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Template vs. instance

A track is the reusable template — the workflow you designed once and can apply many times. An instance is one entity’s actual journey through that template. If your “Sales Onboarding” track runs for twenty new hires, you have one track and twenty instances.
Screenshot placeholder Track detail → Manage tab → People on Track section. Show the Active / Completed / Inactive tabs and a list of instances with names and status.

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Entity types

Each instance is tied to something in your workspace — the entity type you chose when you created the track. Common types include:
  • Contact — a person (the most common starting point)
  • File — a document moving through review or processing
  • Idea — a concept being developed
  • Outcome — a goal being pursued
  • Asset — equipment, property, or another resource
These categories come from your organization’s Intelligent Registries. The instance page always shows who or what the journey is about at the top.

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Instance status

Instances move through statuses that tell overseers the big picture at a glance. You will typically see labels like:
  • Active — in progress; work is ongoing.
  • Completed — all required milestones are done; the journey finished successfully.
  • Inactive — paused, withdrawn, or otherwise not currently moving (exact meaning depends on how your workspace uses the label).
Status appears on the instance header and in list views so managers can filter without opening every record.
Screenshot placeholder Instance detail header: entity name/portrait, track name, status badge (e.g. Active), and current checkpoint indicator if shown.

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The instance detail page (Tracks new)

When you open an instance from the Manage tab, you land on a detail view with three main tabs:

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Checkpoints & Progress

The operational heart of the instance. Here overseers:
  • See which checkpoints have been visited and which milestones are complete.
  • Move the entity to a checkpoint (record a visit).
  • Mark milestones achieved.
  • Run actions attached to the current checkpoint or milestone.
Screenshot placeholder Checkpoints & Progress tab expanded: checkpoint list with completion indicators, milestone checkmarks, and at least one available action button.

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Events

A chronological timeline of everything that happened on this instance — checkpoint visits, milestones achieved, notes added, tasks fulfilled, status changes. This is your audit trail: who did what, and when.
Screenshot placeholder Events tab with a vertical timeline. Include at least three event types (e.g. checkpoint visited, milestone achieved, note added) with timestamps and actor names.

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Notes

Free-form observations attached to this instance — interview impressions, call summaries, internal flags. Notes support replies and can be sourced from different channels (manual entry, integrations, etc.).
Screenshot placeholder Notes tab with at least one note card, optional reply thread, and Add note control.

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Active Tracks (classic view)

Many workspaces also use Active Tracks — a dedicated area for instance work that predates the newer Tracks builder. It offers a similar instance experience with tabs tailored to operational roles, such as:
  • Milestone Actions — run workflow steps tied to milestones.
  • Events — timeline of activity.
  • Notes — instance notes with audio recording support in some setups.
  • Additional tabs your workspace may configure (evaluation forms, resume viewer, booking links, etc.).
If your team lives in Active Tracks day to day, that is fine — the underlying track, checkpoints, and milestones are the same. Design in the new Tracks builder; operate in whichever instance view your role prefers.
Screenshot placeholder Active Tracks instance page: profile header, status section, and tab bar showing Milestone Actions, Events, Notes.

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What progress looks like over time

As an instance runs, the system quietly records:
  • Checkpoint visits — including revisits (how many times, when last).
  • Milestone achievements — who marked them complete.
  • Events — the full story for anyone picking up mid-stream.
That history powers Continuity and handoff — the reason a new overseer or agent does not start from zero. Next: Overseers and tasks — who watches the work and how collaboration happens.