Create Smarter, Not Harder
You've mapped out your structure. Now it's time to fill it.
The goal here isn't to become a full-time writer. It's to get what you already know out of inboxes, old PDFs and people's heads, and into something your team can follow. Waybook gives you four ways to do that, and none of them start with a blank page.
Four ways to build your knowledge base
Import
If you already have documentation, bring it in. Waybook doesn't just store your files - it turns them into structured, searchable content your team can complete. Import supports Word documents, PDFs, PowerPoint presentations, and Markdown files.
How to import documents
From the New Step menu or within Create, select Import.
If you're importing from within Create, select the subject where the imported content should be added.
Choose a file from one of the available sources, or drag and drop your document into the uploader.
Once uploaded, edit the document directly in Waybook.
š” Waybook Tip
Import one file first and open it before you bring the rest across. Check how it reads once Waybook has structured it, and use Split Step to break long sections into clear actions. Once one file lands the way you want it, the other twenty will too.
AI Writer
The hardest part of documentation is the blank page, and the AI Writer removes it. Describe what you need and it writes a first draft in the right format, ready to edit.
How to use the AI Writer
Open Create from the left-hand menu and select AI Writer, or choose AI Writer when populating a new document or step.
Choose a document type so AI writes in the right format from the start.
Enter a brief description of the document you need.
Submit and let the AI Writer generate your content.
Request edits or refinements as needed.
Once you're happy, choose a Subject to save it to, or attach it to the current document.
Customize it further by splitting it into steps, inserting images, or embedding media.
Waybook comes with five document types ready to go - General, SOP, Procedure, Policy and Resource - and each one carries a built-in prompt that tells AI how to structure that kind of content. Admins can fine-tune those prompts or add their own types in Settings > AI, along with your preferred tone of voice and language. Creating documents effortlessly with AI covers all of it.
š” Why write it here rather than somewhere else
A draft written in a general AI tool still has to be tidied up, formatted and pasted in, and every person doing it makes slightly different choices.
Writing in Waybook means your document types, tone of voice and language are applied every time, by everyone. The output lands straight into the right Subject as steps you can publish, assign and test - so the draft arrives finished, not halfway there.
š” Waybook Tip
Already have a rough draft? Paste it into a step and use AI Actions to fix grammar, simplify the language, or turn a paragraph into a clear process.
Waybook Shots
The fastest way to document a digital process is to do it. Waybook Shots is a browser extension that captures your screen as you work, generating screenshots and captions for every click.
How to use Waybook Shots
Click the Waybook Shots icon in your browser's top-right corner.
Choose what to capture: a specific tab, window, or your entire screen.
A sidebar appears - click Start Recording.
Work through the process you want to document.
Click Finish Recording in the sidebar when you're done.
š” Waybook Tip
You can also bring Shots from your Library into an existing Document by selecting Shots from the New Step menu.
Document Templates
For standard business processes, you don't need to start from nothing. Our library of Document Templates gives you a best-practice starting point.
How to use Document Templates
Click Create in your left-hand edit menu.
Select Templates at the bottom of the creation options.
Browse both the Waybook Template Library and your Internal Templates.
You'll also see the option to build from a template whenever you create a blank document.
Formatting for engagement and clarity
A few touches turn static text into something people actually work from:
Slash commands: type
/anywhere to add checklists, images, or callout boxes without breaking your flow.Rich media embeds: bring content to life by embedding Loom videos, Google Sheets, or slide decks directly into your steps.
Tests: once your content is ready, add a test so you know the knowledge has landed. We'll cover this in more detail in Module 4.
For complex tasks, try a video-first approach. Record a quick screen share and embed it at the top of the Document. It adds a human touch and makes the written steps much easier to follow.
Keep the quality bar in sight
Whichever way you build, hold each Document to the same three tests:
One outcome: does it cover one process from start to finish?
Accountable: is it clear who's responsible for keeping it right?
Verifiable: could you add a Confirmation Step or a Test to check it's understood?
š Activation Challenge
Import your five most-used processes. Start with one, check it reads clearly, then bring the rest across and publish them.
Ready to fill your Waybook?
Progress beats perfection. Even if you only import one document or capture one workflow with Shots today, your team has something to work from tomorrow.
In Module 3: Building Collaboratively, you'll bring your team in so you're not building the whole thing yourself.
Working through Guided Implementation? Your Account Manager can migrate your existing content with you as part of your build plan.
Building it yourself and want a hand? Guided Implementation includes migration support and live workshops. Our support team can talk you through it.