AI Memory

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 @AI in 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