assistant still gives an old answer

Delete the outdated fact, add the new one, and ask again in a New Chat on the web or a fresh message in iMessage. Old conversation threads may not pick up changes instantly.

A fact looks wrong but I did not add it

It may have been auto-saved from a chat. Delete it, then tell your team to state rules clearly in [Team memory] instead of joking in the group chat.

What to do next

• Connect iMessage to the AI Assistant if your team texts from a group chat.
• AI Assistant overview for how memory fits with permissions and proposals.
• Manage team permissions to control who can edit AI settings.