# Project memory

Project memory is the shared, written context of a project: the agreements, tasks, key dates and notes that your team, Iris and the AI assistant you connect all read and keep up to date. This page covers what it is for, the four types of board, who can read and edit it, what it never accepts, and its limits.

**Language:** en
**Audience:** platform
**TLDR:** Project memory (Settings → Memory) is the written context people and AI share in a project, in boards of four types: Tasks, Agenda, Agreements and Notes. Your team reads and edits it by role, Iris reads it in every conversation and proposes changes you confirm, and your own AI (Claude, ChatGPT…) uses it only after you approve the Project memory permission when connecting it. It refuses passwords, keys, card numbers and IBANs; agreements block nothing on the platform.
**Translation key:** platform.project-settings.project-memory
**Search keywords:** project memory, memory, shared context, context, boards, notes, tasks, to-do, pending work, agenda, timeline, key dates, deadlines, agreements, facts, decisions, preferences, what iris remembers, remember, handover, claude, chatgpt, mcp, versions, restore, trash, passwords, api keys
**Related pages:** /platform/es/project-settings/project-memory, /platform/en/ai/ai-assistant, /platform/en/developers-and-apps/connect-your-ai, /platform/en/developers-and-apps/third-party-data-access, /platform/en/organization/team, /platform/en/project-settings
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**Other language (es):** https://staging-instasent-docs-nextjs.oscar-284.workers.dev/platform/es/project-settings/project-memory.md

Every project builds up knowledge that no report shows: you never send on Sundays,
promotions go out by RCS, Laura approves the copy, the Black Friday campaign has to be
ready by the 20th. **Project memory** is where that knowledge is written down once, for
everyone who works on the project: your team, Iris (the assistant inside Instasent) and
the AI assistant you connect yourself, such as Claude or ChatGPT. All of them read the
same boards, so the context no longer depends on who was in the meeting, which chat it
came up in or which tool someone happened to be using that day.

> **Ask Iris to do it**
>
> Iris reads project memory in every conversation, so it already knows what your team
> agreed and what is pending. Tell it what was decided and it proposes the change;
> nothing is saved until you confirm it on the card it shows you.
>
> - "Remember that we never send campaigns on Sundays"
> - "Add a task for Laura: approve the Black Friday copy by 20 November"
> - "What did we agree about promotions?"

## What it is for

Most of what a project needs to run well lives outside the platform: in a meeting, in
an email thread, in one person's head. When that person is on holiday, when a new
colleague joins, or when you open a new conversation with an assistant, that context
has to be explained again, and part of it gets lost on the way.

Project memory gives that context a home inside the project. A person writes an
agreement in the panel, Iris takes it into account the next time you ask it to prepare
a campaign, and the assistant you connected reads the same agreement when you work
from Claude or ChatGPT. The same goes the other way: what Iris or your own assistant
proposes and you approve stays written for the people on your team.

```mermaid
flowchart LR
    team["Your team"] -->|reads and edits in Settings| pm[("Project memory")]
    iris["Iris"] -->|reads it, proposes changes you confirm| pm
    ai["Your own AI assistant"] -->|reads and edits, once you allow it| pm
```

In short: project memory is what the people and the AI working on your project keep in
mind, written where all of them can read it.

Two things it is **not**, so nobody expects more from it than it does:

- **It is not a setting.** What it holds is taken into account; it is not enforced. On
  every Agreements board the panel says so: *"These agreements are taken into account
  when working on your project. They do not block anything on the platform."* If an
  agreement says you never send on Sundays, a campaign scheduled for a Sunday still
  goes out. Iris and your assistant consider the agreement when they prepare work, and
  people read it, but the platform itself does not apply it.
- **It is not a copy of your data.** Figures the platform already knows (how many
  contacts you have, your balance, the status of a campaign) are read live, so writing
  them here only leaves a number that goes stale. Your brand's voice and tone also have
  their own home, the [Brand profile](/platform/en/project-settings/brand-profile).
  Project memory is for what only people know.

## Where to find it

Open **Settings** and, in the **Project** section, select **Memory** (marked *Beta*).
The page that opens is titled **Project memory**. It is available in Platform
projects; A2P Messaging API projects don't have project memory.

The screen lists the project's boards in a table with four columns: **Board** (its
name, which is its title), **Tags**, **Content** (a summary such as *2 of 5 done*,
*Next: 20 Oct* or *3 agreements*) and **Last change**. Above the table you can
**Search boards**, filter by **Type**, open the **Trash** and create a **New board**.
Selecting a board opens it with two tabs: **Content** and **Versions**.

If someone from the Instasent team works on the project with you, their name appears at
the top of the screen, and everything they write is signed **Instasent · name**.

## The four types of board

Each board holds one type of content. You select the type when you create the board,
and it can't be changed afterwards.

| Type           | Use it for                                               | What each entry holds                                                                                      |
| -------------- | -------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------- |
| **Tasks**      | What is pending, who does it and by when.                | The task, its **Status** (*Open*, *In progress*, *Blocked* or *Done*), an **Assignee** and a **Due date**. |
| **Agenda**     | Dates to keep in mind: launches, meetings, deadlines.    | A **Date**, an optional **Time**, a **Title** and **Details**.                                             |
| **Agreements** | What was agreed: preferences, decisions and corrections. | **What it is about**, **What was agreed** and an optional **Category**.                                    |
| **Notes**      | Free text with headings, lists and links.                | One text, written in Markdown, within the board's character limit.                                         |

### Tasks

A task is assigned to a person in your organization who has access to the project, or
left **Unassigned**. If the assignee later loses access, the task shows **Former member**
with the hint *"This person no longer has access. Reassign the task."* Anyone who can
edit project memory ticks a task's checkbox to mark it as done (unticking reopens it) and
uses its **Status** for the states in between.

### Agenda

The Agenda splits its dates into **Upcoming** and **Past**, and highlights the next one.
Past dates stay as the project's history, so the same board works as a timeline of what
happened and a calendar of what's coming. Dates and times follow the project's time
zone.

### Agreements

An agreement is a short statement your team relies on: *Days with no sends → Saturday
and Sunday*. You can give it a **Category** (*Correction*, *Preference*, *Decision* or
*Context*). When an agreement changes, the board keeps the earlier value under
**Before:** with who set it, so nobody wonders when something was decided differently.
An agreement can also point to a segment, a campaign or a flow of the project instead of
copying it; if that item is archived or deleted, the agreement shows it.

Each agreement exists once per project: if another board already has it, the panel tells
you which one (*"That agreement already exists on the board “…”."*) and you update it
there. An agreement nobody has touched for six months shows **Not reviewed in 6 months**,
as a nudge to confirm it still holds.

### Notes

A notes board is a single text for reasoning, meeting minutes or anything longer. It
uses Markdown: `##` for a heading, `-` for a list, `[text](https://...)` for a link.

### Creating and organizing boards

#### 1. Create the board

Select **New board**. Give it a **Name** the way you'd title it (*Black Friday
2026*, *Onboarding*): the name is the board's title for everyone, and it
can't contain a slash.

#### 2. Select the type and describe it

Select the **Type**, and write a **Description** of what the board is for. The
description is what Iris and your assistant read first to
decide whether a board is relevant, so make it specific.

#### 3. Tag it

Add up to 10 **Tags**: pick a suggested one (*onboarding*, *campaign*, *seasonal*,
*brand*, *channels*, *compliance*, *integrations*, *reporting*) or write your own,
in lowercase with numbers and hyphens. Then select **Create board**.

From a board's menu you can **Edit details** (name, description and tags) or **Delete
board**. Boards are not translated: write them in the language your team works in, and
Iris and your assistant write in the project's language too.

## Who can read and edit it

Access follows the roles each person has in the organization. See
[Team](/platform/en/organization/team) for what each role is.

| Role                                      | Project memory                                                              |
| ----------------------------------------- | --------------------------------------------------------------------------- |
| **Owner**, **Full access**, **Marketing** | Read and edit.                                                              |
| **Profile**, **Viewer**                   | Read only. The screen shows a **Read only** notice and no editing controls. |
| **Billing** (on its own)                  | No access: the **Memory** item doesn't appear.                              |

Roles add up: someone with **Billing** and **Marketing** can read and edit.

Every change is signed, so you can always see who wrote what:

- a person's name, for changes made in the panel or approved in Iris;
- the person's name and their assistant, such as **Ana via Claude**, for changes made by
  an AI assistant that person connected;
- **Instasent · name**, for the Instasent team;
- **Instasent, on behalf of name**, for a change the Instasent team made while helping
  that person from their account;
- **Former member**, when the author no longer has access.

## Iris and project memory

Iris reads project memory in every conversation. When you ask it to prepare a campaign,
review a flow or explain what is pending, it starts from what your team has written: the
agreements, the open tasks, the next dates. It treats them as information to take into
account, not as orders, and it checks anything that matters against the project's live
data.

Iris can also keep project memory up to date with you. When something worth keeping
comes up, it proposes the change on a card titled **Changes to the project memory**. The
card shows each change literally: the board, whether it **Adds**, **Changes** or
**Removes** something, and what it replaces and who set it. It also reminds you that the
changes *apply to the whole team*. Only what the card shows is saved, and only when you
confirm it; if you cancel, nothing is written. You can also select **Request changes**
and tell Iris what to adjust. The change is then recorded in your name.

Iris proposes changes only to people who can edit project memory. With a read-only role,
Iris still reads it and uses it in its answers. More about Iris in
[Iris, your AI assistant](/platform/en/ai/ai-assistant).

## Your own AI assistant

When you connect your own assistant through the Platform MCP (see
[Connect your AI (MCP)](/platform/en/developers-and-apps/connect-your-ai)), it can work
with project memory too: read the boards, and, if your role can edit, add and update
tasks, dates, agreements and notes, or create, rename and delete boards. It follows the
same rules and limits as the panel, and what it writes is signed with your name and the
assistant's.

That access is never granted by default:

- **You approve it explicitly.** The Instasent screen you see when connecting lists
  **Project memory** among the permissions requested (*Read the project memory*, *Edit
  the project memory*). Approving that screen is what gives the assistant access, and
  your role caps it: a read-only member's assistant can only read.
- **Existing connections don't gain it on their own.** An assistant you connected before
  doesn't get access to project memory later, not even when it renews its session. To
  give it access, connect it again and approve the screen that lists **Project memory**.
  If that screen doesn't list it, that connection won't use project memory.
- **Your project's access type applies.** When it is *Blocked*, connected assistants
  receive nothing from project memory; when it is *Anonymized*, boards containing
  personal details such as an email address or a phone number are held back. See
  [Data access](/platform/en/developers-and-apps/third-party-data-access).
- **You can take it back at any time** by disconnecting the assistant from
  [Connected apps](/platform/en/developers-and-apps/managing-connected-apps).

Project memory isn't available through API tokens or third-party apps: only in the
panel, to Iris and to assistants connected through the Platform MCP.

## What it never accepts

Above every editor the panel reminds you: *"Do not store passwords, credentials or
contacts' personal data here. AI assistants read these pages, and published pages are
shown on your external status page."*

Some of it is enforced. A change that contains any of the following is refused with
*"Remove passwords, keys or tokens before saving."*, and nothing is saved:

- passwords written as such (`password: …`);
- API keys and tokens, both Instasent's and those of common providers (Stripe, AWS,
  GitHub, Google, OpenAI, Anthropic, Slack), and private keys;
- card numbers and IBANs.

The reason is who reads project memory: every person on the project, Iris, any assistant
you connect and, for a published board, your external status page. A credential written
there is a credential shared with all of them. Keep keys in
[API tokens](/platform/en/developers-and-apps/api-tokens) or your password manager, and
payment details in billing.

Your contacts' personal data isn't refused automatically, but it doesn't belong here
either: project memory is about how the project is run, not about individual customers.
Your contacts already live in the audience.

## Versions, trash and expiry

- **Versions.** Each saved change keeps a copy of the board. The **Versions** tab lists
  them (*"The last N versions are kept"*, depending on your plan). **View** shows an
  earlier version and **Restore** brings the board back to it; what the board had before
  restoring is kept as another version.
- **Deleted entries.** Deleting a task, a date or an agreement removes it from the
  board; its previous versions are kept.
- **Trash.** A deleted board goes to the **Trash** for 30 days, and you can **Restore**
  it from there. After that date (*"Gone for good on …"*) it can't be recovered.
- **Valid until.** Something temporary, such as a promotion or a freeze, can carry a
  **Valid until** date, usually set by Iris or your assistant. Once it passes, the entry
  shows **Expired** and is no longer treated as current. It isn't deleted.

## Boards published on your status page

A board can show the badge **Published on your page**. It means the Instasent team has
published it on your project's external status page, and every edit to that board,
including yours, shows there straight away. Write a published board as public text.
Publishing and unpublishing are handled by the Instasent team.

## Limits

Project memory is meant to stay short and current, so it has limits per project and per
board: how many boards fit, how much text and how many entries each one holds, and how
many earlier versions are kept. All of them depend on your organization's plan. The Free
plan includes a reduced capacity, meant for getting to know the feature; paid plans give
the room needed to work with it every day. The trash keeps deleted boards for 30 days on
every plan.

The panel tells you before you hit a limit. From 75% a meter appears: on the project
(*"N of M pages"*, with *"Close to your plan's limit. Once it is reached, no new pages
can be added."*) and on a board (*"This page is close to its limit. It is worth
condensing it before adding more."*). At the limit, new boards or entries are refused
until you condense a board or delete one you no longer need. Moving to a smaller plan
never deletes anything: what is already written stays, and only growth beyond the new
limits stops. Plans are compared in [Plans & subscription](/platform/en/billing/plans-subscription).

#### Technical details

**Two people editing at once.** Each change is checked against the version you
opened. If someone else saved the board or the entry in the meantime, the panel says
*"This page changed since you opened it. Reload to see the latest version."* and
nothing is overwritten. Reload, check what changed and make your edit again.

**Many changes in a row.** Project memory accepts a steady pace of changes per
minute. A burst beyond it is refused with *"Too many changes in a short time. Try
again in a minute."*

**Dates.** Due dates, Agenda dates and expiry dates are evaluated in the project's
time zone, so "overdue" and "expired" mean the same thing for everyone on the
project.

## What to read next

- [Iris, your AI assistant](/platform/en/ai/ai-assistant) - The assistant inside Instasent that reads project memory and proposes changes you confirm.
- [Connect your AI (MCP)](/platform/en/developers-and-apps/connect-your-ai) - Connect Claude, ChatGPT or a coding assistant to your project.
- [Data access](/platform/en/developers-and-apps/third-party-data-access) - How your project's access type limits what assistants receive.
- [Team](/platform/en/organization/team) - The roles that decide who reads and who edits.

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