Bot Conversation Memory

Previously, every time a guest sent a message, the assistant re-read the entire conversation history before composing a reply. That worked for short threads but caused two problems on long ones: replies got slower, and the assistant sometimes treated its own prior messages as authoritative facts, repeating itself or ignoring newer information.

Now the assistant keeps a short structured summary of the conversation — guest intent, established facts, open questions — and replies using that summary plus the most recent few messages. The effect is faster, more focused replies that don't lose track of what was already established.

The memory is a structured snapshot of the conversation. Four fields:

• Intent — one short phrase describing what the guest is currently trying to do (e.g. "asking about late check-in").
• Summary — three to five sentences a human can read to catch up on the thread.
• Established facts — short list of things the guest or your team explicitly stated. Capped at eight items so the memory stays tight.
• Open questions — questions that have been asked but not yet answered.

The snapshot updates automatically a few seconds after each outbound reply. The assistant uses the latest snapshot the next time the guest writes.

Every conversation in the Inbox has a Bot memory card pinned to the top of the right sidebar. It shows the four fields above plus a last updated timestamp.

The card is most useful when:

• You take over a thread mid-conversation and want to catch up without scrolling through every message.
• You want to verify the assistant has understood the guest correctly before letting it reply again.
• You're reviewing an escalated case — the summary doubles as the operator brief.

The memory updates automatically after each bot reply, but you can also recompute it on demand using the small refresh icon in the top-right corner of the Bot memory card. Use this when:

• You added context to the conversation by replying as a human and want the memory to reflect what you just wrote.
• The memory looks out of date because the automatic refresh hadn't fired yet.
• You're checking a thread that has never been replied to by a bot — the memory will be empty until you trigger the first refresh.

Separately from the bot memory, the inbox thread now has a Sync button in the conversation header. This re-pulls the messages from Hostaway and updates the local copy.

Use it when:

• A guest message seems to be missing from the inbox but is visible in Hostaway.
• A reply you sent from Hostaway directly doesn't show up here.
• You suspect the live webhook missed an event (rare, but possible during Hostaway outages).

Nothing in your bot configuration needs to change. The memory is built and consumed automatically — your existing instructions, context sources, and conditions continue to work exactly as before.

One practical effect to be aware of: your assistant's replies in long threads will become noticeably more focused on the current question and less prone to repeating earlier answers. If you had crafted prompts to compensate for the previous full-transcript behaviour, you may find some of that defensive wording is no longer needed.

• The first reply on every conversation still uses the full transcript — the memory only exists after the first bot turn. You'll see meaningful values in the card starting on the second inbound message.
• If the memory compression fails for any reason, the assistant falls back to using the full transcript for that turn. No outage, just a degraded mode you won't notice.
• The memory only stores what was actually stated in the conversation. It will not invent guest names, dates, or amounts that weren't mentioned.