# ThoxEmployee Transfer and Hosted Workspace User Guide

**Release:** v1.2.10  
**Updated:** October 1, 2026  
**Audience:** People moving owned bot instructions into ThoxEmployee and testing reviewed written handoffs

ThoxEmployee lets you turn instruction text you own into a reviewed employee profile, rehearse the result in a browser-only virtual workspace, and move the reviewed profile into the hosted guest workspace. The transfer tool does not connect accounts or call an AI service. Hosted generation is a separate, consented workflow, and every generated handoff requires human review.

## Quick start

1. Open the [profile transfer tool](https://www.thox.ai/demos/thoxemployee/transfer).
2. Choose a source format, then paste instructions or select the supported file.
3. Add a profile name, role, and stable source ID when importing instruction text.
4. Select **Review conversion** and read every instruction and warning.
5. Check **I reviewed the full instructions and removed private information**.
6. Download the reviewed Employee JSON or select **Import into virtual workspace** to rehearse it.
7. To use the hosted demo, download the JSON first, open the [hosted workspace](https://www.thox.ai/demos/thoxemployee), and choose **Employees > Import employee JSON**.

Use public, fictional, or otherwise non-sensitive material. Do not include credentials, private keys, passwords, confidential data, or conversation archives.

## Choose the correct source

| Source option | What to provide | What stays out |
|---|---|---|
| Grok instruction text | Custom instructions or a bot description you own, pasted or supplied as Markdown or text | Account archive and conversations |
| Hermes SOUL.md | One file named `SOUL.md` | Profile archives, configuration, memories, and sessions |
| Pi AGENTS.md | One file named `AGENTS.md` | Other directory scopes; the tool does not discover or merge adjacent files |
| Pi SYSTEM.md | One file named `SYSTEM.md` | Other files or default system behavior; review carefully because this file replaces Pi's default system prompt when placed there |
| Instruction Markdown | Standing instructions you own in a `.md` or `.txt` file | Conversation transcripts and unsupported profile data |
| Employee JSON | A reviewed THOX profile document containing 1 to 25 profiles | Unsupported fields are excluded from the conversion preview |

Supported instruction files must be UTF-8 text, no larger than 256 KiB, and no longer than 6,000 characters per profile. Employee JSON supports up to 25 profiles. Names support up to 80 characters, roles up to 120 characters, and source IDs up to 128 characters.

## Prepare and review a profile

1. Select the source format before choosing a file. Changing the source or input invalidates the earlier review.
2. Paste the instruction text or choose a supported file. For Grok and generic instructions, use `.md` or `.txt`. Hermes and Pi require the exact selected filename.
3. Enter the profile name and role. Choose a stable, unique source ID made from letters, numbers, periods, underscores, colons, or hyphens.
4. Select **Review conversion**. Conversion happens in the browser and does not connect to a source account or make an AI call.
5. Read the source, source ID, role, and full instruction body. Source labels are declarations and do not prove authorship.
6. Remove private information and unwanted behavior. Credential-pattern checks are only a backstop and cannot prove that prose is safe.
7. Acknowledge the review. The download and virtual-import controls remain disabled until you do.

The transfer contains only declared identity, name, role, and instructions. Credentials, tools, permissions, models, skills, routines, memories, and conversations do not transfer.

## Use the virtual workspace

Select **Import into virtual workspace** after acknowledgment. The dynamic visual advances from preparation to review and then to the imported state. The virtual roster lives only in browser memory and disappears when you leave or reload the page. It does not upload data or modify the hosted workspace.

The virtual workspace accepts up to 25 profiles. A source and source ID pair must be unique. If a duplicate is reported, reset the rehearsal or return to the editor, use a different stable source ID, and review again.

### Reverse export

1. Choose an imported profile under **Profile to export**.
2. Choose Grok, Hermes SOUL.md, Pi AGENTS.md, Pi SYSTEM.md, or Instruction Markdown.
3. Select **Review instruction export**.
4. Read the full output and warnings, then check **I reviewed this instruction export**.
5. Select **Download reviewed instructions** and manually place the file in the destination application.

Reverse exports contain human-readable instructions only. They do not connect accounts, configure tools, install an agent, or carry profile identity. Keep the THOX Employee JSON with the instruction file when you need a complete profile round trip.

## Import into the hosted workspace

1. Download `thoxemployee-reviewed-profiles.json` from the transfer review.
2. Open the hosted workspace and select **Employees**.
3. Choose **Import employee JSON** and select the reviewed file. Selecting the file uploads it to the private guest workspace.
4. Review every profile and any replacement choice. An unchanged profile is skipped. An existing changed profile is replaced only when you select its replacement checkbox.
5. Confirm that the raw instructions and replacement choices contain no credentials you want to keep private.
6. Select **Confirm employee import** before the preview expires.

Import saves employee profiles only. It does not start a task, grant a permission, configure a tool, or authorize external action.

## Create and review a hosted task

1. Add a task title and brief or use the fictional example brief.
2. Choose one employee, the first three employees, or a custom handoff order of up to three employees.
3. Create the task. Creating it does not call a model.
4. Read the live AI consent, confirm that the material is non-sensitive, and check the consent box.
5. Open the task and verify that enough calls remain for every selected employee. One employee step uses one call. An explicit retry restarts the whole team and also uses calls.
6. Select **Run live AI** when the control is available. There is no automatic retry.
7. Read each ordered written handoff. When the task reaches review, select **Approve draft** or **Reject draft**. Approval records your decision and performs no external action.
8. Use **Export handoff** to keep a copy. If a later step fails, completed earlier handoffs and prior attempts remain available for review.

### Use View task

In **Recent activity**, **Activity**, or the task audit, select **View task** beside an event. ThoxEmployee opens the matching task, scrolls to its title, and moves keyboard focus to that heading. Selecting **View task** inside the task's own audit returns focus to the current task heading. Use **All tasks** to return to the list.

## Hosted AI consent and limits

The workspace shows **Hosted AI · live** when the live service is configured and **Live calls unavailable** when it is not. A configured-state badge does not guarantee that a specific provider request will complete.

Before a run, ThoxEmployee asks permission to send the task title and brief, selected employee names, roles and instructions, and earlier written handoffs through the THOX-managed hosted inference path. This path uses external infrastructure and model subprocessors and is separate from THOX local runtimes.

The current guest limits displayed in the released workspace are 6 calls per visitor, 18 per network address, and 120 across the demo each day. The tightest remaining limit controls whether a team can run. These are call limits, not a dollar spending cap. Reserved calls, failed calls, and explicit retries remain counted.

Guest workspace access expires after 24 hours. Export anything you want to keep. Clearing or expiring a workspace does not reset call limits or retract content already sent for inference.

## Troubleshooting

| Message or symptom | What it means | What to do |
|---|---|---|
| The AI reached the response length limit | The provider stopped for length or exceeded the accepted handoff size. No completed output was saved for that step. | Narrow the task or shorten employee instructions, then retry explicitly if enough calls remain. The reserved call remains counted. |
| Invalid or incomplete handoff | The response was empty, malformed, used an unsupported completion state, or attempted a tool or function payload. | Review the brief and instructions. Retry explicitly only when calls remain. Earlier completed work stays in the attempt history. |
| Content restriction | The provider refused or filtered the step. | Remove or revise problematic content in the brief or instructions before an explicit retry. |
| Live AI provider could not complete this step | The hosted service rejected, interrupted, timed out, or could not account for the request. | Do not repeat rapidly. Export any completed handoffs, check the availability badge and limits, and retry later when the service is available. No automatic retry occurs. |
| Run button is disabled | Consent is unchecked, the service is unavailable, another run is active, or the tightest remaining quota cannot cover the full team. | Complete consent, wait for the active run, reduce the team, or wait for the displayed reset. |
| File cannot be reviewed | The file is empty, over 256 KiB, not UTF-8, has the wrong extension or exact filename, or contains unsupported JSON. | Save valid UTF-8, select the matching source, and use the required filename. Review again after any edit. |
| Duplicate source identity | The virtual or hosted workspace already has the same source and source ID. | Use a different stable source ID, reset the virtual workspace, or deliberately select the hosted replacement option. |
| View task does not find expected work | The activity may belong to a cleared or expired guest session, or the browser may have stale workspace state. | Refresh the workspace and open the current Activity view. Work from an expired or cleared session cannot be restored from its old activity link. |

## Privacy, ownership, and IP

- The transfer page processes conversion and the virtual rehearsal in browser memory. It does not connect source accounts or request AI generation.
- Importing Employee JSON into the hosted workspace uploads the reviewed profile to the guest session. Hosted tasks, generated text, and review history are guest workspace data.
- Do not submit personal, sensitive, confidential, or credential-bearing material. Credential detection is incomplete.
- Session and network-address digests help enforce limits without storing raw network addresses in the demo quota tables. Hosting and model subprocessors maintain their own operational retention policies.
- THOX names, marks, and website materials remain subject to applicable intellectual property terms. The workspace and transfer conversion retain their stated MIT notices.
- Grok, Hermes, and Pi names identify compatible instruction sources. THOX does not claim affiliation or endorsement.
- Profile import, generated text, HTTP success, and approval never grant execution authority. The demo does not run tools or change external systems.

## Verified production links

| Resource | URL |
|---|---|
| ThoxEmployee hosted workspace | https://www.thox.ai/demos/thoxemployee |
| Profile transfer and virtual demo | https://www.thox.ai/demos/thoxemployee/transfer |
| ThoxEmployee licenses and notices | https://www.thox.ai/demos/thoxemployee/notices |
| THOX privacy notice | https://www.thox.ai/privacy |
| THOX intellectual property terms | https://www.thox.ai/intellectual-property |
| ThoxEmployee resources | https://www.thox.ai/thoxemployee/learn |