Journal Management

The Journal Management section lets admins configure the AI assistants that interact with users during journaling. You can create multiple assistants with different personalities, instructions, and response behaviors.

Viewing assistants

Navigate to Journal Management > Journal Assistants in the sidebar. The assistant list shows each assistant’s name and status:

• Enabled / Disabled — Whether the assistant is available to users.
• Default — The assistant selected by default when users start a new journal entry. Only one assistant can be the default at a time.

Use the search field to filter assistants by name, or the status filter to show only enabled or disabled assistants.

Creating an assistant

Click Add New Assistant to open the assistant form. Fill in the following fields:

• Name — A display name shown to users (max 100 characters).
• Description — A short summary of the assistant’s purpose or personality, visible to users (max 100 characters).
• System Prompt — The instructions that define the assistant’s behavior, tone, and focus areas (max 10,000 characters). This is not visible to users.
• Enabled — Whether the assistant is available for use.
• Answer Mode — Controls how the assistant responds to user messages (see below).
• Set as Default — Marks this assistant as the one selected by default for new journal entries.

Tip

Write the system prompt as if you are briefing the assistant directly. Include the tone, topics to focus on, and any boundaries. For example: “You are a warm, empathetic journaling companion focused on gratitude and positive reflection.”

Answer modes

The answer mode determines when the assistant responds to user messages:

Mode	Behavior
Automatic	The assistant responds to every user message.
Manual Request	The assistant only responds when the user explicitly requests it.
None	The assistant never sends AI responses. Use this for freeform journaling without AI interaction.

Editing an assistant

Click the edit icon on any assistant row to open its form. Update the fields as needed and click Save. Changes do not take effect for users until you publish them (see below).

Testing an assistant

Click the test icon on any assistant row to open a sandbox chat dialog. This lets you have a conversation with the assistant using its current system prompt, without affecting any user data.

Use this to verify that the assistant’s tone, focus, and behavior match your expectations before publishing changes.

Note

The test dialog uses the assistant’s system prompt and AI model in a temporary session. Messages are not saved.

Publishing changes

After creating, editing, or removing assistants, click Publish Changes at the top of the page. This clears the cached assistant list so all users see the updated configuration.

Caution

Until you publish, users continue to see the previous assistant configuration. Always publish after making changes.

Deleting an assistant

Click the delete icon on an assistant row. A confirmation dialog appears before the assistant is removed.

An assistant cannot be deleted if it has already been used in journal entries. This protects the integrity of existing journal data.

Default assistant rules

• Only one assistant can be the default at a time. Setting a new default automatically unsets the previous one.
• The default assistant must be enabled. Disabling an assistant automatically removes its default status.
• Enabling the default toggle on a disabled assistant automatically enables it.

Related topics

• Journaling — How the journaling system works from the user perspective.
• Backoffice Overview — Full list of Backoffice sections.