Use this article to set up Instructions and Memory in Operator — two features that shape how Operator works, so you spend less time repeating yourself and more time getting things done.
Instructions are shared workspace rules that apply to everyone — content standards, behavioral guardrails, things Operator should always or never do.
Memory is personal to you — context about your role, your projects, and your preferences that Operator remembers across conversations
Note: Instructions and Memory are included with Operator on the Pro add-on.
Instructions
Instructions tell Operator how to behave across your workspace — what to do, what to avoid, and where to stop and ask before acting. They apply to everyone in the workspace, not just the person who wrote them.
What Instructions are good for
Content formatting standards — heading structure, tone, terminology
Behavioral guardrails — things Operator should always check before recommending a change
Output preferences — how reports should be structured or summarized
Review requirements — specifying that Operator should return proposed changes for approval
Important: Instructions shape how Operator behaves — they aren't a place to store product facts, policies, or feature documentation. Keep that content in your help center articles where it belongs.
How to add an Instruction
In Operator, select Customize from the left navigation, then select Instructions.
Select + New.
Add a title and write the rule Operator should always follow.
Select Save. The instruction is now active and applies to all teammates in the workspace.
Tips for writing effective Instructions
Be specific — vague rules are hard for Operator to act on
Use plain imperatives: "Always", "Never", "When X, do Y"
Focus on behavior, not product facts — those belong in your help center
Keep each instruction focused on one rule — avoid combining multiple requirements into one
How to edit or delete an Instruction
In Operator, select Customize from the left navigation, then select Instructions.
Find the instruction you want to change.
Select the instruction to edit it, or select the three-dot menu (…) and choose Delete to remove it.
Select Save to confirm any edits, or select Delete again to confirm removal. Deleted instructions are permanently removed.
Memory
Memory preserves personal context about you across conversations — your role, your current projects, how you like to work. Operator saves this specifically about you and applies it automatically in future sessions, so you never have to repeat yourself.
What Memory is good for
Your role and team — "I'm the lead for the EMEA support team"
Your current focus — "I'm working on building out a help center for our new product line"
Your working preferences — "I prefer concise summaries over detailed breakdowns"
Your reporting context — "I manage the German help center"
Important: Memory is personal to you — it doesn't apply to other teammates in the workspace. For rules that should apply to everyone, use Instructions instead.
How to save a Memory
Start a conversation in Operator.
Tell Operator what you want it to remember — for example: "Remember that I'm working on building out a help center for our new product line."
Operator confirms the Memory is saved. It'll apply this context automatically in future conversations.
How to view and delete your Memories
In Operator, select Customize from the left navigation, then select Memories.
Your saved Memories are listed here. Select any Memory to review it.
To delete a Memory, select the three-dot menu (…) next to it and choose Delete. The Memory is permanently removed and will no longer apply.
Instructions vs Memory: what to use when
Use this table to decide which feature fits your goal.
Goal | Use | Example |
Set a rule that applies to everyone in the workspace | Instructions | "Always present proposed changes for review before applying them." |
Save personal context about your role or projects | Memory | "I'm the lead for the EMEA support team." |
Define how Operator should format output | Instructions | "Always use a Monday–Sunday reporting week." |
Tell Operator about your current focus | Memory | "I'm currently focused on reducing escalation rates in the billing queue." |
FAQs
Do Instructions apply to everyone in the workspace?
Yes, Instructions apply to everyone in the workspace. They're workspace-wide and apply to all teammates. If you want a rule that only applies to you, save it as a Memory instead — though note that Memories are personal context, not behavioral rules.
Can I use Memory to store product facts or policies?
No, you shouldn't use Memory to store product facts or policies — keep product information in your help center articles where it belongs. Memory shapes how Operator works with you personally; it isn't a substitute for maintained product content. If a fact changes, you'd need to update it in Memory separately, which creates a risk of it drifting out of sync.
How many Instructions can I add?
There's no stated limit on the number of Instructions you can add. Keep them focused — one rule per instruction makes them easier to review, edit, and maintain.
Can Operator forget a Memory?
Operator only forgets a Memory when you delete it — Memories persist until then. To remove a Memory, go to Operator > Customize > Memories, find the Memory, and select Delete.
Can I see what Memories another teammate has saved?
No, you can't see what Memories another teammate has saved. Memories are personal and private to each teammate. You can only view and manage your own Memories.
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