Venue & Settings
Business Memory
Last updated 19 May 2026
Business Memory
A list of up to 20 facts about your venue that every AI-generated message uses as context. Add specialities, walk-in policy, team strengths, atmosphere, and booking rules — and every AI surface across OpenChair will use those facts to produce more accurate, on-brand replies.
Where to find it — Web: Settings → Brand voice → Business Memory section. Owner-only. No mobile equivalent — manage on web; the facts apply automatically to mobile-surfaced AI replies.
TL;DR
- Up to 20 facts, 200 characters each.
- Five category chips with starter sentences (specialities, walk-ins, team, atmosphere, booking policy).
- Facts flow into every owner-facing AI surface: booking enquiry replies, booking message templates, campaign drafts, Instagram DM replies, and Concierge actions.
- PRO only. Owner can add, edit, reorder, remove.
What Business Memory does
When you add a fact like "We specialise in balayage and lived-in colour", every AI message that the system generates for your venue now has that fact in its context. The booking enquiry responder will mention balayage where relevant; the campaign draft will lead with lived-in colour; the Instagram DM reply will frame your services around that speciality.
Without Business Memory, the AI knows:
- Your service list and prices
- Your venue's brand voice persona (HOST / CONCIERGE / CASUAL / ENTHUSIAST)
- Live availability
With Business Memory, it additionally knows:
- What you actually specialise in
- Your walk-in policy
- Your team's strengths and tenure
- The atmosphere customers walk into
- Your booking and consultation policies
- Anything else you've told it
The AI's replies are noticeably more on-brand and accurate within a day of adding 5-10 good facts.
Adding a fact
- Open Settings → Brand voice.
- Scroll to the Business Memory section.
- Pick a category chip to start with a half-finished sentence, or type a fact directly:
| Chip | Starter sentence |
|---|---|
| Our specialities | "We specialise in " |
| Walk-ins & bookings | "Walk-ins are " |
| Our team | "Our team " |
| The atmosphere | "We're a " |
| Booking policy | "We ask that clients " |
- (Optional) Tap Polish with AI to tighten the grammar and tone without changing the facts. Uses a quick AI call capped at 200 characters output.
- Save.
Examples of good facts
- "We specialise in balayage and lived-in colour with a 4-hour minimum window for full colour services."
- "Walk-ins are welcome on weekdays before 11am; weekends need a booking."
- "Our team has 15+ years average experience; Sarah specialises in curly hair, Tom is our undercut and fade specialist."
- "We're a calm space — no loud music, no kids' chairs. Adult-only after 5pm."
- "We ask clients to arrive 5 minutes early so we can run a quick consultation before colour services."
- "We accept Tap to Pay, card, and gift cards; cash is fine if you're at the till in person."
- "First-time clients always get a consultation chat before any colour work."
- "We close 12-1pm for staff lunch every weekday."
Suggestions when you're starting
When your venue has fewer than 3 facts, the system shows AI-suggested facts grounded in your services list. Tap to add as-is, or edit before saving.
The suggestions are filtered against your venue's real names (venue name, service names, categories) to avoid hallucinated facts. Suggestions cost 1 Spark each (LIGHT_GENERATION).
Stale facts
Facts older than 90 days show in muted warning colour with a "Still accurate?" link that opens the edit sheet pre-filled. The system isn't pushing you to delete — just nudging a review.
Facts younger than 7 days don't show an age label at all; older ones say "2 weeks ago", "3 months ago".
Where memories flow
A single helper (fetchBusinessMemoryContext) injects your facts into the prompt of every AI surface that talks to a customer:
| Surface | Doc |
|---|---|
| Booking enquiry replies (SMS + email) | AI Booking Enquiry Auto-Responder |
| Booking message templates (12 types) | Notification Templates |
| Email and SMS campaign drafts | Writing Campaign Messages with AI |
| Brand voice preview panel | Brand Voice |
| Instagram DM replies | Instagram DM Concierge |
| Concierge actions (operator-side) | Concierge Overview |
The helper returns an empty string when no memories exist, so all surfaces are safe regardless of whether you've added any facts. The same memory list feeds every surface — change it once, every reply benefits.
CRUD
- Add — type or pick a starter chip, then save
- Edit — tap any memory to open the edit sheet
- Reorder — drag handles re-rank facts (top facts have slightly more weight in prompt construction)
- Remove — delete outright (no soft-delete, no undo, no history)
Owner-only on all four. Managers and stylists can see Business Memory in the brand-voice page but can't modify.
Cost
| Action | Cost |
|---|---|
| Add / edit / remove / reorder memories | Free |
| Polish with AI | 1 Spark |
| AI suggestions (when memory count < 3) | 1 Spark per suggestion accepted |
On the FREE plan
Business Memory is a PRO feature. FREE venues see an upgrade prompt with example facts. The brand-voice persona toggle still works on FREE; the persistent memory list doesn't.
Common mistakes
| Problem | What to check |
|---|---|
| AI replies still don't mention my specialities | Confirm you saved the fact. Check the wording — be specific ("balayage and lived-in colour") rather than vague ("colour and cuts"). Vague facts get used less. |
| Hit the 20-fact cap | Combine similar facts. Delete duplicates or outdated facts. The cap is by design; trimming improves prompt quality. |
| Suggested facts mention a service I don't offer | Suggestions are filtered against your real service list, but rare mismatches happen. Reject the suggestion. Add a Business Memory note like "We don't do {service}" if you want the AI to actively decline. |
| "Polish with AI" changed my fact in a way I didn't want | Polish only tightens grammar and tone; if it materially changed meaning, that's a bug — restore the original wording. |
| AI is using a fact that's no longer true | Edit or delete. Stale facts older than 90 days show a "Still accurate?" link for this reason. |
FAQ
What is Business Memory?
A list of facts about your venue that every AI-generated message uses as context — your specialities, walk-in policy, team specialities, atmosphere, booking policy. Up to 20 facts, 200 characters each. Facts flow into booking-enquiry replies, message templates, campaign drafts, Instagram replies, and Concierge actions.
Where do I add memories?
Settings → Brand voice → Business Memory section. Web only. Owner can add, edit, reorder, or remove. Five category quick-add chips give starter sentences for the common patterns.
What happens if I hit the 20-fact cap?
The add button is disabled with 'X/20 facts — remove a fact to add a new one'. There's no expansion; the cap is by design. Trim duplicates, combine close facts, and prioritise what's most useful across AI surfaces.
Does it really change what the AI says?
Yes — the facts get injected into the prompt of every AI-generated message that talks to a customer. Without memory, the AI knows your services and prices; with memory it also knows your style, your atmosphere, your tone, your policies. Booking enquiry replies are noticeably more on-brand within a day of adding 5-10 good facts.
Should I add my prices and services as memories?
No. Prices and services already feed in from your service list automatically. Business Memory is for context the AI can't infer from your service list — specialities, policies, tone, atmosphere, team specialities.
Can my staff see what I've written?
Yes — every team member with brand-voice page access can see the memories (read-only). Only the owner can edit. Treat memories as operational context, not private notes.