ProcessCoach.ai Glossary

New to using ProcessCoach.ai? ProcessCoach Consulting Partner Michelle Smith from TrueU put together this handy glossary of terms as a reference guide for users.

Quick Reference – Five core concepts

• Play = your SOP
• Job Description = who does what
• Assets = company knowledge center
• Tools = integrations
• AI Chat = on-demand assistant

Core Platform Concepts

• ProcessCoach – An AI-powered work orchestration platform built by Robosource that helps teams design step-by-step processes, assign tasks, build a company knowledge base, and automate workflows. AI works under human supervision — not instead of people.
• Work Orchestration – The practice of coordinating how work flows across people, roles, and systems, from planning multi-step processes to managing handoffs between departments. ProcessCoach’s core function.
• Play – A multi-step business process built inside ProcessCoach. A Play defines the purpose, steps, role assignments, and handoffs for a repeatable workflow — such as employee onboarding, performance reviews, or invoice processing. Equivalent to a Standard Operating Procedure (SOP).
• Run – A single active execution of a Play. When a user clicks “Start New Run,” ProcessCoach initiates that Play and begins routing tasks to the assigned roles. Each run is a separate, independent instance.
• Step – An individual task or action within a Play. Each step is assigned to a role (Job Description), may reference Assets or Tools, and has prerequisites that must be completed before the step can begin.
• Version – A saved iteration of a Play. Multiple versions can exist; one is published (active) at a time. Versions allow teams to test edits before going live with changes.

Roles & People

• Job Description – A configuration that maps a role (e.g., HR Rep, Client Account Manager) to one or more real users. Play steps are assigned to Job Descriptions, not individuals, making handoffs flexible when people are out or teams grow.
• Assignment Strategy – An optional rule within a Job Description that controls which user receives a task when multiple people share a role. Without a strategy, ProcessCoach rotates between available users. Example: “Assign to Kendra the first week of the month; Harry after that.”
• CAM – Client Account Manager. Client Account Manager. A Robosource team member assigned to each ProcessCoach subscriber to provide onboarding support, answer configuration questions, and help set up Tools and Assets.

Knowledge & Content

• Assets – The knowledge base of a ProcessCoach environment. Assets store company-wide information, such as FAQs, policies, guidelines, templates, financial statements, or any documentation a team needs to complete a step. Team members can chat with ProcessCoach to retrieve Asset content instantly.
• Knowledge Base – An optional add-on that allows a user to connect ProcessCoach to a specific Sharepoint or OneDrive folder, and then chat with ProcessCoach about institutional knowledge.
• AI Chat – A conversational interface within ProcessCoach for one-off tasks, quick questions, or interacting with connected Tools without building a formal Play. Functions as an on-demand expert assistant that knows your business.

Automation & Integration

• AI Tools – Integrations that connect ProcessCoach to external software, such as CRM systems, email, project management, accounting platforms, and more. When a Play step references a Tool action (e.g., ‘add client to HubSpot’), ProcessCoach executes it automatically with user approval.
• Tools Marketplace – The built-in directory where users browse, configure, and activate available integrations.
• Active Tools – The specific external software integrations that are currently enabled for a user in a ProcessCoach subscription. Find this under “AI Tools,” then “Connected Accounts.”
• Agents – AI-powered actors for complex, nuanced processes requiring higher AI involvement. Agents can be trained with specific skills and assigned to run parts of a company’s operations more independently than a standard Play.
• Handoff – The transfer of a task or workflow step from one role to the next. ProcessCoach orchestrates handoffs automatically, routing work to the correct person based on role assignments and Play configuration, so work never gets stuck.

Configuration & Administration

• Configure – The action of customizing a Play step to include specific data inputs, Asset references, Tool connections, or detailed instructions. Accessed via the Configure button on each step in the Play editor.
• Publish – The action of making a Play version live and available to run. Only one version of a Play can be published at a time. Unpublished versions can be edited and tested before going live.
• My Tasks – A ProcessCoach dashboard view showing all active tasks currently assigned to the logged-in user across all running Plays. Tasks also arrive via email for users who prefer to work outside the app.
• Prerequisites – The conditions or prior steps that must be completed before a given step in a Play can begin. Prerequisites enforce the correct sequence of work and prevent steps from being actioned out of order.