Create Smarter, Not Harder
You’ve mapped out your structure - now it’s time to fill it. Most businesses struggle with knowledge decay, where valuable processes are buried in old emails, outdated PDFs, or scattered shared drives that no one trusts.
The goal here isn't to become a full-time writer; it's to become an architect of your company’s knowledge. In this module, we’ll explore how to use Waybook’s smart tools to capture what you know and turn it into something your team can actually follow.
Four Ways to Build Your Knowledge Base
Import
Imagine you’re about to onboard a new hire. Instead of hunting through old files, you can bring your existing documentation into Waybook in seconds. Waybook doesn't just host these files; it transforms them into structured, searchable content.
How to Import Documents
From the New Step menu or within Create, select Import.
If using Import from within Create, select the subject where the imported content should be added.
Choose a file from one of the available sources or simply drag and drop your document into the uploader.
Once uploaded, edit the document directly in Waybook.
💡 Waybook Tip
Use the Split Step tool after importing to break down long walls of text into digestible actions.
AI Assistant
Skip the hardest part of documentation - the blank page. Waybook’s AI acts as your first draft assistant, moving you from idea to action in seconds.
How to Use the AI Document Assistant
Open Assistant from within Create, or select AI Writer when adding a new step to a document.
Enter a brief description of the document you need, adding any source files that help provide important context.
Press send to let Waybook’s AI Writer generate content.
Request edits or refinements as needed.
Once satisfied, choose a Subject to add it to or attach it to the current document.
Further customize your Document by splitting it into steps, inserting images, or embedding media.
Source Files are unstructured information files, like meeting notes, drafts, or manuals, that provide additional context to guide your AI Assistant. Waybook's AI Assistant will work to help you turn this information into knowledge your team can trust.
💡 Waybook Tip
You can use AI Actions to instantly simplify complex language, fix grammar, or turn paragraphs into clear checklists.
Waybook Shots
The fastest way to document a digital process is to simply do it. Waybook Shots is a browser extension that captures your screen as you work, automatically generating screenshots and captions for every click.
How to use Waybook Shots
When you're ready to document a process:
Click the Waybook Shots icon in your browser's top-right corner
Choose what to capture: specific tab, window, or entire screen
A sidebar appears - click Start Recording
Execute the process you want to document (Waybook Shots captures everything automatically)
Click Finish Recording in the sidebar when done
💡 Waybook Tip
You can also import Shots from your Library into an existing Document, by selecting Shots from the New Step Menu.
Document Templates
You don't need to reinvent the wheel for standard business operations. Our library of Document Templates provides you with a best-practice starting point for recurring processes.
How to use Document Templates
When creating a Blank Document, you'll see the option to build from a Template, or:
Click Create in your left-hand edit menu
Select Templates at the bottom of the creation options
Browse both Waybook Template Library and your Internal Templates
💡 Waybook Tip
Create Internal Templates for easier delegation. By setting a Standard Operating Procedure template, you can ask team members to document their own workflows without worrying about inconsistent formatting or missing details.
Formatting for Engagement & Clarity
To ensure your team actually reads and retains your knowledge, use these visual elements to move from static text to active training:
Slash Commands (/): Type
/anywhere to quickly add checklists, images, or callout boxes without breaking your writing flow.Rich Media Embeds: Bring your content to life by embedding Loom videos, Google Sheets, or training slide decks directly into your steps.
Interactive Tests: Once your content is ready, let the AI generate quiz questions to ensure your team understands the material.
We recommend a video-first approach for complex tasks. Record a quick screen-share (like a Loom) and embed it at the top of a Document. It adds a human touch and makes the written steps much easier to follow.
Reinforcing 'Completion-Ready' Documents
When using the tools above, keep the completion-ready pillars in mind to ensure your single source of truth stays high-quality:
One Outcome: Does this document cover one specific process from start to finish?
Accountable: Is it clear who is responsible for this knowledge?
Verifiable: Have you added a Confirmation Step or a Test to ensure the knowledge has been transferred?
🚀 Activation Challenge
Pick one existing PDF or Word document your team uses. Import it into Waybook now. Use the Split Step tool to break it into three clear actions, then hit Publish.
Ready to Fill Your Waybook?
Progress is better than perfection. Even if you only import one document or capture one workflow with Shots today, you’re one step closer to a fully functional operating system.
In Module 3: Collaborating & Delegating, we’ll show you how to get your team involved so you don’t have to build the whole Waybook yourself.