Manage team memory for the AI Assistant

What you will accomplish

You will understand how team memory works today: the assistant saves short, reusable facts your whole facility can benefit from 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 team memory helps

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 rely on 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, gate codes, or other secrets.

How memory is saved today

The assistant can remember a fact in two ways:

You ask it to remember something
In AI Assistant or your linked iMessage group, say a clear rule in plain English.
Example: Remember that pickup requests need 24 hours notice at our facility.
Expected result: The assistant confirms it will remember that for future conversations.
The assistant learns from a clear team statement
When a staff member states a reusable rule during a chat, the assistant may save it automatically for the team.
Example: A manager texts in the group chat: "We never schedule dealer service on Fridays."
Why this matters: Automatic memory saves time, but your team should still review whether the rule is accurate.

Settings AI Agent page header explaining the facility assistant — Team memory supports both the web [AI Assistant](/agent) and iMessage group chats configured on [Settings > AI Agent](/dashboard/settings/ai-agent).

AI Assistant chat showing Used Remember Team Fact after the user asked to remember pickup notice rules — After you ask the assistant to remember a rule, look for confirmation in the chat—such as **Used Remember Team Fact** or a short reply that it will remember. Then test the rule in **New Chat** before you rely on it with customers.

Ask the assistant to remember a rule (web)

Open AI Assistant
Go to AI Assistant and click New Chat so the thread is only about this rule.
State one fact clearly
Type a single sentence your whole team should follow.
Example: Remember that after-hours gate access requires a manager on site.
Press Enter and wait for the reply.
Read the confirmation
The assistant should confirm it saved the fact for future chats.
Expected result: Later questions about pickups, gates, or scheduling can use this rule without you repeating it.
Test with a related question
In the same chat or a New Chat, ask something the rule affects.
Example: Can a customer pick up tonight at 9 pm?
Why this matters: Testing catches mistakes before a customer hears the wrong answer on the phone.
Expected result: The assistant's answer follows the rule you saved—for example, mentioning required notice before a pickup.

AI Assistant answering a pickup question using the saved 24-hour notice team memory rule — After you save a rule, ask a follow-up question in the same chat or a **New Chat**. The answer should reflect the team memory—for example, explaining that same-night pickup needs advance notice.

Ask the assistant to remember a rule (iMessage)

After an admin links a staff group chat, any verified teammate can add memory from their phone.

Open your team group chat
Use the staff-only group chat linked in Connect iMessage to the AI Assistant—not a customer thread.
Send one clear sentence
Example: Remember: we need 24 hours notice for all pickup requests.
Expected result: The assistant replies in the group confirming it will remember.

See Use the AI Assistant in iMessage for more example questions.

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.
We do not book detail appointments on Sundays.	Stops the assistant from suggesting impossible times.
After-hours gate access requires a manager on site.	Gives staff a safe, consistent answer.

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 rules in one long paragraph.	Send separate one-sentence messages, one rule at a time.

Review and correct memory

Because there is no settings list yet, use these habits:

Test after you add a rule — ask a follow-up question in a New Chat or fresh iMessage message.
Correct mistakes in writing — if an answer is wrong, tell the assistant: Forget that rule about Sunday appointments. We are open Sundays for drop-offs only.
Train managers — only state rules in the group chat that you want the whole team to follow.

Troubleshooting

The assistant says it cannot remember

Confirm you are signed in as staff with AI Assistant access. See Who can use the AI Assistant.

The answer still ignores a rule

Try stating the rule again in a New Chat, then ask your test question. Old threads may not pick up changes immediately.

Someone saved a joke or wrong rule in the group chat

Reply in the group or in AI Assistant with a correction in plain English. Tell your team to save serious rules only.

What to do next

Connect iMessage to the AI Assistant if your team texts from a group chat.
Use the AI Assistant to practice remembering and testing a rule on the web.
AI Assistant overview for how memory fits with permissions and proposals.