Manuals

Keep all your manuals up to date in one place and easy to access from anywhere.

Right at the finger tips when needed

Give your employees instant access to guidelines, policies and instructions when they need it.

 

Example of manuals

Here are some common examples of manuals and guidelines you can keep online.

• Staff Manual
• Safety manuals
  
• Social media guidelines
• GDPR Policies
• Service Manuals
• Operational guidelines
• IT Systems

Before you begin

• In order to create a manual, you need to have the permission added to your  role.
• Manuals for the entire organization, should always be created by a person from the top unit (A) as it ensures that the handbook can be shared with the entire organization.
  

• Manuals can also be created at lower levels within your organisation, as long as local management is granted the appropriate permissions based on their assigned roles.
  
  

Sharing settings

1. Enter Manuals, and click the icon "+ New Manual" in the top-right corner.
   
   
2. A window pops up where you to enter sharing details.
   1. Give the manual a name
   2. If you have set up Categories, you can choose one from the list
   3. Add a cover image
      
   4. Make sure that the manual is shared with the right  people
      
      Units
      When you are creating a handbook you decide which units should be able to read it. You can choose all units by picking the top unit and click "include subunits" on it. Similarly, choose "include subunits" on a specific region to select all units in that region. Alternatively, you can pick individual units from the drop down menu.
      
      Roles
      Now its time to choose the roles, from the units, who should be able to read it. If you want all roles in the selected unit(s) to see it, simply click the drop down menu, and "select all" in the box. Alternatively,  you choose selected roles in the list.
      
      Users
      You can choose to share the manual with individual users and choose whether they should be able to edit, or only view the manual. By default, only users in your unit with permission to manage manuals can edit the manual, this setting can be used to give users in subunits permission to edit.

               

Finding your new handbook

1. Head into your new handbook by navigating to the top bar, and click "drafts".
   
2. From here you will find the cover of the new handbook and you can simply click it to enter the handbook.

Adding chapters & content

The name of the manual will by default be the title of your first chapter. You can edit the chapter (1) and write an description of the manual or add an image to make it look more welcoming. 

Click "New chapter" (2) to begin a new chapter. In addition to naming it, you can choose to limit access to it, in case it should not be visible to all the roles the manual is shared with.

 

Add videos in a manual

Videos that you upload will automatically be embedded and playable directly from the manual.

You can also link to videos from Youtube, Vimeo and Dream Broker. 

• Pasting a link in directly in the chapter will only include the link
• If you wish to show a preview of the video, click the video icon and paste the video URL there
  

 

Once your manual is ready to be published, click Publish (3). It will now be available to the people covered by your sharing selection.

Settings

To access chapter settings, hold your cursor over a chapter and click the three dots. Here you can:

• Rename the chapter
• Limit access to the chapter
• Duplicate chapter
• Reorder chapters
• Delete the chapter

To access the manual settings, click the three dots in the top right. Here you can: 

• Change the sharing settings and the name of the manual
• Duplicate the manual (find the copy in "Drafts")
• Unpublish a published manual (the manual gets moved to "Drafts")
• Download the manual as a PDF file
• Delete the manual

Remember that if you delete the handbook, it is irreversible.

 

Tips & Tricks

• Published manuals are sorted by publishing date
• All the text in your manuals is searchable, making it easy to find any content collected in them. 
• We encourage you to make use of images and videos in the manuals. Use them for video instructions, gather webinars or just support your text with images.