How to use AI Passport at work

AI Passport can keep selected work context available to permitted AI tools. A reviewed writing preference or an agreed project brief can help you get a useful draft without explaining the same background again.

Check that your organisation allows the service and the information you intend to use. A connection working technically does not establish permission to put client material into it.

1. Start with the account your organisation approves

Find out which AI services you may use for the work. Check whether the approval covers the kind of information involved and any connected apps.

A personal subscription does not automatically have the same arrangement as your employer’s managed account. Use the approved account for the task.

If the organisation has not approved Passport for confidential work, practise with public or invented material. You can work out whether the workflow is useful before deciding where real information belongs.

2. Save a preference that improves repeated work

Start with a writing preference if you want an easy first example.

Propose this preference in AI Passport. For routine project updates, put the decision needed near the start. Use plain English and distinguish confirmed information from suggestions.

Open the proposal in Passport and check what the assistant wrote. It should describe your drafting preference, not invent an organisational policy.

After approval, a permitted assistant can retrieve it for later work. A second supported assistant can use the same preference if connected to the same Passport with the relevant access.

3. Make project context precise enough to reuse

Where the information is authorised, save a short account of the project that another assistant will need.

Include the status of anything unsettled. “The budget is being reviewed on 29 October” should not become “The budget has been approved.”

Keep an authoritative source for important decisions. A memory can orient the assistant, but a contract or current project record is the place to check exact terms.

When something changes, update the context you want carried forward. An accurate old deadline is still the wrong deadline for a revised plan.

4. Ask for a draft with clear boundaries

Give the assistant the task and any current evidence it needs.

Retrieve the approved context for this project from AI Passport. Use the source extract below to draft an internal update. Keep unresolved decisions visible. Do not state that someone has agreed to a task unless the source supports it.

Read the draft against the source. A well-written update can still misstate a commitment.

Check who will receive the finished version. A note appropriate for an internal discussion may contain information that should not appear in a client email.

If the task needs current calendar information, link an available approved source separately. A saved project memory does not reveal a meeting added this morning. Review the particular assistant’s source access when requested.

5. Share the useful context with the next tool

You might draft a briefing in one assistant and prepare presentation notes in another. Passport can carry the reviewed project context between them if each has the necessary permission.

The second tool does not automatically need the whole earlier conversation. A compact brief can avoid exposing unrelated material from the drafting process.

Choose category access for the task. Original documents and live sources have separate permissions from saved-memory recall. Check the request you are actually approving.

Keep responsibility for the work

Only save information you have authority to put there. A colleague’s private circumstances are different from your own preference for shorter emails.

Before recording or transcribing a meeting, follow your organisation’s process and the requirements that apply where you are. Attending a meeting does not itself establish permission to send everyone’s remarks to another service.

At the end of the project, review temporary context and remove access that no longer has a purpose. Follow the organisation’s retention rules for records it needs to keep.

Revoking a Passport pass stops future reads under it. Earlier drafts or assistant conversations may still contain information they already received, so include those services when reviewing copies.

Passport helps when a small, accurate account of the work improves several tasks. Keep that account current and check the actual output before using it.

Read how Passport separates approved memories from app access.