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What happens when you add someone

Adding someone (or something) to a track creates an instance — their personal journey through your workflow template. From that moment, the system tracks:
  • Which checkpoints they visit
  • Which milestones they achieve
  • Notes, events, and tasks on their record
  • Which overseers are responsible
One track can have many instances running at once — twenty candidates on the same hiring track, fifty contracts on the same review track, and so on.

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Two common starting points

You can create an instance from either place: Both paths create the same instance. Pick whichever matches your workflow.

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From the track (Instances tab)

  1. Open Tracks and select your track.
  2. Go to the Instances tab (or Manage on the list page, then People on Track).
  3. Click Create instance (or Add to track).
  4. Select the entity — a person, file, or other instance matching the track’s entity type (from the Intelligent Registries). People are often picked from Contact Book or Entity Manager.
  5. Confirm placement (starting checkpoint, if prompted) and optional instance-level overseers.
  6. Submit — the new instance appears in the Active list.
Screenshot placeholder Create instance dialog: contact/entity search selector, track name shown read-only, optional starting checkpoint, Create button.
Video placeholder (Screen Studio) Short clip: open Instances tab → Create instance → pick a contact → instance appears in Active list → click through to instance detail.

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From Contact Book

  1. Open Contacts under Assets in the sidebar.
  2. Select the person you want to enroll.
  3. Open their detail view and go to the Active Tracks tab.
  4. Choose Add to track and pick the workflow.
  5. Confirm — the instance links to this contact automatically.
Screenshot placeholder Contact detail → Active Tracks tab showing existing instances and Add to track control.

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Entity types beyond contacts

If the track was built for File, Idea, Outcome, or Asset, the selector shows records of that type instead of contacts. The flow is identical — only the subject changes. Examples:
  • Add a signed PDF to a Contract Review track (file entity).
  • Add a product hypothesis to a Discovery track (idea entity).
  • Add a quarterly OKR to a Goal Execution track (outcome entity).
Use Case Brainstorm agent in Evolve can suggest which entity type fits your process if you are unsure at creation time.

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Instance-level overseers (optional)

When creating an instance, you can assign instance-level overseers — people or agents responsible for this specific case only. Track-level overseers from the template still apply; instance overseers add focused ownership. Example: every instance on “Enterprise Sales” has a sales ops overseer (track-level), but each deal also gets a dedicated account executive (instance-level).
Screenshot placeholder Create instance flow with optional Add overseer section expanded.

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After creation — what to expect

Immediately after an instance is created:
  • It appears under Active on the track’s instance list.
  • Overseers with access can open the instance detail page.
  • The entity’s profile (contact, file, etc.) shows the track under Active Tracks.
  • Events begin recording as overseers visit checkpoints and achieve milestones.
Nothing is “complete” yet — the instance starts at the beginning of your workflow (or the placement checkpoint you chose). Overseers take it from there using Work through a track.

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Managing the instance list

On the track’s Manage view, filter instances by Active, Completed, or Inactive. Search by name, sort by date, and open any row to drill into detail.
Screenshot placeholder People on Track table with Active tab selected, multiple rows, search bar, and sort dropdown.
Next: Work through a track — day-to-day operations for overseers.