Check Coordinator run history
The AI Coordinator works through your participants on a schedule: it looks for people with outstanding tasks, drafts a follow-up email for each one, and either sends the routine messages or holds them for you on the Review tab. Each pass is a run.
Recent runs, at the bottom of Coordinator > Dashboard, is the record of the last ten runs — what each one produced and how it ended.
Why use it
Section titled “Why use it”Recent runs is how you know the Coordinator is doing its job. Each row tells you how many follow-ups a run drafted, whether it reached every eligible speaker, and whether anything went wrong — and while a run is going, how far it has got — so you can tell at a glance whether your speakers are being chased or something needs attention.
What a row tells you
Section titled “What a row tells you”A finished run’s row carries these, left to right:
- Status — how the run ended, or where it is now. See statuses.
- Actions proposed — how many follow-ups the run drafted. They land on the Review tab, unless Auto-approve routine messages is on in Settings, in which case routine reminders send themselves and show up under Sent.
- Deferred count — eligible speakers the run never reached. See deferred speakers.
- Failed count — shown in red as N failed only when the agent hit an error on some speakers. Those speakers were reached but got no draft, so they are not counted as deferred.
- Time — when the run finished, or when it started if it has not finished. Recent runs read as relative time (“3 hours ago”) and older ones as a date.
A failed run also shows its error message directly beneath the counts.
A run that is queued or running shows its progress instead — N of M speakers reached so far, or Starting… before it has sized its list — with no actions or deferred count until it finishes.
Statuses
Section titled “Statuses”| Status | What it means |
|---|---|
| Queued | The run was accepted and is waiting to start. |
| Running | The run is working through the speakers it selected. |
| Completed | The run reached its end without erroring. |
| Failed | The run stopped early. The error appears under the row, and anyone it had not reached is counted as deferred. |
Deferred speakers
Section titled “Deferred speakers”The count on each row answers one question: did this run get through everyone it set out to?
- 0 deferred — the run reached every eligible speaker. That is the answer you are usually checking for, so it is spelled out rather than left blank.
- N speakers deferred — N eligible speakers the run never reached. That is not the same as someone the run looked at and decided not to email, or someone it errored on; neither counts as deferred.
- No count at all — a run recorded before Sessionboard tracked this. Older runs read blank rather than
0, because the two mean different things.
Nothing is stranded by a deferred count. The Coordinator works out who is eligible at the start of every run, so anyone still outstanding is picked up by the next one.
The portal link in each follow-up
Section titled “The portal link in each follow-up”Every follow-up ends with an Open your portal link. In the draft on the Review tab, and later in History, that link is the event’s general portal sign-in page. When the email is sent, Sessionboard swaps it for a personal sign-in link for that recipient, so they land straight in their own portal without requesting a code.
- The personal link works for 7 days, even if magic-link sign-in is turned off for the portal.
- It stops working early if the recipient is removed from the event, deleted, or their email address changes.
- A recipient who has never signed in gets their portal account created when they click it.
- Anyone copied on the email receives a separate copy with the general link, because the personal link signs in as the recipient.
Watching a run in progress
Section titled “Watching a run in progress”A run that is queued or running appears at the top of the card with its progress, which updates on its own (about every 15 seconds) without reloading the page. When the run finishes, the row switches to its actions, deferred and failed counts.
For the agent’s overall state, read the card at the top of the Dashboard. That is where the agent’s current status, its last run, its next scheduled run, and the Run Now button are — and Run Now stays disabled while a run is already in flight.