In the August update, we covered quizzes, training mode and EpOpti's move to an enterprise-grade database.
Everything so far assumed one thing: that the agency's processes were already written down. For most agencies, they aren't, because writing them takes hours nobody has. So the knowledge stays in a few people's heads, and that is a liability sitting on your books. This month, we went after that bottleneck directly.
Capturing a Process Is No Longer the Hard Part
The biggest obstacle to documentation is the blank page. So we built our own recorder directly into EpOpti.
- Built-in screen recorder — Record a process with the EpOpti Chrome extension, and every click becomes a step-by-step guide with screenshots. You no longer need a separate tool like Scribe.
- Beyond the browser — Pause and resume, and capture screens from desktop apps like Applied Epic.
- Narration — Talk through the process while you record. The recording survives a page reload.
- Use what you already have — Attach PDFs or Word, PowerPoint or Excel files and their content feeds into the guide. Existing Scribe guides import directly.
- Put your experts to work — Give recording access to specific people so the ones who know the process can submit it themselves.
We also went after the training you've already done. Most agencies have hours of recorded Teams and Zoom sessions that nobody will ever rewatch. Now you can import a recorded meeting and turn it into a written guide. EpOpti finds the moments where the screen changes, pulls those frames, reads the transcript and drafts each step from what was said. The video itself is never uploaded.
Guides People Will Actually Use
A guide nobody can follow or find is no better than no guide at all. We rebuilt the editor and the library around that idea.
- Markup tools — Rectangles, circles, arrows and text labels in any color and size, which you can move, resize and rotate.
- Redaction — Sensitive client data is blurred into blocks instead of blacked out.
- Step control — Duplicate, move and insert steps, zoom inside a screenshot, show a run of clicks as one animated step, and add tips and alerts as colored boxes.
- Richer guides — Each guide can hold an overview, an embedded video and a walkthrough that opens in a panel beside the page. A change log shows what was updated and when.
- PDF export — Any guide exports to PDF with its screenshots.
- One search box — Search now covers guides, resources and activity codes at once. Guide cards show whether a guide includes a walkthrough, a video or a quiz, and each group activity code has its own page.
Each agency also gets its own version of shared resources, with its own descriptions and videos, so the guides reflect how your office actually works.
From Quizzes to a Full Training Program
Last month's quizzes and training mode are now a complete training program.
- My Training — A progress bar and a My Training page show each person exactly what they need to complete, in curriculum order.
- Assignment emails — Staff are notified as soon as training is assigned.
- Annual recertification — Quizzes can require people to recertify every year, so knowledge doesn't quietly fade.
- Pilot ranks — People earn points and ranks for reading guides, passing quizzes and using resources. Time on the page counts, not clicks, and ranks never drop when you add new content.
- My Activity — Each person sees their rank, a log of what they've studied, and their quiz results.
And when someone is fully up to date, they get the "Cleared for takeoff" screen. It's a small touch, but people notice when finishing training feels like an accomplishment.
Visibility for Owners and Managers
- Leaderboard — Each user's points, rank, quiz results and last login, with sorting and filters.
- Quiz dashboard — Assigned users appear before they start, and the charts filter each other when you click them.
- Guide and resource history — Who opened what, and when.
- Ask EpOpti report — What staff ask the assistant and where the library couldn't answer, which shows you your next documentation gap. For privacy, question text is deleted after 180 days.
Building Guides With Your Team
Documentation only works if the people doing the work agree it's right. New guides now move through clear stages: Building → In Review → Approved → Published. Agency reviewers can leave notes with images and get an email when a guide is ready for them. A shared inbox tracks read and unread feedback, and support tickets run through the same inbox, so nothing gets lost in someone's email.
We also simplified navigation across the platform and added admin tools for granting guide access in one step, resending welcome emails and filtering the dashboard to a single agency.
What Is Undocumented Knowledge Costing You?
Every hour spent re-explaining a process, fixing an avoidable error or training a new hire from scratch has a price. Most agencies have never put a number on it.
Next Up
Since we made EpOpti official in February, it has become a platform that can capture a process, turn it into a guide, train staff on it and prove they learned it. If your agency still runs on a few people who just know how things work, that's the risk EpOpti was built to remove. Look for the next update on October 15.