FlowHopA 30-minute team training session
Most people don't need a long course – they need to know where the guides are, how to follow one, and what to do when something looks different. This plan fits a team meeting.
Before the session: have your first guides ready (see the checklist below), and send them as a link, PDF or web page so everyone can open them on the day.
| Time | What happens |
|---|---|
| 0–5 min | Why we're doing this. Which tasks now have guides, and the problem they solve – fewer “how do I…?” questions, the same steps for everyone. |
| 5–10 min | Show one guide. Open a real guide on screen and follow it together. Point out the bold button names, the outline on each screenshot, and the tips. |
| 10–20 min | Everyone tries one. Each person follows a guide in the system themselves (a test system if you have one). Walk around or keep a call open for questions. |
| 20–25 min | Where guides live and how updates arrive. Show where the latest versions are kept and what an update email (and reel, if you use them) looks like. Explain how to confirm they've read it, if you ask for that. |
| 25–30 min | Questions and feedback. Agree how people report a guide that's out of date, and who owns each guide. Hand out the one-pager below. |
Rollout checklist
- Pick your top 5 tasks. Start with the questions you answer most, the tasks people get wrong, and what new starters need in week one.
- Record them. One task per guide, done the normal way. Tidy the wording and add tips where people usually get stuck.
- Review them. Ask someone who doesn't know the task to follow each guide. Check every screenshot for personal or confidential information and blur it.
- Issue them. Give each guide an owner and save it where people already look – a shared drive, your intranet or Teams.Business makes this easier: document IDs, owners and versions with “What's changed” built in.
- Tell the team. Send the announcement email below, then run the 30-minute session.Business makes this easier: Tell your team prepares the email with the PDF ready to attach, and a short reel people actually watch.
- Schedule reviews. Pick a review date for each guide – every 6 or 12 months, and after any system release.Business makes this easier: review reminders on the FlowHop icon, and Update all refreshes every guide that uses a changed screen.
How to follow a FlowHop guide
A guide shows you how to do a task one step at a time, with a picture of the screen for each step.
- Open the guide your manager sent you – a link, a PDF, a Word document or a web page.
- Open the system in another window or on another screen, so you can see both.
- Do one step at a time. Read the step, find the button or box in bold, and look at the picture. The outline shows where to click.
- Read the tips. They warn you about the parts people often get wrong.
- Screen looks different? Stop. Check you're on the right page. If it still doesn't match, tell the guide's owner – the system may have changed.
- Got a .flowhop file? Install FlowHop (free) in Chrome or Edge, open its Library, choose Import a shared guide, then press ▶ Play. FlowHop highlights each button for you on the real website.
Questions about a guide: ask ______________________________
Latest guides are kept at: ______________________________
Announcement email for managers
Copy it, fill in the [brackets] and send it from your own email.
Tips for keeping guides current
- Give every guide an owner. One named person who updates it and answers questions about it.
- Check guides after every release. Ask the system's owner for release notes and look at the guides that use those screens.
- Record on the test system before go-live, so guides are ready on day one.
- Keep one home for the latest versions and remove old copies, so nobody follows an out-of-date guide.
- Tell people what changed, not just that something did. One or two lines – or a short video – is enough.
- Make reporting easy. A named contact or a Teams channel for “this guide doesn't match”.
With Business, much of this is built in: Update all refreshes every guide that uses a changed screen, change reels show what changed in 30 seconds, Tell your team prepares the email, and clean screenshots and review reminders help with test systems and review dates.
Staff FAQ
Do I need to install anything?
No, not to read a guide – PDFs, Word documents and web pages open as normal. You only need FlowHop (free, for Chrome or Edge) if you're sent a .flowhop file and want it to highlight each button for you with ▶ Play.
What if the screen doesn't match the guide?
Check you're on the right page first. If it still looks different, the system has probably changed – tell the guide's owner so it can be updated.
Does FlowHop track what I do?
No. FlowHop has no servers and doesn't track who opens or reads a guide. If your manager adds a “Confirm you've read this” button, it opens your organisation's own form, and only that form records your answer.
How do I know I have the latest version?
Use the guides from [where the guides are kept]. Updated guides show a version number and, where your team uses it, a “What's changed” section.
Can I suggest an improvement?
Please do – tell the guide's owner. If a step confused you, it will confuse someone else too.