Overview
AI Memory is the long-term knowledge base ProhostAI uses to draft replies and act consistently across conversations. It stores facts about your business — house rules, hidden amenities, contractor contacts, your tone of voice — learned automatically from your messages and editable by you, so the AI answers guests with your real policies instead of guesses.
AI Memory is the long-term knowledge base ProhostAI uses to draft replies, escalate the right messages, and act consistently across conversations. Memories are facts about your business — house rules, hidden amenities, contractor contacts, your tone of voice, the way you handle late checkouts.
Memory scopes
Each memory has a scope that controls where it applies:
- Listing — only applies to one specific property
- Listing group — applies to listings sharing a tag (e.g., all "Beach houses")
- All listings — applies to every property in your account
- User style — captures one teammate's writing voice, so different co-hosts can keep distinct tones on the same account
Memories can also be scoped to a specific entity — an individual guest, property owner, team member, contact, or reservation — so the AI recalls the right facts when it's working with that person or booking.
ProhostAI also ships built-in memories for general hospitality best-practices and product help, which you can't edit.
Episodic vs. semantic memory
Memories come in two kinds:
- Semantic — durable, generalized facts and preferences ("the owner prefers SMS", "check-in is 4pm"). They persist indefinitely.
- Episodic — time-bound observations of a specific event ("guest was upset about a late check-in on June 10"). They carry an expiry and decay over time.
If an episodic observation turns out to be a lasting fact, you can pin it to graduate it into a permanent semantic memory.
Where memories come from
ProhostAI builds memory automatically from your day-to-day work:
- Listing import — facts pulled from your PMS or Airbnb on first connect
- Host edits — when you tweak an AI draft before sending, the change is learned
- Host-composed messages — when you write a reply from scratch, it's used as a style reference
- Host feedback — when you mark a sent message as good or bad
- Documents — uploaded house manuals, vendor contracts, neighborhood guides
- AI mentions — typing
@AIin a task or chat tells the AI to remember - Manual — type a memory directly into the AI Memory page
Editing memories
Open AI Memory in the side menu. You can:
- Search by listing, scope, or tag
- Edit a memory in place
- Mark a memory internal-only, so it's kept for your team but hidden from guest-facing AI responses
- Move a memory to the trash (soft-delete) and restore it later if you change your mind
- Pin an episodic memory to make it permanent
- Promote a listing-scoped memory to all listings (or vice versa)
Best practices
- Trust the auto-learning loop. The most accurate memories come from your real edits, not from manual entry.
- Keep listing-specific facts on the listing. "The pool gate code is 1234" should be listing-scoped, not account-wide.
- Review monthly. Old memories rot — Wi-Fi passwords change, contractors move on. Set a reminder.
What's next?
- Ask AI - Query your memories conversationally
- How AI learns your writing style - Per-user style memory