From Library to Lifestyle
You’ve done the hard work of centralizing your knowledge. But a knowledge base is only valuable if your team trusts it as their first port of call.
Rolling out Waybook isn’t just a one-time announcement; it’s about shifting your culture from 'Ask a Manager' to 'Search the Waybook. In this penultimate module, we’ll show you how to lead a launch that sticks.
Communicating the Value
Before the first invite hits an inbox, your team needs to know what’s in it for them. If they think this is just 'more work', they’ll ignore it. If they think it’s their shield against frustration, they’ll embrace it. Frame the rollout around these four wins:
Stop the 'Quick Question' Cycle: End the constant interruptions that break everyone's focus.
Onboard with Confidence: New hires get a clear map, so they aren't left feeling lost or constantly leaning on colleagues for basic info.
Stop Hunting for Files: No more digging through messy shared drives or buried email threads to find the latest version of a document.
Work with Autonomy: Give your team the tools to find answers and make decisions without needing to wait for a manager's reply.
Learning Paths
Don’t just dump your team into a library and hope they find what they need. Learning Paths let you structure your Waybook content into custom onboarding and training journeys - helping your team learn in the right order, at the right time.
This ensures essential knowledge is delivered clearly and consistently, improving engagement and retention from day one.
How to create a Learning Path
In edit mode, select Learning Paths from the left-hand menu
Click + New Learning Path
Name your path and add a brief description
Add Documents and arrange them in the desired sequence
Ensure all Documents are published
Set access permissions by choosing member groups or individuals
Activate your Learning Path and share it with your team
💡 Waybook Tip
Assign Due Dates to your Learning Paths to create a sense of priority and momentum during the rollout.
Integrating Waybook into Your Daily Work
A knowledge base only works if it's easier to use than the alternative. To make Waybook a 'Single Source of Truth', you have to bring the knowledge to where the work is already happening.
In the Chat: Use Slack and Microsoft Teams integrations to bridge the gap between conversation and knowledge. Drop a Waybook link to answer questions immediately, reinforcing the 'Search First' habit without leaving the chat.
In the Browser: The Waybook Extension keeps instructions one click away from any browser tab for those deep-work moments.
In the Physical World: QR Codes put the 'how-to' exactly where the 'doing' happens - whether on a piece of equipment or at a warehouse station.
Permissions & Access
Once your Learning Paths are structured, it's time to bring your team into the fold. A successful rollout requires a balance of relevance (seeing the right things) and confidence (knowing they can't break anything).
Invite the Team
Navigate to your Members page and click Add New Team Members. Add the names and emails of those you're ready to invite. Before clicking Send, take a moment to define their role:
Member Types: This defines what a user can do (e.g., Admins manage settings, Authors create subjects, and Readers simply view content).
Member Groups: This defines what a user can see. Instead of managing people one by one, organize your team into groups like 'Sales' or 'Marketing'. This ensures that when they log in, their Waybook is already tailored to their specific role.
Set Clear Expectations
When you click Send Invite, your team will receive an email to join. Use this moment to reinforce the value - letting them know that this is now the single source of truth for the company.
✨ Case Study
Prime Property Management achieved a 90% utilization rate by refusing to live in two worlds. Their Head of Operations, Molly, built a solid library, held live demos, and then removed all old documents from Google Drive entirely. By closing the old door, she made Waybook the only source of truth. The team didn't have to choose which system to trust - there was only one
🚀 Activation Challenge
Launch your first Path. Build one 'Company Essentials' path, assign it to a Member Group, and set a Due Date for the end of the week.
Pre-Launch Complete
The engine is built, the access is set, and the crew is invited. Now that the team is inside, the real growth begins. Go ahead and activate your first Learning Path.
In Module 5: Measuring Success & Optimizing, we’ll show you how to use your data to spot gaps and keep your Waybook growing.
Need help crafting your internal launch message? Reach out to your account manager or schedule a free implementation session. We can help you frame the rollout in a way that gets your team excited to jump in!