Discovery — Running the Interview Programme

Discovery (compass icon in the sidebar) is where you run an Initiative's interview programme — as opposed to configuring the Initiative, which stays in Settings. It's visible to org admins and to admins of an Initiative, and every tab is scoped to the Initiative selected in the Workspace switcher, so pick one first.

It has three tabs, in the order the work runs:

• Coverage — what's covered, what's outstanding.
• Interviews — everyone asked to record for this Initiative, and the two ways of asking more people: Plan a round (the AI interview planner, org admins only) and a one-off Invite.
• Recording days — for shadow-mode pilots, the recording days those interviews started.

The People directory is not a Discovery tab: it lives in Settings → People (older Discovery → People links open it).

Coverage

Every process being documented — one row per group of people assigned to record the same process. A summary line above the table shows processes complete, interviews done, expected outcomes met, plus anything overdue and open conflicts. Each row shows:

• Interviewees — a stack of initials colored by progress, with a "2/3" count of who's finished. Hover to see each person's status.
• Interview — Not started, In progress, or Completed for the process as a whole. A process only counts Completed once everyone still expected to answer has finished; cancelled or expired invitees show as Withdrawn and no longer hold it open.
• Expected outcomes — how many of the outcomes you defined are met, with a progress bar (green = met, amber = someone explicitly couldn't answer), and how many required outcomes are still open.
• Due — the requested date, red with a warning icon when overdue.
• Conflicts — cross-interview contradictions Architect found involving this process. Click the number to open Architect's Questions tab filtered to Conflicts. Needs a completed Architect analysis.

Rows are ordered so outstanding work is at the top: overdue first, then unfinished, then by due date.

Interviews

Everyone asked to record a process for this Initiative, and where each of them has got to. A status strip above the list counts the invitations by where they stand — sent, awaiting response, in progress, completed, need attention (declined, expired, or past their due date with no response), and cancelled when there are any. Click a count to filter the list to just those people; click it again (or sent) to show everyone.

Each row shows the person, when they were invited and by whom, their status, their due date (flagged when overdue), and an Invite expires countdown with how many automatic reminders remain.

Two buttons in the top right add people to the list. Plan a round (org admins only) opens the AI interview planner, which works out who to interview and sends the whole round — see "Plan a round" below. Invite asks one person directly.

Inviting someone to record:

On the default Initiative, everyone in the organization is in the member list, including people who were never added under Members & Access. On any other Initiative, only people who have accepted an Initiative invite are listed.

1. Click "Invite", pick who to ask (type to search the Initiative's members; you can pick several), and name the process. Optionally add a description. If the interview is about a process the library already documents — another part of it, or how this person's region or team runs it — pick it under Documents an existing process (offered once the Initiative's library has processes in it): the interviewer then starts from that process's documented steps, confirming them, asking which version the invitee runs, and probing where their work differs, instead of asking for the process from scratch. When the finished interview is confirmed to be the same work it's added to that process as a draft version for you to review; if it isn't, normal matching runs instead.
2. To ask for whole working days instead of one narrated walkthrough, tick Record whole working days (shadow mode). Pick the first and last day and the timezone the days are named in. Every day in between is a recording day, weekends included — the invitee simply skips the days they don't work, and nothing chases them for a skipped day. The invite does not choose interview days — those are not the recording weekdays, and interviews about the days are sent separately, from the person's own schedule. The invitee's email and accept page describe a recording day as such and list the recording days. A recording-day invitation has no Complete by date, topics, or expected outcomes — the recording schedule is the ask.
3. Everything else is under More options (the button shows Customized when you've changed something in it): the department to file the recording under (when the Initiative has departments in scope, only those are offered; hidden when the invite documents an existing process, which already has one); a "Complete by" date — the invitee sees it in their email and gets reminder nudges as it approaches and if it passes (leaving it blank doesn't mean no reminders: undated invitations are nudged against their link's expiry instead — they're just never flagged overdue); Interview topics for this invitation (they start from the default list and you can change them here without changing the default — Organization default, for org admins, opens the organization topic list, Initiative default opens this Initiative's own); What you need back, where you list what the interview must produce, one per line ("A list of every system touched during intake") — the AI interviewer steers toward each one, won't finish while any required one is unanswered, and the completion screen's Insights tab reports which were met; whether the invitee may finish early; Instructions for the invitee, shown to them before they start; Interview instructions, private steering for the AI interviewer; and Documents to attach.

An invitation link is always good for at least 7 days and runs through a week past the "Complete by" date when that's later. Every reminder carries a fresh link, so someone still being chased always has a working link. Reminders stop as soon as they start recording.

Chasing and changing: each invitation's "⋮" menu offers Remind now (fresh reminder immediately), Resend (re-sends with a new link), and Set/Change deadline (emails the new date, reissues the link, and restores the full reminder quota).

Declines: an invitee who says the ask isn't theirs shows as Declined, with their reason and — when they named someone better placed — that person's name or email, so you can invite them instead. Declined invitations stop being chased, and the planner treats the workflow as still needing an answer, suggesting the named person rather than re-inviting whoever declined.

Plan a round (org admins only)

The AI interview planner helps you decide who to interview and on what topics. It opens from Plan a round on the Interviews tab (an All interviews link at the top of its sidebar takes you back). It shows a coverage snapshot, walks you through a short conversation, drafts a plan from your processes and coverage gaps, and lets you send the invitations once you've reviewed it — everything it sends appears in the Interviews list.

It's org admins only because its tools read across the whole organization's processes, coverage, and people, not just the selected Initiative; Initiative admins see the Interviews tab without the button.

• When the plan lists a role without a person ("Press Scheduler — name TBD"), it shows suggested people from your organization under that row — click to fill in their name and email.
• Each person is asked in one of two ways, shown as an Interview | Inline questions toggle on their row. Interview sends a Scout invitation — whether they record a walkthrough, upload one, or just talk it through is their choice once they accept. Inline questions means no interview at all: everything that person owes this round goes out in one email, they answer each question in place, and the answers are saved as project context for the next analysis. Inline questions work before someone has an account (the email asks them to create one in your organization), but can only carry open questions — a documentation gap always needs an interview, so the plan refuses to send while a gap sits on someone set to Inline questions.
• Set a "Complete by" date for the whole round and every invitation carries that deadline, including ones that go out later to people who still had to create an account.
• After sending, people without an account show Awaiting signup — their interview invitation goes out once they accept the Initiative invite and sign in.
• A live coverage map is available while you plan (click Coverage map in the planner's sidebar) — the people a plan proposes light up on it, and their markers switch to an "invited" ring once you send.

Planning the next round around what the analysis couldn't answer

The planner's Next round list gathers everything the latest Architect analysis left unsettled: Conflicts first (two interviews described the same process differently), then Open questions, then Undocumented processes. Each item has an Add button and a Details link straight into Architect — for a question that opens its details on the Backlog, scrolled to it and highlighted. The list covers every analysis the Initiative has, including any run for a single department, and a Details link carries the item's own Initiative and department so it lands on the analysis the item actually came from.

You can also queue items from Architect itself — Add to next round sits in the header of a gap's details and on each open question. Add all gaps to next round, in that header's ⋯ menu, queues every open gap that isn't already in a round (if some already are, the item names how many are left). Once queued, the planner builds the round around them: it assigns each item to whoever is best placed and writes those exact questions into that person's interview brief so the AI interviewer actually asks them. Items close on their own once the interview carrying them finishes, the analysis folds the answer in, or you resolve the question in Architect.

Recording days

Every shadow-mode recording day in the selected Initiative — one row per person per day, whether it came from an invitation or the person started it themselves from the New Session dialog — so you can see who is recording now and whose day has gone quiet, without opening anything. Visible to org admins and to admins of the Initiative, like Interviews. Each row shows:

• Worker and Process — who is recording, and the recording-day invitation they accepted (or the name they gave a day they started themselves).
• Day — the date recording started (or the invitation's date, for a day not started yet).
• State — one of:
  • Recording — the recorder is checking in and capturing.
  • Privacy paused — the worker pressed Privacy pause; the recorder is still checking in.
  • Offline — nothing has been heard from the recorder for an hour and the day has not been ended. The row says how long it has been silent ("silent for 1 h 23 min"). Usually the laptop went to sleep, lost its connection, or Chrome was closed; everything captured before that is safe, and the worker can carry on with Resume my day.
  • Interrupted — capture stopped for a reason Linc knows about (screen share ended, a recorder problem, the tab closed, recording no longer allowed), shown under the pill. The day is not over until the worker ends it.
  • Ended — the worker pressed End day.
  • Not started — the session exists (the invitation was accepted, or the day was created from New Session) but Record my day has not been clicked.
• Last check-in — how long ago the recorder last reported in.
• Captured and Saved — hours and minutes of the day captured so far, and how much of that is already safely uploaded to Linc, with a count of pieces still uploading. On a day recorded with two screens, each screen is its own video, but Captured, Saved and Active still count the day once — time both screens recorded is not added up (Active shows the busier screen's figure). A small 2 screens note under Captured gives the per-screen breakdown when you hover over it or tab to it: each screen's size (when known), how much it captured and saved and, once the day has been triaged, how much of it was active — for example Screen 1 · 1920×1080 · 3 h 10 min captured · 3 h 5 min saved · 48 min active. Piece counts (uploading, triaged, unreadable) include both screens' pieces.
• Active — how much of the saved footage shows the screen actually changing (typing, switching windows, scrolling) rather than sitting still. It reads — until the day has been triaged. Click Triage on a row to measure its saved pieces; the column fills in over the next few minutes as each piece is measured (it says 12/36 triaged while it is partway, and counts any unreadable pieces separately). Triage measures change only — it does not read, classify or store what was on the screen, and nothing but the per-half-minute numbers is kept.
• Apps — click Time by app on a row to see where the day's time went, from the recorder's activity log: the top three websites by time spent (as a domain only — claims.example.com, never a page address), with how many times the worker came back to each; the rest folded into other sites; then other apps (time Chrome was not the window in front — a desktop app, a meeting), idle (no input for a minute, or the screen locked), paused (Privacy pause) and, if the laptop slept with the day still recording, asleep. A final line counts switches between apps and the total time covered. The log starts with extension 1.2.2; days recorded with an older extension say No activity log for this day yet.
• Ended — the time the day was ended.

Times are measured by Linc's servers, not your computer's clock. The table refreshes itself every 30 seconds while any day is recording, paused or offline, and stops refreshing once every day is ended.

You see numbers, never footage: there is no play button here and no link to the recording — raw recording-day footage is restricted to the worker and Linc operators (see "Who can play back your recording" in the Recording section).

Silent-worker email. When a day goes Offline — no check-in for an hour while the day is still open — the person who sent the invitation receives one email that day: "Maria Lopez's recording has been silent since 17:42 UTC", with how long it has been silent and how much was captured so far. At most one email is sent per recording day (per calendar day, UTC), even if the recorder comes back and goes quiet again; the email links to this tab, not to the footage. Times in the email are given in UTC. A day the worker started themselves has no inviter, so no email is sent for it — it still shows as Offline here.

Invitations and the planner used to be separate Discovery tabs (Invitations and Plan), and before that Invitations lived in Settings; older links open the Interviews tab. The People directory lives in Settings → People; Discovery → People and older Scout links open that tab. A person's profile opens on its own page, outside Discovery. Back to people returns to Settings → People, where any proposed updates from completed interviews can also be reviewed.