Who it is for
Agencies where client knowledge lives in one person's inbox. When that person is off, the team stalls or asks the client again.
It also helps new hires and freelancers. They ask the AI instead of interrupting you.
all meeting notes automatically add to client files. If I forget meetings from last week, or what is outstanding, I just ask the AI OS.Agency owner on r/agency
What you need
Connect these in Homla, under Connectors. Each person signs in with their own account.
- Outlook or Email (IMAP/SMTP)
- Linear or ClickUp
Steps in Homla
- 1ConnectConnect the shared inboxes and the project toolOutlook or IMAP/SMTP for the inboxes that talk to clients. Linear or ClickUp for tasks. Each person shares only what the team should see.
- 2MemoryCreate each client in memoryOne company per client, with contacts and their email domains. Emails from those domains are filed to that client.
- 3SkillSave the filing skillCopy the skill below. It decides what is worth keeping: decisions, promises, dates, rules. Not small talk.
- 4AgentCreate the agentName it "Client memory". Read access to the inboxes and the project tool. It saves to memory, nothing else.
- 5TriggerRun it every 2 hours"On a schedule", every 2 hours in work hours. It picks up where it stopped last time.
The skill to save
Copy it into Skills, then New skill. Edit the parts in brackets.
Name: File client knowledge Every run, for new emails, call notes and task changes since the last run: 1. Match each item to a client in company memory, by email domain or name. 2. Keep only what someone will need later: decisions, promises with dates, rules, contacts, changes of plan. 3. Save each one to memory as one sentence, with the date and a link to the source. 4. If a new fact replaces an old one, mark the old one as replaced. Do not keep both as true. 5. Skip greetings, scheduling back-and-forth and newsletters. When someone asks about a client: - Answer from memory first, with the source and date of each fact. - Split "ours" and "theirs" for anything outstanding. - If memory has nothing, say so. Never guess.
Agent settings
| Name | Client memory |
|---|---|
| Job, in plain words | Every 2 hours, file client decisions, promises and rules into company memory. |
| Skills | File client knowledge |
| Tools | Inboxes, read Read · Linear or ClickUp, read Read · Homla memory, save |
| Trigger | On a schedule, every 2 hours on weekdays, plus Run now |
| Approvals | None needed for filing. It has no tool that writes to your inbox or tasks. |
| Who can use it | Admins set it up. Everyone on the team asks memory from their own AI app. |
| Limits | 8 runs a day |
What stays under your control
- Read only on mail and tasks. The agent cannot send, reply or change a task.
- Every fact keeps its source, so anyone can check it.
- Old facts are replaced, not piled up. The latest decision wins, and the history stays.
- Your rules travel too. Company rules in memory are attached to every request in every AI app.
Good to know
Memory works without the agent. Anyone can say "remember this about Greenleaf" in their AI app. The agent just makes sure nothing is forgotten.