How do I fix misspelled Characters, Items, Locations, or Factions?

• Edit the summaries and/or the cards on the relevant Character, Item, Location, or Faction page.
• Summaries can be edited during Session Review or on the Session Details page via the pencil icon in the top right corner.
• C/I/L/F cards can be edited during Session Review or by clicking into their card and selecting the pencil icon by their name.
• For recurring misspellings, consider setting up Find and Replace rules to automatically correct them in future content (see Prevent Misspellings section).

How do I merge two existing compendium entries together?

Merging is available both during Session Review and outside of Session Review:

Alternative Method: Use Ask Archivist to generate a new summary for the correct entity and manually update one compendium entry before deleting the duplicate.

How do I reclassify compendium entries?

• Click the three-dot icon on the top right of the compendium entry.
• Select 'Reclassify' from the dropdown menu.
• Choose the new category (Characters, Items, Locations, or Factions) from the options.
• The entry will be moved to the appropriate section with its type updated.

How do I split incorrectly merged entities during Session Review?

During Session Review, select the 'Split' icon in the top right of the page.

How do I update information about my Characters, Items, Locations, or Factions?

• Navigate to the Characters, Items, Locations, or Factions tab of your campaign.
• Find the entity you want to edit, click the three-dot icon in the top right corner of the card, and select 'Edit'.

How do I add a parent location to a location card?

• Edit the child location card (via the icon in the top left corner).
• Select the parent location from the dropdown list.

How do I edit the style of my image?

• By default, Archivist uses the entity description as the prompt for image generation. Many users have found success putting a visual description at the top of this field.
• For visual consistency across your entire campaign, you can set a custom image prompt during campaign setup. This can be adjusted at any time in your campaign settings found in your profile.
• If you have a specific visual style or detail in mind (e.g., "oil painting," "anime-style," or "dark wizard with glowing eyes"), include it in the custom prompt (or the description).
• You can update the Image Prompt at any time—found in your campaign settings

How do I generate a trading card for my character, faction, or location?

You can do this on the entity-specific details page. For detailed instructions, see the Digital Trading Cards section.

How do I edit or add moments?

How do I customize the tone of my moments?

• You can input a prompt during campaign setup to customize the tone of your moments.
• This can be changed at any time in your campaign settings found in your profile.

What Ask Archivist Knows

• Session transcripts and summaries
• Character, faction, and location details
• Key story beats and plot points
• Campaign world lore

How to Update What It Knows

• Process and approve sessions in Session Review
• Edit AI-generated summaries during review
• Keep entities up to date in your campaign
• Use Find & Replace for systematic corrections

Common Use Cases

• Fact recall: “Remind me of the dragon type we’re hunting.”
• Narrative: “What was the dialogue with the shopkeeper?”
• World building: “Generate items for an artificer shop.”
• Character development: “What relationships does my PC have?”
• Session planning: “What plot threads are unresolved?”

What are Tags?

Tags are a powerful feature that allows you to create dynamic links between different entities in your campaign world. They use the familiar [[Entity Name]] syntax to automatically connect characters, items, locations, factions, and moments throughout your content.

When you use tags, the system automatically:

• Resolves the entity name to find the correct target
• Creates persistent links between your content and the target entity
• Provides visual feedback with background color styling based on entity type
• Enables one-click navigation to the linked entity

Supported Entity Types

Tags work with these entity types in your campaign:

• Characters - Link to character profiles and descriptions
• Items - Connect to item details and descriptions
• Locations - Link to location details and descriptions
• Factions - Reference faction information and relationships
• Moments - Link to specific story moments and events

How to Create Tags

Visual Feedback and Styling

Tags are automatically styled with subtle glow effects based on the entity type:

• Characters - Blue glow
• Items - Cyan glow
• Locations - Green glow
• Factions - Purple glow
• Moments - Orange glow

This visual coding helps you quickly identify what type of entity each tag references.

Hover Cards

When you click on a tag, a preview card appears showing:

• Entity name, type, and aliases
• Brief description

Overview

The Data Studio is a powerful network visualization tool that transforms your campaign data into interactive relationship maps. It helps you understand how characters, items, locations, factions, moments, and timeline events connect across your story, revealing hidden patterns and relationships that might not be obvious from linear reading.

What is the Data Studio?

The Data Studio creates interactive network graphs where:

• Nodes represent entities (characters, items, locations, factions, moments, timeline events, session summaries)
• Connections show relationships and tags between entities

Think of it as a "relationship map" that shows how everything in your campaign connects to everything else.

What Does It Visualize?

The Data Studio visualizes six types of campaign entities:

Major Controls & Features

Presets

The Data Studio includes five preset configurations to get you started quickly:

Advanced Features

Tips for Effective Use

Troubleshooting

Best Practices

1. Start broad, then narrow: Begin with a preset, then customize for your specific needs
2. Use session filtering strategically: Focus on relevant time periods for your analysis
3. Combine multiple views: Use different presets and filters to get a complete picture
4. Save interesting views: Use the search function to recreate useful configurations
5. Share insights: Use the visualization to explain campaign relationships to players

The Data Studio is a powerful tool for understanding your campaign's complexity and discovering hidden connections. Experiment with different settings to find the views that work best for your analysis needs.

Session Handout Generator

The Session Handout Generator creates a structured summary of each session in your campaign. Handouts include summaries, character highlights, key events, and more—useful for session prep, player reference, or long-term campaign tracking.

Where to Find the Generator

To generate a handout:

1. Open any session from your campaign timeline.
2. Click into the session details page.
3. Click the Generate Handout button in the top-right corner.
4. This opens the Handout Generator in a side panel.

What's Included

Each handout includes structured sections based on session data:

• Session Header: Campaign name, session title, and date
• Session Outline: Step-by-step breakdown of events
• Session Summary: AI-generated narrative recap
• Key Moments: Up to three moments from the session
• Encounters: Combat, social, or exploration sequences
• Character Highlights: Notable player character actions
• Key Entities: Important NPCs, factions, or locations
• Notable Items: Items found, received, or used
• Valuable Information: Key lore, secrets, or plot reveals
• Party Status: Current conditions, resources, or notes
• Next Steps: Leads or suggestions for future sessions

Note: Sections may be omitted if no relevant data exists.

Selecting Key Moments

By default, Archivist will choose up to three key moments automatically. To select your own:

1. Toggle on "Choose Moments" (located directly beneath the Generate Handout button).
2. Upon pressing 'Generate Handout', a modal will open allowing you to manually select three moments tied to your session.
3. These will replace the random selection used by default.

Using the Generator

Downloading & Sharing

• Download as Markdown: Saves a .md file for external editing or import elsewhere
• Generate PDF: Exports a styled, two-page handout with all sections included
• Send to Players: Sends a formatted HTML version to all players via email
  • Includes campaign/session info and full handout content

Theme Options

Handouts can be styled using one of the following themes:

• Parchment (default): Clean, parchment-inspired design
• Nightwire: Dark background with neon accents
• Azurelight: Light background with blue and grey tones

Select your preferred theme before downloading the PDF or sending via email.

Best Practices

Troubleshooting

• "No moments found": Review or manually add moments during Session Review or via the moment selection modal
• Empty Sections: Fields will remain blank if no relevant data is available
• PDF Formatting Issues: Avoid long edits or excessive text in a single section

Need Help?

• Ensure the session has been fully processed
• Review timeline events and moments in Session Review
• Try regenerating the handout if content appears incomplete

Trading Card Generator

The Trading Card Generator allows you to create formatted cards for characters, items, locations, and factions in your campaign. These cards can be downloaded as images, shared on social media, or used as visual references during play.

Where to Find It

You can generate a card from any character, faction, or location page:

1. Navigate to the entity you want to feature.
2. Click "Generate Trading Card"—usually found near the entity name or in the action menu.
3. This opens the Trading Card dialog.

What's Included by Default

When the dialog opens, Archivist automatically fills in key fields:

• Name: Pulled from your entity.
• Description: Sourced from your entity description
• Elements:
  • Subtitle:
    • Characters: Level, Race, and Class
    • Factions: Type
    • Locations: Terrain and Function
  • Corner Pop (Element 1): Various options to select from via a dropdown (unique per entity type)
  • Callout Text at Bottom of card (Element 2): Various options to select from via a dropdown (unique per entity type)

These fields are generated once on card load and can be edited manually.

Customizing Your Card

You have full control over the content and layout:

• Edit Fields: Click into any field to change text, including name, description, or attributes.
• Toggle Elements: Show/hide specific fields (e.g., Race, Class, Type) using checkboxes.
• Edit Stats: Update stat labels and values to match your system.
• Dropdown Selects: Choose from AI-suggested traits, quotes, or create your own using the "Other" option.

Image Handling

• Background Image: Your entity's image is used automatically.
  • Best results come from high-res, portrait-oriented images.
• Positioning: Crop the image or drag to reposition as needed

Downloading & Sharing

• Download: Click the download icon to export a high-resolution PNG of your card.
• Share: Use the share button to post your card directly to X (Twitter), Facebook, or Pinterest. Archivist will host the image and generate a shareable link.

Card Themes

Currently, only the Parchment theme is available. Additional styles are coming soon.

Tips & Best Practices

• Keep It Short: For the best layout, limit short descriptions to ~30 words.
• Tweak Freely: Use AI output as a starting point—feel free to personalize any detail.
• Match Your System: Adjust attributes and terminology to fit your ruleset or flavor.

How do I edit the session title?

• On the Session Details page, click the pencil icon in the top right.
• This icon has the tooltip "Edit Session Title and Summary".

How do I change the session date?

• On the Session Details page, click the pencil icon in the top right (same as editing the session title).
• Note: When you change the session date, it will reorder the timeline but campaign summaries, entity descriptions, etc. are not automatically updated.
• You can use Ask Archivist to generate new summaries/descriptions or just wait for the next Session Review which will re-write everything in chronological order.

How do I regenerate a summary?

Summaries can only be regenerated using Archivist's AI features during Session Review.

• Click the 'Regenerate Summary' icon in the top right corner of either the Campaign Summary or Session Summary tab.
• In the drawer that appears, you'll be allowed to give additional prompt guidance as to how you'd like Archivist to rewrite the summary.

How do I edit session participants?

• Session participants are derived from those tagged in a moment within that session.
• To update session participants, edit or add a moment and ensure the correct participants are tagged.

How do I generate a Session Handout?

Open the Session Details page and click Generate Handout in the top right corner. A modal will guide you through previewing and exporting your handout. See the Session Handouts section for full details.

How do I find my session details page?

• Campaign Timeline: Click on session titles in the campaign timeline
• Campaign Overview: Click on session titles in the session list on the campaign page
• Email Notifications: Click links in email notifications when sessions are ready
• In-App Notifications: Click notification links that direct to session pages
• Direct URLs: Use bookmarked or shared session URLs

How do I delete a session?

• Scroll to the very bottom of the Session Details page.
• Only campaign owners have access to this option.

How do I download my transcript?

• On the Session Details page, click the download button in the top right corner.

How do I find my session?

Sessions are processed in order. Archivist won't begin analyzing your most recent session until all previous sessions have been approved. This sequential review ensures each new session builds correctly on the campaign knowledge base.

How do I share my campaign?

For detailed instructions on publishing your campaign publicly, see the Campaign Sharing section.

How do I upload raw session notes?

See Raw Notes Upload in the Adding a Session section.

How do I make global spelling corrections?

• Create New Rule
  • Navigate to your profile where you'll find the "Find and Replace" section.
  • In the "Find" field, type the word or phrase you want to replace.
  • In the "Replace" field, type the correct spelling or term.
  • Optionally add a description for the rule.
  • Use the "Limit to specific sessions" dropdown to apply the rule only to certain sessions (optional).
  • Click "Find and Replace" to execute the rule immediately.
  • Note: This action cannot be undone.
• Existing Rules
  • View your existing rules in the "Existing Rules" section, which shows all rules that are automatically applied during Session Review.
  • Toggle rules on/off using the Active switch to enable or disable them.
  • Click the "Run" button to execute a rule immediately.
  • Use the "Remove" button to delete rules you no longer need.
  • These rules are applied before any writing is done — including session summaries, entity descriptions, and more.
  • It's the most reliable way to eliminate recurring issues like a misheard name or a bad alias that keeps slipping through.
  • Use with caution, as changes made here are applied globally across all upcoming content.

How do I prevent future misspelled words?

• Correct C/I/L/F cards when misspelled (see above).
• Correct misspellings in the session and campaign summaries (see above).
• Add aliases to C/I/L/F cards (this can be done while editing the specific card).
• Pre-seed your campaign with correctly spelled C/I/L/F cards before starting.
• Set up Find and Replace rules to automatically correct recurring misspellings (see above).

User Roles Overview

When you create a campaign, there are three main types of users with different permission levels:

What Each Role Can Do

Special Character Permissions

There's one exception to the standard player limitations: The Characters They Play.

Important Notes

• You cannot remove yourself from a campaign if you're the owner
• Admin status can only be changed by Campaign Owners, not by other admins
• Character Cast assignments are managed separately from admin status

When to Use Different Permission Levels

Permission Management Tips

• Start Conservative: Begin with fewer admins and promote as needed
• Cast Member Assignments First: Try assigning the player's Cast profile to their characters before promoting to full admin
• Communicate Changes: Let players know when their permissions change and why
• Regular Review: Periodically review who has admin access, especially in long-running campaigns
• Emergency Access: Always have at least one backup admin in case the owner is unavailable

What is the Cast?

• A list of everyone involved in a session, including their name, role(s), and associated characters
• Participants do not need an Archivist account to be listed, though users with accounts benefit from faster setup

Available Roles

• GM (Game Master)
• PC (Player Character)
• NPC (Non-Player Character)
• Other (e.g. surprise guest)
• A participant can have multiple roles in a single session

When to Update the Cast

• At the start of your campaign — either during the campaign setup workflow or anytime afterward in your settings under Profile → Campaigns → Cast
• (If needed) before each session — if roles or participants change (e.g., rotating GMs, absences, guest appearances)

How to Manage It

• Navigate to Profile → Campaigns → Cast
• Add a participant by name, assign one or more roles, and link any relevant characters
• If using Discord, be sure to enter their global Discord handle correctly (See Example)

If someone is marked as the GM, their role will appear greyed out. (This is a known display bug—feel free to ignore; it does not affect functionality.)

How to Purchase a Gift Subscription

1. Go to our Gift Page and choose a 3-month plan: Casual, Seasoned, or Pro.
2. Click Buy Gift and enter the recipient's details and a message.
3. Select delivery method (immediate email or scheduled).

What delivery options are available?

• Digital delivery (email): Gift code sent directly to recipient's email address
• Printable PDF: Download a gift certificate to print and hand-deliver
• Scheduled delivery: Set a specific date and time for automatic email delivery
• Immediate delivery: Send the gift right away after purchase

How do I redeem a gift subscription?

1. Visit app.myarchivist.ai/redeem
2. Enter the gift code provided in your email or gift certificate
3. Create a new account or sign in to your existing account
4. The gift subscription will be automatically applied to your account

What happens if the recipient already has a subscription?

• The gift subscription months are added to their existing plan
• No interruption to their current service
• They'll receive additional months of access beyond their current subscription
• All existing campaigns and data remain intact

Publishing Your Campaign

Publishing your campaign makes it viewable to anyone with a shareable link—no login required. This is ideal for sharing your story with friends, showcasing your worldbuilding, or creating a public record of your campaign's progression.

Public campaigns are:

• Directly accessible via a unique URL
• Viewable without an Archivist account
• Read-only—visitors cannot edit your content
• Fully responsive on desktop and mobile devices

How to Publish

You can enable publishing from several locations:

What Gets Shared

When a campaign is published, the following content becomes public:

What Remains Private

Even when published, the following will not be shared:

• Raw transcripts or audio recordings
• Private GM notes
• Player account information
• Chat history or direct messages
• Uploaded documents or custom lore files

Managing a Published Campaign

Accessing and Sharing the Link

• Click the external link icon (↗) next to the publish toggle to preview your public campaign
• Share the URL directly via email, social media, or websites

Content Policy

Before publishing, you must agree to Archivist's Content Policy. You'll be prompted to review and confirm during the publish flow.

Content is automatically moderated. All visible text and images will be checked for violations. If content is flagged, publishing will be blocked.

Moderation applies to:

• All public text (summaries, descriptions, names)
• Character, faction, and location content
• Session and moment summaries
• Campaign and session titles
• Uploaded images

Best Practices

Troubleshooting