Frequently Asked Questions

Generic AI tools drift and forget. Archivist preserves your campaign's continuity, structures the data for you, and delivers consistent, TTRPG-aware output every time.

1. Purpose-built for TTRPGs
Recaps, entity updates, timelines, wiki links, and world continuity are all automatic. No manual formatting, prompting hacks, or custom templates.

2. Reliable, campaign-aware retrieval
Generic LLMs lose context or require you to manually rebuild it each time. Archivist maintains a persistent campaign memory and retrieves answers from your actual history using dedicated TTRPG-optimized context retrieval.

3. Customizable voice, format, and length
Set the voice and tone (serious, comedic, noir), the format (bullets, narrative, hybrid), and the length (short to extended). Every recap, entity description, and chatbot answer stays consistent without re-prompting.

4. One workflow for every input method
Record live on Discord, capture in-person games, upload audio, paste raw notes, or import transcripts. Archivist processes everything through one pipeline for consistent, clean results.

Learn more about the input workflow →

5. Automatic world organization & evolution
Archivist updates characters, items, factions, and locations as they recur in your story. WikiLinks, cross-references, and evolving descriptions happen automatically. Other tools require manual linking and manual world maintenance.

Most AI TTRPG tools stop at basic recaps. Archivist delivers higher quality, deeper continuity, broader insight, and a full suite of sharing tools that go far beyond simple note-taking. We also offer more capability at a better value, with the full feature set available to every user without à-la-carte upsells or artificial limits. Below are the key differentiators that set Archivist apart:

1. Campaign-wide memory
Archivist tracks your entire world across sessions — entities evolve, relationships update, and continuity is preserved automatically. Other tools generate isolated notes without long-form story awareness.

2. Archivist's campaign-aware Chatbot
Answers come from a chatbot powered entirely by your actual campaign history — not generic reasoning. It pulls from transcripts, summaries, uploaded lore docs, entity descriptions, and timeline events.
Works for both GMs and players in-app, on Discord, and through our Foundry integration.

3. Insight & analysis
Archivist surfaces highlights, engagement patterns, pacing and sentiment, timeline beats, wiki links, relationship mapping, and connections across your world — features built for understanding how your campaign actually evolves.
Includes our visual Data Studio for deeper exploration.

4. Flexible session capture
Works for in-person sessions and online play. Discord live, audio uploads, raw notes, and transcripts all flow through one engine, producing consistent recaps, moments, entities, and timelines regardless of how you play.
Most competing tools only support audio uploads, often with limited speaker diarization or STT accuracy.

5. Tools for sharing and showcasing
Publish your campaign online with one click, or share polished artifacts with your table.
Generate a two-page session recap ready to distribute instantly, create beautifully formatted digital trading cards, and share public campaign pages to showcase your story.

6. Designed for GMs, note-takers, and the entire party
Archivist reduces GM and note-taker workload through automated summaries and world organization.
Players get meaningful value through character-focused highlights, interactive exploration via the campaign chatbot, entity pages, and public stories — not just GMs.

Archivist helps your table:
• Save prep time with automatic summaries, NPC notes, and more
• Stay immersed mid-session using the built-in chatbot
• Keep everyone engaged with accessible recaps and character arcs

Archivist handles the busywork so your group can focus on storytelling.

Archivist works with any TTRPG system—D&D, Pathfinder, Call of Cthulhu, or full homebrew.

Choose your system when creating a campaign to help Archivist understand the ruleset.

Have your own mechanics, calendar, or pantheon? Just upload them—it adapts.

Archivist supports 35+ languages including English, Spanish, French, German, Japanese, Chinese (Simplified & Traditional), and many more. Languages are set at the campaign level during setup and can be changed at any time.

View the complete list of supported languages.

We're committed to using AI responsibly and transparently. Learn about our philosophy, data practices, and ethical approach to AI on our dedicated page.
Read our AI philosophy.

At Archivist, using AI ethically is one of our core principles. One of the challenges we face is how to support users whose creative strengths may not lie in visual arts while also recognizing and fairly compensating the artists whose incredible work has made image generation models possible. We're currently collaborating with companies that provide models trained on assets volunteered by artists in exchange for fair compensation. Our goal is to help create a scalable revenue stream for these artists—something that wasn't widely available before AI image models became popular. In the meantime, for product development purposes, we are using off-the-shelf models trained on publicly available images that don't offer direct compensation to artists. While this is necessary at this stage, we are committed to moving away from these models as soon as possible.

Yes. Archivist tracks your entire campaign—characters, items, locations, factions, events, and more—across every session, from your first to your latest. You can view, search, and explore your story as it unfolds.
Learn more on the Features page.

Yes. Whether you've logged 30 sessions already or are just starting out, Archivist can catch up.

Upload your existing audio, notes, or chat logs—we'll generate summaries, track characters, and reconstruct your timeline.

From there, switch to any input style: Discord live, audio uploads, or play-by-post.

Archivist supports multiple import methods for existing campaigns:

• Audio Files: Upload session recordings for transcription and analysis
• Text Transcripts: Import existing session notes or transcripts
• Raw Session Notes: Upload handwritten or typed notes for processing
• Discord History: Connect your server to import play-by-post chat history
• World-Lore Documents: Import campaign documents, setting guides, and lore materials


Pro Tip: You can mix and match these methods. Archivist will stitch everything together into a single, searchable timeline regardless of how you originally captured your sessions.

Yes. You can regenerate or edit session summaries, key moments, and entity descriptions at any time to better match your campaign tone or detail.

Yes. You can invite players to view or interact with your campaign depending on your access settings. Each user gets their own account and permissions.

Yes. The chatbot works in both the web app and your linked Discord server, so everyone can stay immersed between sessions.
Learn more about our features.

No. The World Chatbot is available both in your Discord server and through our Foundry VTT module for the rest of your player group to access.

Learn more about our integrations.

No. Archivist works with or without Discord. You can upload audio files, transcripts, import session logs, and more.
Learn more about our import options.

Yes. You just need to record the session. While we do recommend a high quality microphone if available, our users have had success with cell phone recordings.

Learn more about recording in-person sessions.

Yes. Users have full control over which data Archivist is exposed to. Our speech-to-text feature has explicit controls for the user to easily start and stop the speech-to-text service, and Archivist will never ingest or transcribe audio without the authorized user's consent.

Speech-to-text is not perfect and is especially challenging when transcribing fantasy-based lexicons as much of that vocabulary is unique or not standardized in everyday speech. However, Archivist is optimized specifically for your campaign setting to ensure the highest level of accuracy possible.

To improve accuracy:
• Set up your Campaign Cast - Properly configured cast members help Archivist recognize speakers and understand context better
• Use Find/Replace rules - Create custom rules to automatically correct common misspellings, character names, and campaign-specific terms

Learn about Campaign Cast setup and Find/Replace rules for accuracy.

Archivist does a surprisingly good job as the models are trained to filter out OOG (out of game) related banter/content.

It filters out most out-of-game conversations, and you can always pause recording for breaks.

Just minutes. From account creation to setting up your first campaign and getting your first session into Archivist, onboarding is quick and intuitive.
See the How It Works page.

Yes! Archivist supports multiple campaigns depending on your subscription tier. You can track separate stories, characters, and worlds all in one account.
View our pricing plans.

All of a user's account data will be preserved upon cancellation in case they decide to resubscribe. Full account deletion is available upon request by emailing [email protected].

Yes! You can gift Archivist AI memberships to TTRPG enthusiasts. Gift subscriptions are perfect for holidays, birthdays, or any special occasion. They include instant delivery and can be scheduled for specific dates.
Learn more about gift memberships.

We take your data privacy seriously. Here's how we handle your data:

• We never sell your data to third parties
• We never use your data to train AI models
• Your campaign content stays yours
• Any data collected is used solely for improving the product

View our full Privacy Policy.

We only store two types of data for your campaigns: text and images. Text is stored as a chronicle of what happened during the session, either as a speech-to-text transcript or plain text ingested through Discord channel message history, plain text uploads, etc. If any audio is used to generate a session chronicle, Archivist will not store any of that data. Uploaded images are stored for use as avatars/tokens for Character, Faction, and Location objects associated with your campaign.

The user has full visibility into all stored text through a transcript download on the details page of each Session. The user can invite other users (players) to their campaign, allowing them access. The user has full discretion to remove player access at any time. Currently, the internal Archivist team may also access user data for the explicit purpose of improving the product.

Yes. Any content (text or images) provided by the user can be permanently deleted by the user at any time. Users may also permanently delete any content (summaries, moments, etc.) generated by Archivist at their discretion.

Complete campaign data can be downloaded from your campaign settings page. Transcripts are available on each session page.

The World Chatbot uses a technique called Retrieval Augmented Generation (RAG). This means Archivist creates embeddings of campaign session chronicles so when the user asks a question, Archivist can quickly and effectively retrieve the information relevant to that question's answer. Embeddings are also permanently deleted when a Session is deleted.

We take several measures to ensure your data is secure: • Encrypted Communication: All data is encrypted both in transit and at rest using industry-standard protocols like HTTPS and SSL/TLS. • Secure Authentication: We implement token-based authentication with support for multi-factor authentication (MFA) to ensure secure user access. • Protected Infrastructure: Our platform is hosted on secure infrastructure with built-in DDoS protection, automated backups, and role-based access controls to minimize attack vectors. • DNS Security: We use DNS management services with additional protection against DDoS attacks and other common vulnerabilities. • Isolated Environments: Our backend services and integrations run in isolated environments to further safeguard your data.

Your data is private, encrypted, and never sold or used for AI training.

• Audio is deleted after transcription
• Access is limited to invited users
• You can download or delete your data anytime

Bottom line: your content belongs to you—and Archivist is designed to keep it that way.

Yes! Archivist allows you to publish your campaign with a shareable link that anyone can view without needing an account. Public campaigns are read-only and include your campaign overview, session summaries, characters, factions, locations, and timeline. You maintain full control—you can unpublish at any time, and private content like raw transcripts and GM notes remain private.
Learn more about publishing your campaign.

When you publish your campaign, the following becomes public: campaign title and description, session titles and summaries, character/faction/location names and descriptions (with images), moments, and your timeline story beats. Private content like raw transcripts, audio recordings, GM notes, player account information, and uploaded documents remain private.

Yes, all public campaigns must comply with our Content Policy. Content is automatically moderated for violations, and mature content (violence, sexual themes, profanity, horror) must be appropriately flagged. Prohibited content includes illegal material, hate speech, harassment, and spam. Campaigns that violate these policies may be removed.
View our Content Policy.

Session Handouts are structured summaries of your game sessions that include session outlines, key moments, character highlights, encounters, and more. They're perfect for player reference, session prep, or campaign tracking. You can generate them from any session, customize the content, and download as PDF or markdown files, or email them directly to your players.
Learn more about session handouts.

Digital Trading Cards let you create visually appealing cards for your characters, factions, and locations. These cards automatically pull information from your entity descriptions and can be customized with stats, quotes, and other details. You can download them as high-resolution images or share them directly to social media platforms.
Learn more about trading cards.