---
title: "Manage Pioneer AI memories"
description: "Save notes Pioneer AI keeps between conversations, for yourself, for one client, or for your whole organization, and edit or delete them."
url: "https://support.outpostplatform.com/pioneer-ai/memories/"
product: "depot"
type: "how-to"
status: "draft"
ai_summary: "Pioneer AI memories are saved notes at three scopes: personal (only you), client, and organization. Pioneer AI proposes one on a Save this as a memory? card; nothing is saved until you select Save, except a personal note you ask it to remember. Pinned memories go into every conversation. Manage yours under My memories, shared ones under Settings > AI > Memories."
availability:
  plans: ["home-lab", "essentials", "enterprise", "msp"]
  permission: "ai:use"
  preview: false
source: "https://gitlab.com/outpostplatform/docs/-/edit/main/src/content/docs/pioneer-ai/memories.md"
license: "CC BY 4.0"
---

# Manage Pioneer AI memories

Memories are short notes Pioneer AI carries from one conversation to the
next, such as "Backups for this client run at 01:00, so do not restart the
file server after midnight" or "I prefer PowerShell 7 examples". This page
shows how memories are saved, who sees them, and how to change or delete
them.

## Before you begin

- You need `ai:use` to save and manage your own memories. Adding, changing,
  or deleting organization and client memories in settings needs `ai:manage`.
- A memory is a note, not a rule. It never gives Pioneer AI permission to do
  anything, and it never approves an action. To set rules, use
  [instructions and the safety review policy](/pioneer-ai/instructions/).

## Scopes

| Scope | On the card | Who it reaches |
| --- | --- | --- |
| Personal | **Just me** | Only you. It goes into your own conversations. |
| Client | **This client** | Everyone's conversations about that client, for people who can use Pioneer AI and can reach that client. |
| Organization | **Everyone in the organization** | Everyone's conversations. Saving one needs `ai:manage`. |

**Pinned** memories go into every conversation in their scope. Pioneer AI
looks up the others when they seem relevant to what you asked.

## Save a memory from a conversation

When Pioneer AI learns something worth keeping, it shows a card headed
**Save this as a memory?** with the exact text.

1. In **Who it is for**, choose the scope. The list offers only scopes you may
   save to.
2. Select **Save**, or **Dismiss** to drop it.

The card says **Saved.** and where to manage the memory. The text saved is
exactly the text shown, and nothing is saved until you select **Save**.

There is one exception: if your message asks Pioneer AI to remember
something, for example "remember that I am on call on Fridays", it saves that
as a personal memory without a card. Its source shows as **You asked Pioneer
to remember**.

## Add or change memories

- **Your own.** In the header, open the profile menu and select **My
  memories**.
- **Organization and client.** Go to **Settings** > **AI** > **Memories**.

On either page:

1. Select **New memory**, or **Edit** on an existing one.
2. In **Memory**, enter the note, up to 500 characters.
3. Optional: select **Pin it, so it goes into every conversation**.
4. Select **Save**.

Each memory shows who it is **For**, where it came from (**Saved from a
chat**, **Added here**, or **You asked Pioneer to remember**), and when it was
**Updated**. **Pin** and **Unpin** change pinning, and **Delete** removes the
memory after you confirm. Each scope holds up to 200 memories, of which
up to 20 can be pinned.

## Memories and the safety review

The [automatic approval](/pioneer-ai/automatic-approval/) safety review reads
only organization and client memories that a person saved, from the card or on
the settings page. It never reads personal memories or memories saved because
someone asked Pioneer AI to remember. A team note can only make the review
stricter.

## When memories are deleted

Memories are kept until someone deletes them. In addition:

- A person's personal memories are deleted when their console account is
  deleted.
- A client's memories are deleted when the client is offboarded.

Memories are stored encrypted in your Outpost, and every change is recorded in
the [audit log](/depot/audit-log/). See
[Pioneer AI data and privacy](/pioneer-ai/data-and-privacy/).

## Verify

Start a new conversation and ask about something a pinned memory covers.
Pioneer AI's answer follows the memory.

## Next steps

- [Give Pioneer AI instructions](/pioneer-ai/instructions/)
- [Use Pioneer AI](/pioneer-ai/use-pioneer-ai/)