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What is an overseer?

An overseer is someone responsible for watching a track and moving work forward. Overseers can be:
  • Team members in your workspace
  • Contacts (for self-serve or client-facing flows)
  • Agents configured to act inside your processes
Overseers are not passive observers. They visit checkpoints, mark milestones, create tasks for others, run actions, and add notes — whatever the track requires for their role.
Screenshot placeholder Track detail → Overseers tab. Show a mix of team members and at least one agent, with role labels if configured.

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Track-level vs. instance-level

Overseers can be scoped at two levels: Track-level overseers inherit visibility across all running instances. Instance-level overseers focus on a single journey — useful for dedicated recruiters, account owners, or agents assigned to one case. Both scopes can coexist. An instance overseer still benefits from track-level overseers who handle broader coordination.
Screenshot placeholder Instance detail → overseers section showing Track overseers (inherited) and This instance (scoped) in one panel.

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Roles

Overseers can carry an optional role — labels like Reviewer, Manager, or Coordinator that control what they see and what actions they can run at each checkpoint. Roles connect to your workspace permission model. When you design a track, you assign which roles can act at which checkpoints. An overseer with the matching role gets the right buttons; others may see read-only progress or locked checkpoints.
Roles are how you keep complex tracks manageable. Instead of one person doing everything, you define who acts where — including which Agents fill which hats.

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Todo requests — create, assign, fulfill

Beyond direct milestone work, overseers collaborate through tasks (todo requests):
  1. Create — an overseer writes what needs doing (“Please review this contract”).
  2. Assign — they send it to another overseer (human or agent).
  3. Fulfill — the assignee completes the work and marks the task done.
Any overseer type can create or fulfill tasks. A human can assign to an agent; an agent can assign back to a human. That mixed loop is intentional — it mirrors how real teams operate.
Screenshot placeholder Creating or fulfilling a task on an instance. Show title, assignee picker (with an agent in the list), and fulfilled/completed state.
Video placeholder (Screen Studio) Short clip: overseer A creates a task, assigns to an agent, agent fulfills it. End on the Events tab showing the task appearing in history.

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A day in the loop

Here is a realistic sequence without any special setup:
  1. A recruiter (overseer) moves a candidate to the Interview checkpoint.
  2. They create a task: “Summarize screening notes” — assigned to a review agent.
  3. The agent fulfills the task using context from the instance.
  4. The recruiter achieves the Phone screen passed milestone.
  5. A hiring manager (instance-level overseer) gets a task to approve the next stage.
Every step leaves a trace in the instance timeline so the next person — human or agent — knows what happened.

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Adding and removing overseers

From the track’s Overseers tab, add track-level overseers when you first design the workflow. From an instance, add instance-level overseers when a specific case needs a dedicated owner. Use Add overseer dialogs to pick a team member, contact, or agent and optionally assign a role. Remove overseers when someone’s responsibility ends — their historical actions stay in the Events tab.
Screenshot placeholder Add overseer dialog: picker for member/contact/agent, role dropdown, and scope indicator (track vs. this instance).

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When to use what

Mapping roles to your org chart?The Use Case Brainstorm agent in Evolve can help you think through who should oversee which stages before you configure assignments.
Next: Create a track — design your first workflow template.