A well-organized Waybook makes knowledge easy to find and use. Getting your structure right from the start saves time and ensures your knowledge base grows logically as your business evolves.
Here's the simple rule: Documents hold knowledge. Steps break it down. Subjects and Categories organize where they live.
Understanding the Building Blocks
Documents
Documents are the main unit of knowledge in Waybook - the thing someone can read, understand, and be accountable for. Each document should explain one complete process, policy, or guide from start to finish.
Common document types:
SOPs (Standard Operating Procedures) - Explain how something is done, step by step (e.g., Customer Onboarding SOP)
Policies - Outline rules or standards people must follow (e.g., Expense Reimbursement Policy)
Guides - Provide knowledge or context people refer to (e.g., Brand Voice Guidelines)
It's a document if:
It explains one process, policy, or knowledge area completely
One person or role can be responsible for it
You could assign, test, or sign off on it individually
Someone could complete it and confidently say "I know how to do this"
Steps
Steps are the building blocks inside a document - the individual actions or instructions that make up the full process.
Ask yourself:
Does this describe something someone can do?
Would it make sense as a checklist item or short section?
Could a new team member read it and act immediately?
Subjects
Subjects are folders that group related Documents together. They organize your knowledge by theme, team, or workflow, and are where you manage permissions and reporting.
Ask yourself:
Do these Documents serve the same goal or topic?
Would you ever need to report on or assign them together?
Should the same group of people have access or stay up to date?
Categories
Categories are the highest level - broad labels for groups of subjects. They're optional but useful in larger companies to mirror your organizational structure. Categories don't contain content or permissions; they're purely for navigation.
For smaller teams, a single "Company Library" Category works perfectly. Only add Categories when they genuinely help people find things faster.
Two Ways to Build Your Structure with AI
Option 1: AI Structure Templates (Recommended for New Waybooks)
Build an entire structure from scratch using our comprehensive AI assistant:
Navigate to Templates > Structure Templates and toggle to AI
Describe your business, industry, and key departments
Let AI generate a complete organizational structure
Review and customize the suggested Subjects and Documents
Apply the structure to your Waybook
This approach is perfect when starting fresh or completely reorganizing your knowledge base.
Option 2: Document Suggest (Great for Adding to Existing Structure)
Use Document Suggest when you want to enhance your current organization:
Click the Lightning Bolt icon in the bottom left of your Waybook
Brief Waybook's Document Suggestor with information about your business
Click Generate Suggestion to see AI-generated document ideas
Review and customize suggestions to match your needs
Request changes or provide more details to refine recommendations
Click Add to your Waybook when satisfied
Document Suggest works best for expanding established structures by adding new Subjects and Documents.
Best Practices for Structure Success
Start Simple: Begin with broad categories and refine as your content grows
Think Long-term: Consider how your structure will scale as you add more content
Test Navigation: Ensure new team members can find information intuitively
Regular Reviews: Audit your structure periodically as your business evolves
💡 Waybook Tip: As your Waybook grows, you may need to separate documents into more specific subjects. Starting with department-based organization provides a solid foundation that's easy to expand.
Need help structuring your Waybook for maximum impact? Our team can guide you in building a structure that works best for your business, ensuring your knowledge is well-organized and easy to navigate.
Get in touch with our customer success team to refine your setup and create a seamless implementation plan for your team.