Successfully Rolling Out Waybook & Driving Team Engagement
A well-organized knowledge base only delivers value when your team actively uses it. Successfully rolling out Waybook means more than just adding documents—it’s about fostering a culture of knowledge sharing, setting clear expectations, and integrating Waybook into your team’s daily workflow. This guide will help you ensure a smooth launch and long-term engagement.
The Importance of Team Engagement
Without buy-in from your team, even the best knowledge system can go underutilized. A well-adopted Waybook means fewer repetitive questions, streamlined onboarding, and a central place for crucial information. With the right rollout approach, you’ll build a habit of knowledge-sharing that scales with your business.
By the end of this module, you’ll be able to:
Effectively introduce Waybook and communicate its benefits
Structure Learning Paths to guide users through key topics
Add team members and assign relevant permissions
Define engagement expectations to ensure consistent usage
Integrate Waybook into existing workflows for seamless adoption
Promote self-sufficiency with powerful search and AI-assisted support
Communicating the Value of Waybook
To drive engagement, start with a compelling reason why your team should use Waybook. Consider framing it in terms of their day-to-day challenges, using real-life scenarios to show how Waybook will solve common inefficiencies like:
Eliminating Repetitive Questions – Provide answers before they need to be asked
Accelerating Onboarding – Make new hire training structured and efficient
Ensuring Consistency – Keep critical processes documented and accessible
Empowering Team Members – Give your team the confidence to find the information they need, when they need it
Structuring Learning Paths & Assigning Training
Before adding your team, create Learning Paths to provide structured guidance on the most important topics.
Organize essential documents into Learning Paths tailored to different roles
Assign Due Dates to keep users on track
Make use of Completion Requirements to ensure accountability
How to create a Learning Path
To create a pathway for your team members, follow these steps:
In edit mode, select Learning Paths in the left-hand menu
Press the + New Learning Path button at the bottom of this menu
Give your path a name and add a brief description for your team
Add Documents to your Learning Path and rearrange them into the order you want your team to complete them in
Make sure all of your Documents are published so they're visible to your team
Go to your Learning Path's access settings and add Member Groups or specific members
When you're ready, activate your Learning Path and share it with your team
🚀 Activation Challenge:
Assign an introductory Learning Path to new users, ensuring they get started with key content immediately. Learn more about enabling Completion Requirement here.
Adding Team Members & Setting Permissions
Once Learning Paths are structured, bring your team into Waybook with the right access:
Navigate to your Members page
Click Add New Team Members and add the name and email address of each team member you want to invite
Choose the role that best suits their responsibilities and add them to any relevant Member Groups
Click Send Invite. Your team member will receive an email with a link to join your team's Waybook.
Before inviting your team to Waybook, communicate the value it brings. Setting clear expectations ensures a smooth rollout and drives adoption of your new single source of truth.
✨ Quick Win:
Assign Document Ownership to key team members to reinforce accountability and continuous updates.
Setting Clear Engagement Expectations
Waybook adoption is most effective when expectations are clear from the start:
Learning Paths and Due Dates – Define which Documents are essential and when they should be completed. Learn more about Learning Paths and Document Due Dates in our help center.
Permissions & Roles – Ensure appropriate access levels for editing, reviewing, and reading. Learn more about permissions and roles here.
Accountability Measures – Check-in regularly and use progress tracking to keep engagement high. We'll cover this in the next module! ✨
Embedding Waybook Into Everyday Workflows
To make Waybook a natural part of your team’s routine, integrate it where they already work:
Slack & Microsoft Teams – Share knowledge straight from Waybook and make your knowledge and SOPs accessible where work happens
Browser Extension – Enable instant access to information within your browser
Mobile App – Keep training and knowledge documents at your team's fingertips
QR Codes – Instantly access key information and SOPs where and when your team needs them
🚀 Activation Challenge:
Integrate Waybook with either Slack or Microsoft Teams, then share a relevant Waybook Document with your team today and encourage feedback or discussion.
Encouraging Self-Sufficiency with Search & AI Assistance
Rather than answering the same questions repeatedly, empower your team to find information independently:
Powerful Search – Help users quickly locate specific Documents
Waybook Ask – Leverage AI-powered search for instant answers
✨ Quick Win:
Challenge your team to use Waybook’s search tool to find an answer to a common question and share their experience.
Ready to Roll Out Waybook?
By now, you’ve laid the foundation for a successful rollout. A well-structured Waybook keeps knowledge accessible, enhances efficiency, and ensures long-term adoption across your team.
Next, we’ll dive into Measuring Success & Optimizing for Long-Term Adoption by tracking performance and refining your knowledge base in Waybook.
Need support? Schedule a call with our Customer Success Team or connect with your Account Manager for a tailored implementation plan!