Create a track

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Before you start

Have a rough picture of the process you want to systematize — even bullet points on a whiteboard are enough. Tracks work best when you already know the major stages (checkpoints) and the achievements (milestones) inside each stage. If you are still exploring fit, run your scenario through the Use Case Brainstorm agent in Evolve first. It helps translate business language into checkpoint/milestone structure.

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Open Tracks

Navigate to Tracks in your workspace sidebar. You land on the track list — a table of every workflow your organization has built, with a right panel for quick Build and Manage previews when you select a row.

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Create New Track

Click Create New Track in the top right. A dialog opens where you describe what you want to build.

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Describe your workflow

Write a plain-language description of the process — who it is for, what stages exist, and what “done” looks like. The more specific you are, the better the starting draft. You can also use assisted generation: describe the scenario and let XSpada propose an initial track structure (title, checkpoints, and milestones) that you refine afterward.

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Choose an entity type

Select what this track applies to — the category of instances you will create later: This choice is set at creation time. It tells the system what kind of record you will attach when you start instances. Entity types are defined in the Intelligent Registries.

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Track detail overview

After creation, you open the track detail page. Tabs typically include:

• Overview — summary, visual map, simulation tools.
• Checkpoints — design stages and milestones (primary build surface).
• Overseers — assign who watches the track.
• Instances — see and create running journeys.
• Additional tabs your workspace may expose (page views, roles & visibility, etc.).

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Add checkpoints

Open the Checkpoints tab. The horizontal rail shows every stage in suggested order. To add a checkpoint:

1. Click Add checkpoint (or the equivalent control on the rail).
2. Name the stage clearly — overseers see this label daily.
3. Add an optional description for context.
4. Set suggested order relative to other checkpoints.

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Add milestones inside each checkpoint

Select a checkpoint, then add milestones underneath it. Each milestone should be a concrete, verifiable achievement:

• Good: “Signed NDA on file”
• Too vague: “Legal stuff done”

For each milestone, configure how completion is verified — automated via an Action or confirmed manually. See Milestones and automation for details.

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Assign track overseers

Open the Overseers tab and add team members, contacts, or agents who should watch this workflow. Start with track-level overseers who apply to every instance; add instance-specific overseers later when you add someone to the track.

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Optional: requirements and actions

Before going live, review:

• Requirements (gates) — must certain milestones finish before entering a checkpoint?
• Checkpoint actions — should visiting a stage automatically run an email, form, or agent workflow?
• Milestone actions — should achieving a milestone trigger automation?

These connect Tracks to Actions. You can add them during initial design or iterate after a pilot instance.

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Preview and simulate

The Overview tab often includes a visual map of checkpoints and a simulation mode to walk through the flow without creating a real instance. Use it to sanity-check suggested order and milestone labels before inviting your team.

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You are ready to run

Once checkpoints, milestones, and overseers are in place, the template is live. Next step: Add someone to a track to create your first instance. If you would like something unique to your business or have a unique issue, use XSpada Evolve or ask a XSpada rep.