The assistant answers questions about the business from its own records, and from Help when the question is how the app works. It never changes anything by itself: a change it suggests comes to you as a card to approve. Memory holds what the business knows that the records do not (how things are done here, preferences, decisions), for the team and for the assistant.
Asking the assistant
- Choose the sparkle button at the top of the app. The assistant opens beside the page; make it wider or narrower, or close it.
- Type a question, or speak it, in your own words: "Who is coming in tomorrow?", "Which clients have not been in for 60 days?", "What is running low?", "How do I add a territory?"
- Add a picture or a file for it to read: a photo of a price list, a form, a spreadsheet.
It answers from the calendar, clients, services, classes, stock, orders and shipments, and never reads the books or pay records. It reads Memory's notes as you: an owner's assistant reads the owners-only notes too. It keeps your conversation, so a follow-up question needs no repeating. Start over begins a new one.
The assistant sees what you see
The assistant reads for you only the parts of the business your own switches open (Settings, Team, Logins). An owner's assistant reads everything. Anyone else's reads through the switches that are on for them: a login with the calendar and the register reads appointments and sales, and not the CRM, stock or marketing. Ask about a part you do not have and it says so in one sentence ("You do not have Products turned on, so I cannot look at that") rather than guessing or answering from somewhere else; an owner turns the switch on under Logins, and the assistant follows from the next question. The database checks the same switches on every row it hands the assistant, so it cannot be talked into more.
Changes come to you as cards
When you ask for a booking, a new client or a note on a client, the assistant puts it forward as a card. Nothing happens until you approve it, and then it is done as you, through the same checks as the screen. What the business never lets AI do is never offered (see Connections and the API for those rules).
The books assistant
On Books, Assistant, Ask the books answers questions about the business's money in your own words: profit and loss, what was paid to whom, bills waiting. Add an invoice, a receipt or a statement for it to read; a bill or an entry it suggests comes as a card. It never sees client records or the calendar. It also suggests where each bank line goes, as much as you allow.
Choosing the model
In Settings, Team, under The assistant's model, a manager, admin or owner picks which model the assistant uses and how much Effort it puts in. A faster model answers sooner; a stronger one reasons further. The assistant needs its key set on the server; the app says so if it is not.
Memory
Open Memory to see the business's notes, in four kinds that work together:
- Working: what is in hand right now, kept for a few days.
- Log: what happened and what was decided.
- Facts: what is true about this business.
- How-tos: how things are done here.
A conversation is held in working memory. What happened goes to the log. What keeps coming up becomes a fact or a how-to, and those are what the assistant reaches for first next time.
Writing and keeping notes
- Choose New note. Give it a title that says what is in it, a one-line summary, keywords, and the note itself, short.
- Mark it for owners only when it is about pay or the books: staff, an assistant acting for them and a program's key never see it. An owner's own assistant reads it for them.
- Switch on Always in mind for the few rules that must never be missed: they are handed to the assistant at the start of every conversation.
- Write another note's title in [[double square brackets]] to tie the two together. See the diagram shows how the notes connect.
Every change keeps the version before it (See earlier versions).
What the assistant writes
When you tell the assistant something lasting, it writes it down for the whole team; an owner's assistant keeps for the owners what is about pay, the books or an owners-only note. A note it wrote is marked until a person reads it, fixes anything off, and says it is right (Still true as it stands). Worth a Tidy lists the notes to look at: ones written twice, ones getting long, old log entries, notes nobody has used in six months.
Try Recall: type a question the way you would ask the assistant, and see which notes it would be handed. Recall matches a question three ways (by its words, by their letters, so a misspelled title or keyword still finds its note, and by meaning) and puts first the notes most of them agree on, then weighs how fresh and how relied on each is.
Through Claude, ChatGPT and the API
Claude or ChatGPT connected as you (Assistants and voice) reads the notes you may read, under Memory and your own records, and recalls the ones a question calls for. A note it adds is kept at once, marked unconfirmed until a person says it is right; changing, adding to or retiring a note waits for a person to approve it, as it does for an AI agent's key, unless you change that under Settings, Approvals. A program's key makes each change at once, unconfirmed too. An owners-only note is read by an owner's own assistant and changed only in the app; a program's key reads the team's notes alone. A program uses GET /notes, GET /notes/recall, GET /notes/{id}, POST /notes, PATCH /notes/{id}, POST /notes/{id}/additions and POST /notes/{id}/archive, under the Memory: the notes scopes (see Connections and the API).
Knowledge boards
Open Memory, then Boards: what the business knows, kept as cards on boards. Seven boards are there the first time you open it, empty: Brand voice, Products, Customers, Competitors, What worked, Trends and Design references. Add your own with New board.
- Open a board and choose Add a card. Give it a title, a few plain lines, tags, where it came from and the date.
- A trend says where it was seen and why it matters here. A design reference is a picture, with what to copy from it.
- Search one board, or every board from the list; tap a tag to see only its cards.
- Open a card to change it, move it to another board, or Archive it. Archived cards are kept and can be brought back.
The assistant reads the cards whenever it writes for the business (a post, a campaign, the website's words) and answers from them when you ask what the business knows. It follows the brand voice cards for how it sounds.
Sheets: the spreadsheets the team keeps
Memory, Sheets keeps the spreadsheets people would otherwise keep on their own computers (a price list, a client list, a stock count, a schedule), where the whole team and the assistant find them.
- Choose Add a sheet. Upload a file takes a .csv or an .xlsx of up to 3 MB; Link a sheet takes a Google Sheet, a OneDrive or a SharePoint file shared so anyone with the link can see it, fetched again as often as you choose.
- The sheet opens on Columns. Say what each row is (a client, a sales lead, a product, or none of these), what each column holds (words, a number, money, a date, an email, a phone, yes or no, one of a list) and which field it is, or give it a name of its own. Choose the column that names each row once, such as an id, a SKU or an email. Choose These are right.
- On Rows, tap a cell to change it; Enter keeps it and Escape puts it back. Tap a heading to sort by it, search every cell, or show only the rows changed here, changed in both, or gone from the file.
- Download the current file gives the sheet back as a workbook or a CSV, with every change made here.
- Fetch it again (a linked sheet) or Upload a newer copy (an uploaded one) brings in the file's changes, row by row. A cell changed both here and in the file is marked: choose Keep this one or Take the file's. A row the file no longer has is marked gone and kept until you take it away.
- Bring into clients, leads or products makes each row a record through the app's own import, matching anyone already here, and each row shows the record it became.
Report groups a sheet by one of its columns and counts and adds up its money and numbers; Reports, From a sheet does the same for any sheet. History shows each copy of the file and who changed what. Searching the notes also finds what the sheets hold. A sheet marked for owners only is never shown to staff or to the assistant.
Best practices
- Ask the assistant first, before you go looking. It reads the records and Help together.
- Read a card before you approve it. It says exactly what will be done.
- Keep each note to one subject, most important first. Short notes are found; long ones are skimmed.
- Put rules that must never be missed in Always in mind, and keep that list short.
- Confirm or fix what the assistant wrote within the week, while you remember why.
- Never put a password or a card number in a note.
- Start the boards with a few cards on Brand voice: how you sound, the words you use and never use. Everything the assistant writes for you follows them.
- Keep one sheet for one list, with a column that names each row once, so every copy of the file finds its rows again.
- Bring a sheet into the records once its columns are right, then work the records, not the sheet.