Build a Stronger, More Scalable Knowledge Base Together
Building a strong knowledge base is key to scaling your business—but you don’t have to do it alone.
Without effective collaboration, knowledge becomes siloed, onboarding slows down, and teams waste valuable time searching for answers instead of executing tasks efficiently.
Waybook makes it easy to assign responsibility, gather feedback, and keep information up to date—so your team always has what they need, when they need it. The more you involve your team, the faster you can document processes, share knowledge, and scale effectively.
✨ Don’t worry if this feels like a lot—we’ll guide you step by step. By the end, your team will be contributing seamlessly, and you’ll have a well-structured, collaborative knowledge base.
By the end of this module, you’ll know how to:
Assign permissions to control who can edit, publish, and view content.
Invite collaborators to contribute to your knowledge base.
Delegate document creation and streamline reviews to ensure quality and accuracy.
Let’s explore how you can collaborate effectively in Waybook.
Setting Up Permissions & Ownership
One of the biggest blockers to scaling knowledge effectively is unclear ownership—who can edit, approve, or publish? Without clear roles, teams get stuck waiting for approvals or struggle with outdated information.
Waybook’s permissions system ensures that the right people have the right level of access, eliminating bottlenecks and keeping knowledge up to date.
Key Permissions & Roles
Role | What They Can Do |
Admins | Full control, including permissions management |
Managers | Create, edit, and collaborate on content, including permissions management |
Authors & Contributors | Create, edit, and collaborate on content |
Readers | View and engage with published content |
Access Levels
🔹 Publish – Users can edit and publish content.
🔹 Edit – Users can draft and modify content but not publish.
🔹 Read – Users can view content but cannot make changes.
🔹 No Access – Users won’t see the document at all.
✨ Quick Win:
Invite your first team member to start building your Waybook collaboratively. Follow this guide to get started!
🚀 Activation Challenge:
Think about a recent time when a team member couldn’t find key information. Invite them to Waybook and assign them as an Owner of a key Document—so when someone asks, "Who’s responsible for updating this?", the answer is clear.
Reviewing & Refining Content
Collaboration doesn’t stop at content creation—it extends to reviewing, refining, and approving knowledge to keep it accurate and actionable.
Tools for Reviewing Documents
Comments & Activity – Leave comments directly on Documents for feedback, discussion, and collaboration.
Step Revisions – Track changes at the Step level to ensure clarity and improvement.
Approval Process – Require specific team members to approve Documents before they are published.
🚀 Activation Challenge:
Open a Document, leave a comment tagging a team member, and request feedback to start a review process. This keeps documentation evolving and prevents outdated knowledge from slowing down your team.
Managing Content at Scale
As your company grows, so does your knowledge base. Without a structured way to track ownership and updates, documentation can quickly become outdated.
Waybook’s Document Manager helps you stay in control by filtering, organizing, and tracking approvals—so nothing slips through the cracks.
How to Stay Organized
Use filters and search to quickly find Documents.
Check approval or review status to see which Documents need your attention.
Reassign Document Owners and Editors as your team evolves.
🚀 Activation Challenge:
In the Document Manager, assign an Owner to a document needing approval. Then, request an update via the Activity view.
💡 Case Study:
ContainerPort Group streamlined collaboration by building a structured, centralized Waybook. Teams worked more efficiently, and knowledge sharing became seamless.
Ready to Start Collaborating?
Now that you've set up your Waybook, it's time to bring your team on board and start building collaboratively. The sooner you involve key contributors, the stronger and more effective your knowledge base will be.
In the next module, we’ll explore Rolling Out Waybook & Getting Your Team Engaged, so you can drive adoption, encourage usage, and ensure your team embraces your knowledge base as a daily resource.
Need extra support? Reach out to the customer success team or connect with your dedicated Account Manager—we’re here to help!