AI Memory is everything the platform knows about one of your clients: who they are, what they sell, how they write and what the AI must avoid. AI Chat, the AI Writer, Topic Ideas and the other AI tools all read it before they write, so a complete, accurate memory is the single biggest factor in output quality. This article is for anyone at your agency who sets up or maintains a client's memory.
What the AI gets from the memory
Every AI tool receives the same company context, built from the memory of the company (and website) you have selected. It includes the company profile, the house rules from How we write, an index of the client's Content Examples and Data sheets, and any Extra AI instructions. You can read the exact text on the AI Prompt tab. See AI Prompt: extra instructions and what the AI sees.
Because the tools follow your selection, always check which company and website are selected before you work. See Choosing your company and website.
Where to open AI Memory
In the AI App (app.uptodateconnect.com)
Select the company and website in the top bar.
Open the AI Memory card in the Settings & more section of the dashboard.
The card needs a selected company. It is not shown to users with the Reporter role. If the selected website has a memory of its own, that memory opens. Otherwise the company memory opens.
In Accounts (accounts.uptodateconnect.com)
Memory in the sidebar shows the memory of the company picked in the company switcher, next to your Personal memory and your AI Profile.
Companies > open the company > Memory tab shows the company's default memory. Owners and admins also see Manage memories here.
For companies with more than one memory, see Company memories, site memories and your personal memory.
The tabs
The main bar shows six tabs. Library and AI Prompt sit under More.
Tab | What it is for |
|---|---|
Memory | The company profile: cards such as Client Information, Content & About, Target Audience, Keywords and Exclusions. See Completing the company profile. |
Sources | Extra material for the AI to learn from: websites, single webpages and uploaded files. See Adding sources: webpages, documents and data sheets. |
Branding | Four sections: Company Branding, How we write, Content Examples and Visual templates. |
Company summary | A readable document of everything the AI knows, with the gaps marked. See The Company summary: review what the AI knows. |
Sitemap | The client's website pages: crawling, page types and the Approve step. See Approving a website crawl. |
Data sheets | Tables the AI looks things up in: ones you maintain, such as price lists and delivery rates, and product sheets built from the website. |
More > Library | The individual memories saved for this company, including crawled pages. |
More > AI Prompt | Free-form instructions for the AI, plus a preview of what the AI sees. |
Who can edit and who can only view
Person | Access to the company memory |
|---|---|
Company Owner or Admin | Can always edit |
Company Member with Can edit memory turned on | Can edit |
Any other company member | View only |
To give a member edit rights: in Accounts, go to Companies > open the company > Members, open the member's menu and choose Can edit memory under AI memory. See Roles and permissions explained.
View-only members see a yellow notice at the top saying they have view-only access to this company's memory. The Memory, Sources, Branding, Sitemap, Data sheets, Library and AI Prompt tabs are dimmed and can't be changed. Company summary stays fully readable, and everyone can always edit their own personal memory.
Recommended order of work
For a new client, work through the memory in this order. Each step builds on the one before it.
Sitemap: crawl the website, check the page types and click Approve. The company's Memory status in Accounts changes from To verify to Ready. See Approving a website crawl.
Memory: click Pre-fill to draft profile cards from the crawled site, then complete the cards a website can't answer, such as Target Audience, What we are not and Exclusions.
Branding > Company Branding: press Scan and check the logo, colors, fonts and description.
Branding > How we write: review the rules the scan drafted, and send the client the Ask the client link for anything open. See How we write: house rules for the AI.
Branding > Content Examples: add at least one published piece per channel you write for. See Content Examples: showing the AI what good looks like.
Sources and Data sheets: add brochures, price lists and other material that isn't on the website.
Company summary: click Show gaps and fill in anything listed as needed.
AI Prompt: add any last instructions and read What the AI sees to confirm the result.
Tip: After a site relaunch or big content change, re-crawl in the Sitemap tab and approve again so the AI doesn't write from old pages.