Digital instructions and software adoption
The right way to work, exactly where the work happens.
Instructly helps organisations turn knowledge, processes and software workflows into clear visual instructions. Employees and customers receive step-by-step guidance through QR codes, links, apps or directly within their digital working environment.
Knowby implementation, content creation, onboarding and ongoing support for organisations in Belgium, the Netherlands and across Europe.
Trusted by organisations around the world
Knowby is used by organisations across a wide range of sectors, from luxury and food and beverage to manufacturing, infrastructure and logistics.
Featured in Smart Industry: how ASI Soest safeguards craftsmanship with digital work instructions.
The challenge
Most processes explain what needs to happen, but not how to do it.
Important knowledge is often scattered across Word documents, PDFs, videos, software manuals and the minds of experienced employees. As a result, onboarding takes longer, experts are constantly interrupted and tasks are performed inconsistently.
Knowledge disappears
Experienced employees retire or change roles while their practical knowledge has not been adequately captured.
Onboarding takes too long
New employees require extensive personal guidance before they can work independently.
Instructions are not used
Long documents and complex process flows are difficult to consult while performing a task.
Software is not fully adopted
After an ERP, CRM or Digital Workplace implementation, users may understand what is changing without knowing exactly how to complete their daily tasks.
Language differences cause errors
Verbal explanations and written documents do not work well enough for international and multilingual teams.
Improvements are difficult to measure
Organisations lack insight into which instructions are being used, where people encounter difficulties and where processes can be improved.
The technology or procedure is rarely the biggest problem. The real challenge is consistent execution and adoption.
The solution
Turn every task into a clear visual workflow.
Knowby is an Enterprise Guidance Platform that helps organisations turn processes and knowledge into short, visual, step-by-step instructions. Combine text, images, short videos and screen recordings, and make every instruction available exactly where it is needed.
- 1
Capture
Record a task, procedure or software workflow using video, images, PDFs, text or screen recordings.
- 2
Convert
Turn it into a clear step-by-step instruction. Use existing content or accelerate creation with AI.
- 3
Share
Make instructions available through a QR code, link, app, embedded iFrame or existing digital working environment.
- 4
Improve
Update a single step without recreating the entire instruction. Collect feedback and execution data to continuously improve processes.
One current source of truth for everyone, at every location and in every supported language.
Forms
Turn every instruction into a source of insight.
Add form fields to any step of a Knowby instruction. Confirm checks, collect measurements, select outcomes and upload photos—right where the work happens.
Impact
Less searching and explaining. More correct execution.
Faster onboarding
New employees can perform tasks independently sooner.
Less dependence on experts
Experienced employees no longer need to explain the same procedures repeatedly.
Consistent quality
Everyone follows the same current procedure, regardless of location, experience or role.
Fewer errors and less downtime
Visual instructions help users perform complex tasks correctly.
Better software adoption
Users receive practical guidance for their daily ERP, CRM and Digital Workplace tasks.
Multilingual support
Instructions can automatically be made available in more than 140 languages.
Simpler compliance management
Manage versions, approvals and completion from one central environment.
Continuous improvement
Collect feedback and data to identify bottlenecks and improvement opportunities.
ERP and software adoption
A software implementation only succeeds when people can use it.
Communication and traditional training are important, but they are not enough. Following go-live, employees still need to know where to click, what information to enter and which procedure to follow while performing their daily work.
Instructly helps organisations turn software workflows into short, visual how-to guides that users can consult independently.
- ERP implementations and upgrades
- SAP, Microsoft Dynamics 365, Oracle and IFS workflows
- CRM adoption
- Digital Workplace onboarding
- Microsoft 365 and SharePoint
- HR, finance and procurement software
- New internal applications
- Process changes following a system update
Example instruction
How do I create a service case?
- 1Open the Customer Service workspace.
- 2Go to 'Cases'.
- 3Create a new case.
- 4Enter the customer and case details.
- 5Save and assign the case.
Knowby complements traditional e-learning and change communication with practical guidance at the moment someone is performing the task.
Before go-live
- Build instructions for critical processes.
- Involve key users and process owners.
- Make new ways of working tangible.
During go-live
- Give employees immediate access to how-to guides.
- Reduce pressure on key users and the helpdesk.
- Update instructions quickly when processes change.
After go-live
- Support new employees.
- Reinforce the intended way of working.
- Measure usage, feedback, helpdesk tickets and onboarding time.
Change management does not end with communication. Knowby makes change executable in daily work.
Discuss your software projectComparison
The alternative is not another tool — it is standing still.
Documentation
Today: Scattered PDFs, Word files and videos
With Knowby: One searchable, visual guide library
Knowledge
Today: Held by a limited group of people
With Knowby: Captured, reusable and always current
Setting up
Today: Takes a lot of extra time from key users
With Knowby: Set up quickly by key users, no production team needed
Growth
Today: Mergers and acquisitions bring together teams with their own ways of working
With Knowby: One standard for every employee, regardless of the entity they come from
Knowby also fits alongside existing cloud-based Digital Workplace environments.
Implementation
Fits within your current architecture.
No impact on existing contracts
Works alongside your current IT and helpdesk outsourcing instead of replacing it.
Light, fast integration
No heavy implementation programme — operational within a few weeks. iFrame integration in SharePoint is possible too.
Attention to data security and compliance
Aligned with your internal control framework and regulatory supervision.
Enterprise-ready
Simple for users. Ready for the enterprise.
- SSO and SCIM
- ISO 27001
- GDPR support
- Dedicated EU hosting
- More than 140 languages
- Custom branding
- Links, QR codes and embedded iFrames
- Offline access
- Version control
- Approval workflows
- Completion tracking
- Forms and data collection
- Integration through email, webhooks and existing systems
- Connection to BI environments
- Suitable for SharePoint and digital workplaces
These are capabilities of the Knowby platform. Certifications, hosting options and language counts should be verified against current Knowby documentation for your specific configuration.
More than software
Achieve value faster with Instructly.
A platform alone does not create adoption. Instructly supports the selection, setup, content creation, rollout and continuous improvement of Knowby.
Implementation and setup
- Configure the organisational structure
- Set up rights and user groups
- Design the taxonomy and content structure
- Configure branding and language settings
- Determine the distribution strategy
- Integrate Knowby into existing working environments
Content migration
- Review existing Word documents and PDFs
- Convert videos into step-by-step instructions
- Structure existing SOPs
- Select priority processes
- Build an initial content library
Content creation
- Research use cases
- Interview experts
- Create photographs, videos and screen recordings
- Build visual instructions
- Document software how-to guides
- Prepare multilingual content
Content improvement
- Review existing instructions
- Simplify content
- Reduce cognitive load
- Improve structure and visual clarity
- Translate feedback into practical improvements
Onboarding and training
- Train administrators
- Support content creators
- Activate key users and ambassadors
- Define governance and responsibilities
- Support the internal launch
Adoption and ongoing support
- Monitor usage
- Identify new use cases
- Update instructions
- Evaluate results
- Support expansion to other departments
Start small
Prove the value with one process.
Begin with a clearly defined pilot centred on a process with visible impact, such as a machine procedure, onboarding journey or frequently used software workflow.
The starter package includes
- Selection of the first Knowby instructions
- Setup of the organisational structure
- Conversion of existing videos and documents
- Creation of the first visual instructions
- Distribution strategy using QR codes, links, embedded iFrames or the app
- Training for internal administrators
- Adoption and ongoing support
- Evaluation of usage and impact
Measurability
Impact you can measure during the pilot.
No promises up front — concrete indicators to follow together as soon as the pilot starts.
Helpdesk tickets
The number of repeated questions about the chosen process, before and after the pilot.
Onboarding time
The time until a new employee can perform the process independently.
Consistency
The extent to which employees follow the same procedure, for example through a sample check.
Guide usage
How often, and by whom, the Knowby instruction is consulted.
These indicators feed directly into the evaluation after the pilot.
Plan a pilot discussionAbout Instructly
Local guidance, supported by an international platform.
Instructly helps European organisations successfully select, implement and use Knowby. We combine knowledge of B2B software, operational enablement, software adoption and change management with practical content and implementation support.
Our approach is pragmatic
- 1Start with a concrete challenge.
- 2Select processes with visible impact.
- 3Create instructions together with the people who understand the work.
- 4Make information available where the task is performed.
- 5Measure the result.
- 6Scale in a controlled way.
Best-in-class. Simple. Enterprise-ready.
Questions
Frequently asked questions
Which task is still being explained too often within your organisation?
Select one process, one software workflow or one onboarding challenge. Instructly will show you how to turn that knowledge into a clear digital instruction and measure its impact.