A well-organized Waybook makes knowledge easy to find and use. Your content is structured into Categories, Subjects, Documents, and Steps - creating a clear hierarchy that helps your team navigate information efficiently.
Getting your structure right from the start saves time and ensures your knowledge base grows logically as your business evolves.
Understanding Waybook's Structure
Categories: Top-level organization (like major business areas)
Subjects: Groups of related documents (like departments or processes)
Documents: Individual guides, procedures, or resourcesSteps: The actual content within each document
This hierarchy creates intuitive navigation paths - from broad topics down to specific actionable information.
Choosing a Structure That Works for You
When setting up your Waybook, aim for a structure that aligns with how your team actually works:
Mirror Your Current System: Align with your existing digital or physical filing system to ensure smooth adoption
Organize by Departments: Create Subjects for each department (HR, Operations, Marketing) and group related documents within them
Focus on User Needs: Structure content around common tasks and workflows your team performs regularly
Keep Names Clear: Use descriptive, consistent naming conventions that make content easy to find
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.