Project memory

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.

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.

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. 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. 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. 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. 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 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.

Your own AI assistant

When you connect your own assistant through the Platform MCP (see Connect your AI (MCP)), 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.
• You can take it back at any time by disconnecting the assistant from 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 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.

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