# Knowby Pro Reviews **Vendor:** Knowby **Category:** [Work Instructions Software](https://www.g2.com/categories/work-instructions) **Average Rating:** 4.9/5.0 **Total Reviews:** 11 ## About Knowby Pro Capture Any Process. Guide Every Worker. Create and Share Any On-Screen or Manual Workflow by QR Code, Link or Embed in Minutes. Full Access Free 30-Day Trial with No Card. Auto-Translate 140+ languages. Minimise Downtime, Speed Up Onboarding and Keep SOPs and Work Instructions up to date. Particularly beneficial for training, onboarding, and everyday operational tasks, enabling teams to transform complex processes into easily digestible instructions. With its availability on both web and mobile platforms, Knowby Pro ensures that assistance is accessible anytime and anywhere, facilitating seamless collaboration and knowledge sharing among team members. Knowby offers four ways to capture work processes from the desk to the shop floor. Capture screen clicks, convert video to step-by-step guides quickly using AI, transform PDF docs into digital know-how or create SOPs from scratch. Targeted primarily at organizations seeking to enhance their training and operational efficiency, Knowby Pro caters to a wide range of industries, including technology, healthcare, and education. The software is designed for teams that require concise and effective communication of procedures, making it an essential resource for onboarding new employees, training staff on new tools, or providing ongoing support for existing processes. By utilizing Knowby Pro, organizations can streamline their training efforts, reduce the time spent on instruction, and improve overall productivity. One of the key features of Knowby Pro is its support for over 140 languages, which allows teams to create inclusive content that caters to diverse audiences. The integration of artificial intelligence enhances the content creation process by automatically generating instructions from video content, suggesting improvements, and providing translation services. This ensures that knowbys are not only accurate but also culturally relevant, as users can manually verify translations for quality assurance. Such capabilities make Knowby Pro a versatile tool for global teams, ensuring that all members can access and understand the necessary information. In addition, Knowby can capture valuable data and feedback from workers as they use instructions, and seamlessly integrate with other business systems. This creates a smooth flow of information across the organisation, strengthening decision-making, compliance, and continuous improvement while closing the gap between workers on the ground and the systems that guide their work. Knowby Pro is grounded in Cognitive Load Theory, which emphasizes the importance of reducing mental effort during the learning process. Each step in a knowby is designed to present only the essential information, minimizing clutter and confusion. This intentional design makes instructions easier to follow and retain, which is particularly advantageous in fast-paced environments where clear communication is critical. By focusing on clarity and simplicity, Knowby Pro helps organizations reduce errors and accelerate the learning curve for new processes or tools. Overall, Knowby Pro stands out in the instructional design software category by offering a user-friendly interface, robust language support, and AI-driven features that enhance content creation. Its commitment to reducing cognitive load and improving communication makes it an invaluable asset for teams looking to optimize their training and operational workflows. ## Knowby Pro Pros & Cons **What users like:** - Users love the **ease of use** in Knowby Pro, simplifying the creation of clear, accessible instructions and guides. (4 reviews) - Users value the **ease of instruction creation** with Knowby Pro, streamlining the process for diverse audiences effectively. (3 reviews) - Users appreciate the **ease of creation** for standard operating procedures, finding guides straightforward and accessible for everyone. (2 reviews) - Users appreciate the **ease of understanding** in Knowby Pro, facilitating quick and effective guide creation for everyone. (2 reviews) - Users appreciate the **easy access** of Knowby Pro, enabling straightforward guide creation and effortless sharing for everyone. (2 reviews) - Easy Creation (2 reviews) - Users appreciate the **efficiency improvement** Knowby Pro offers, enabling faster onboarding and smoother instruction sharing. (2 reviews) - Users find Knowby Pro's setup to be **exceptionally easy** , enabling swift onboarding and seamless integration into their processes. (2 reviews) - Simple (2 reviews) - Accessibility (1 reviews) **What users dislike:** - Users find the lack of **auto capitalization at the start of sentences** to be a significant missing feature in Knowby Pro. (1 reviews) ## Knowby Pro Reviews ### 1. Effortless Setup, Instant Updates, and a Team That Listens **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Manufacturing | Small-Business (50 or fewer emp.) **Reviewed Date:** April 30, 2026 **What do you like best about Knowby Pro?** It’s absolutely effortless to use. I was able to get started on the platform in under 10 minutes. The setup steps are straightforward and quick to create, updates happen instantly, and our staff genuinely enjoy using it. The company has also been excellent to work with—responses are fast, and they’re open to suggestions. **What do you dislike about Knowby Pro?** Nothing really comes to mind. I’ve made a few suggestions, and they’ve already implemented most of them. If I had to point to one small improvement, it would be having a quicker way for users to log on, such as using a PIN number or username. It’s a very minor detail and definitely not a deal breaker. **What problems is Knowby Pro solving and how is that benefiting you?** Quick production and deployment of procedures. Up-to-date procedures are always ready and available at the click of a button. No more searching through folders for misplaced paper procedures or relying on terrible templates. Staff are also more inclined to read and follow these procedures compared with paper versions. **Official Response from catriona H:** > Dear Knowby Customer, thank you for taking the time out to write such a detailed review of Knowby. We are delighted to hear that you and the staff enjoy using the platform. In response to your suggested improvement of a quicker way of logging in, Knowby facilitates Single Sign-on (SSO) which allows you to authenticate users in your own systems without requiring them to enter additional login credentials. We are aware that they are slightly different scenarios where shared devices are in use e.g. an ipad attached to a production line. We're currently researching a 'Kiosk Mode' specifically for shared devices on production lines. Our goal is to introduce even faster login methods, such as PIN codes or badge scanning, to supplement our existing SSO options. I have included a link to our feature request page where you can vote on different features that current customers have requested. Should the single sign on (SSO) option be applicable for your team, you can find info on how to set this up in our know how area https://www.knowby.co/know-how/ but please reach out at support@knowby.co should you need further assistance. ### 2. Effortless Guide Creation with Knowby Pro **Rating:** 5.0/5.0 stars **Reviewed by:** David W. | Project Manager/Senior SAP PM Consultant, Small-Business (50 or fewer emp.) **Reviewed Date:** April 30, 2026 **What do you like best about Knowby Pro?** I really like how knowby Pro simplifies the time taken to produce guides, especially by including screenshots and a step-by-step walkthrough of our applications. I find it great that I can start by just recording my screen as I perform the tasks, and then it does the rest to produce the supporting written guides. The initial setup was very easy, I just had to create an account after my organization subscribed, and I was good to go. I'm so satisfied with it that I've already recommended knowby Pro to others. **What do you dislike about Knowby Pro?** It sometimes doesn't understand me and misinterprets what I am saying. **What problems is Knowby Pro solving and how is that benefiting you?** I use knowby Pro to simplify and speed up creating user guides. It includes screenshots and step-by-step walkthroughs. I particularly like starting with a screen recording that it transforms into comprehensive guides. **Official Response from catriona H:** > Hi David, thanks so much for the comprehensive review of Knowby and for spreading the word to others. We have recently launched Knowby Capture which enables you to record on screen clicks turning them into guides automatically. I have included a link to the Knowby Capture chrome extension. Thanks again for taking the time to review Knowby :) ### 3. Easy to Use, Fast to Start, and More Impactful Than Regular SOPs **Rating:** 5.0/5.0 stars **Reviewed by:** Gavin K. | Head of H&S Systems Transformation, Enterprise (> 1000 emp.) **Reviewed Date:** May 02, 2026 **What do you like best about Knowby Pro?** Easy to use, fast to get started and more impactful than regular SOP's **What do you dislike about Knowby Pro?** Not much! It meets most of our organizational needs. **What problems is Knowby Pro solving and how is that benefiting you?** Knowby allows SOPs to be created quickly by people in the field. The video SOPs are much better than traditional procedures and allow for fast knowledge transfer across a broad range of people with different language and literacy levels. **Official Response from catriona H:** > Hi Gavin, thanks a million for the great review of Knowby as a better way to create and share SOPs! We have just launched Knowby screen capture features so you can capture on screen processes now too and also transform PDF SOPs into the step-by-step format too so be sure to check it out. ### 4. Review **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Food Production | Mid-Market (51-1000 emp.) **Reviewed Date:** April 29, 2026 ### 5. Effortless SOP Creation with Unmatched Simplicity **Rating:** 5.0/5.0 stars **Reviewed by:** Craig P. | Director, Small-Business (50 or fewer emp.) **Reviewed Date:** January 05, 2026 **What do you like best about Knowby Pro?** Simplicity at its best! - Professional easy to create standard operating procedures and instructions. Great forward thinking innovative team. **What do you dislike about Knowby Pro?** Transmag UK has worked hard with Knowby and have yet to find a feature or function that we dislike. **What problems is Knowby Pro solving and how is that benefiting you?** Allowing Transmag UK to 'front end' 'user compliance' on a high voltage electrical safety product for substation entry. **Official Response from Clint Collins:** > Thanks so much for the thoughtful review, Craig — we really appreciate you taking the time to share your experience. It’s great to hear Knowby is helping simplify SOP creation and support user compliance. We’re grateful for the feedback and for working with teams like yours. ### 6. Knowby in a manufacturing company **Rating:** 4.5/5.0 stars **Reviewed by:** Gavin K. | Head of Health and Safety Systems Transformation, Enterprise (> 1000 emp.) **Reviewed Date:** July 24, 2025 **What do you like best about Knowby Pro?** Knowby is easy to use and intuitive. It is more engaging than traditional documents and procedures. It is a great tool to use with people of varying literacy levels and from non English speaking backgrounds. **What do you dislike about Knowby Pro?** I really like the simplicity and visual focus of Knowby Pro, but if I had to pick something, I’d say it can feel a bit limited when it comes to customization and advanced features. For teams that need more in-depth reporting or integrations, it might not tick every box. That said, for quick, clear instructions, it does a great job! **What problems is Knowby Pro solving and how is that benefiting you?** It is making boring, poorly written work instructions more engaging and interesting for end users. Being accessible on mobile devices aligns with how people today live their lives. **Official Response from Clint Collins:** > Thanks so much for the great feedback, Gavin! Love hearing that Knowby’s making a real impact, especially with diverse teams and mobile access. We’ve got exciting upgrades coming soon — including deeper reporting and integration capabilities — to make Knowby even more powerful for teams like yours. Appreciate you being part of the journey! – Clint from Knowby Pro ### 7. Effortless How-To Creation for Everyone **Rating:** 4.5/5.0 stars **Reviewed by:** Verified User in Automotive | Small-Business (50 or fewer emp.) **Reviewed Date:** December 21, 2025 **What do you like best about Knowby Pro?** I appreciate how easy it is to create how-to guides that are straightforward and accessible, making them easy to understand for people of all backgrounds. **What do you dislike about Knowby Pro?** What would be helpful is if it had auto capitalization at the start of sentences. **What problems is Knowby Pro solving and how is that benefiting you?** Getting new employees up to speed quickly and ensuring that all job are completed in a safe way. **Official Response from Clint Collins:** > Thanks for taking the time to share your feedback — we really appreciate it. We’re always looking to improve the experience, and input like this helps us prioritise refinements going forward. ### 8. Easy to Use and Creates Instructions in Minutes **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Outsourcing/Offshoring | Small-Business (50 or fewer emp.) **Reviewed Date:** June 10, 2025 **What do you like best about Knowby Pro?** Knowby's instructions platform makes it very easy to create and share instructions. I upload a video and it's AI function creates the step-by-step guides for me. Once created, I can use the in-built editor to edit any of the steps, add annotations, links to more detailed documents etc. I can share by QR code which makes it very accessible for remote or manual workers to access on site. Once I update the instruction, it is updated on the system instantly for teams to access. **What do you dislike about Knowby Pro?** It doesn't have an built-in screen recorder yet but I believe that is on the way. **What problems is Knowby Pro solving and how is that benefiting you?** Time to train new staff, time to productivity. Reduces strain on customer support as users have clearer instructions and are less likely to need to call for help. There is less reliance on key staff members. Reduces downtime of machines and also frees up key staff from repetitive training tasks. New staff feel more capable to perform their tasks and it reduces frustration amongst new staff and trainers. Non-English speaking staff feel more supported and have the option to access instructions in their own language and can walk through tasks on their own. There is less room for error and lower risk of health and safety incidents. Mandatory steps mean that no instructions are skipped over for compliance and OHS reasons. **Official Response from Clint Collins:** > Thanks so much for the wonderful feedback! Great to hear how Knowby’s making things easier and more accessible for your team. You’re absolutely right — a built-in screen recorder is on our roadmap, and we’re excited to bring that to life soon. – Clint from Knowby Pro ### 9. Making onboarding seamless and easy with clear instructions and visuals. **Rating:** 4.5/5.0 stars **Reviewed by:** Jason A. | Regional Director, Small-Business (50 or fewer emp.) **Reviewed Date:** August 01, 2025 **What do you like best about Knowby Pro?** We have streamlined the onboarding of new staff. With it's user-friendly functionality, staff are getting onboarded a lot faster and with more confidence. It was easy to get started with a straightforward implementation and integrated easily with our platform and processes. **What do you dislike about Knowby Pro?** Hard to pinpoint a downside when this is delivering such great results. **What problems is Knowby Pro solving and how is that benefiting you?** Knowby is brilliant for the creation of instructions but, more importantly, to keep everything up to date. Thje speed and competency of the onboarding process has improved 10 fold. In a remote work environment, this is a powerful tool that gets people together fast. **Official Response from Clint Collins:** > Thanks so much for the great review, Jason! Awesome to hear Knowby’s helped speed things up and made onboarding smoother for your team. Really glad the clear steps and visuals are hitting the mark — that’s exactly what we built it for. Appreciate you being part of the Knowby community! – Clint from Knowby Pro ### 10. Make instructions alot easier **Rating:** 5.0/5.0 stars **Reviewed by:** Verified User in Automotive | Small-Business (50 or fewer emp.) **Reviewed Date:** July 27, 2025 **What do you like best about Knowby Pro?** Makes it easier to create in short time. **What do you dislike about Knowby Pro?** It can sometimes glitch the videos and prevent them from working. But I'm sure that will be fixed. **What problems is Knowby Pro solving and how is that benefiting you?** Making it easier to spread between our fitting agents and able to show videos to them instead of pictures with a massive description **Official Response from Clint Collins:** > Thanks for the great feedback! Really glad Knowby’s helping you get instructions out quickly and making it easier to share with your team. And you’re absolutely right — the video issue was due to Microsoft ending support for H.265 on Edge. We’ve since rolled out support for multiple video formats, so things should be much smoother now! – Clint from Knowby Pro ### 11. Easy to Create, excellent value for money **Rating:** 5.0/5.0 stars **Reviewed by:** Derek M. | Small-Business (50 or fewer emp.) **Reviewed Date:** September 07, 2023 **What do you like best about Knowby Pro?** Very intuiituve to use, we picked it up straight away. Loved the "marked complete" steps, found this very useful. The ability to easily edit/update our instructions made it superior to anything we have used. **What do you dislike about Knowby Pro?** No offline ability, but apparently it is about to be rolled out. **What problems is Knowby Pro solving and how is that benefiting you?** It makes creating/editing/storing our instructions/processes for anything simple. It has signifigantly saved us time and $$$. Such a simple solution, i can see so many applications for Knowby - [View Knowby Pro pricing details and edition comparison](https://www.g2.com/products/knowby-pro/reviews?qs=pros-and-cons§ion=pricing&secure%5Bexpires_at%5D=2026-05-13+09%3A31%3A01+-0500&secure%5Bsession_id%5D=3aa1a47e-9fc5-4925-8559-ae6d0ee17ea6&secure%5Btoken%5D=367ce81b92cce4bbcd94f77d8a5e33de37a6b71af72d298ab33a0e0d498a96cf&format=llm_user) ## Knowby Pro Integrations - [Automate®](https://www.g2.com/products/automate/reviews) - [Datadog](https://www.g2.com/products/datadog/reviews) - [Freshdesk](https://www.g2.com/products/freshdesk/reviews) - [HubSpot Service Hub](https://www.g2.com/products/hubspot-service-hub/reviews) - [IFTTT](https://www.g2.com/products/ifttt/reviews) - [Jira](https://www.g2.com/products/jira/reviews) - [Jira Service Management](https://www.g2.com/products/jira-service-management/reviews) - [Make](https://www.g2.com/products/integromat-by-celonis-make/reviews) - [Mattermost](https://www.g2.com/products/mattermost/reviews) - [Microsoft Power Automate](https://www.g2.com/products/microsoft-power-automate-microsoft-power-automate/reviews) - [Microsoft Teams](https://www.g2.com/products/microsoft-teams/reviews) - [n8n](https://www.g2.com/products/n8n/reviews) - [New Relic](https://www.g2.com/products/new-relic/reviews) - [Opsgenie](https://www.g2.com/products/opsgenie/reviews) - [PagerDuty](https://www.g2.com/products/pagerduty/reviews) - [Pipedream](https://www.g2.com/products/pipedream/reviews) - [Salesforce CRM Connector](https://www.g2.com/products/salesforce-crm-connector/reviews) - [Slack](https://www.g2.com/products/slack/reviews) - [Tray](https://www.g2.com/products/https-www-tray-com-br-tray/reviews) - [Workato](https://www.g2.com/products/workato/reviews) - [Xero](https://www.g2.com/products/xero/reviews) - [Zapier](https://www.g2.com/products/zapier/reviews) - [Zendesk - Custom Data Actions](https://www.g2.com/products/zendesk-custom-data-actions/reviews) ## Knowby Pro Features **Workflow & Automation** - Safety checks & inspections - Customizable Workflows - Dynamic SOP Promotion - Nonconformance Event Management - Safety & Incident Logging / Compliance Reporting **Guide Options** - Rich Text Editor - Drag and Drop Editor - Page Templates - Video Tutorials - Document Upload **Platform Basics** - Screen Capture - Video Capture - Image Editor **Task Tracking** - Activity Feed - Task Schedules - Comments **Knowledge Pages** - Templates - In-Content Feedback - Versioning and Version History - Decision Trees - Duplicate Detection - Content Editor **Generative AI** - AI Text Generation - AI Text Summarization **Generative AI** - AI Text Summarization **Agentic AI - Onboarding** - Autonomous Task Execution - Adaptive Learning - Natural Language Interaction - Proactive Assistance - Decision Making **Platform Content** - Forms Library - E-Forms - E-Signature - Background Checks - Offer Letter Approvals - Offer Letter Templates **Knowledge Base** - Q & A - Link Sharing - Searchable **Execution** - Planning - Scheduling - Collaboration **Guide Tools** - Prerequisites - Workflows - Training Modules - Analytics **Platform Content** - Scrolling Capture - Text Extraction - Screen Record **Checklist Options** - Templates - Native Forms - Downloadable Manuals **Knowledge Dissemination** - Page Analytics - Permissions - Knowledge Sharing - Notifications - Advanced Search - Browser Extension - Organization - Other Integrations - Knowledge Integrations **Platform Additional Functionality** - Self-Service Portal - Automated Team Introductions - Compliance Training - Automated Onboarding Workflows - Onboarding Notifications **Security** - Verification - Role-Based Permission - Public vs Private **Analytics & Reporting** - Monitoring - KPIs - Customizable Analytics / BI Integration **Access Options** - Multi-Language Support - Mobile Device Support - Single Sign-On (SSO) **Platform Additional Functionality** - File Sharing - Platform Search **Software Availability** - Integrations - Permissions - Mobile Application - Desktop Application **Agentic AI - Knowledge Base** - Adaptive Learning - Natural Language Interaction - Proactive Assistance **Enterprise Management** - Cross & Multi‑Site Governance - Site Reporting and Analytics - Cross‑Site Collaboration & Communication - Multi-Device Scalability - Role-Based Access Control (RBAC) **Platform Data** - Time-to-Productivity Reporting - Onboarding Process Reporting - Visualization **Content** - Trackable Analytics - Import - File Viewing - Update Notifications **Agentic AI - Screen and Video Capture** - Autonomous Task Execution **Knowledge Capture** - Frontline Knowledge Capture & Sharing - Content Versioning & SOP Updates - Embedded Microlearning - Offline Knowledge Access **Platform** - Customization - Integration APIs - Internationalization - User, Role, and Access Management - Performance - Mobility - Reporting - Dashboards **Communication** - Social Features - Tagging - Upload - Comments **Recruiting and Onboarding** - Interview Scheduling - Onboarding **Generative AI** - AI Text Generation - AI Text Summarization - AI Image-to-Text **Agentic AI** - Actions & Autonomous Execution - Real‑Time Translation & Transcription - Predictive & Prescriptive AI **Data & Integration** - Open API & Extensibility - ERP / MES / EAM Integration ## Top Knowby Pro Alternatives - [Scribe](https://www.g2.com/products/scribe/reviews) - 4.8/5.0 (812 reviews) - [ClickUp](https://www.g2.com/products/clickup/reviews) - 4.7/5.0 (11,792 reviews) - [MaintainX](https://www.g2.com/products/maintainx/reviews) - 4.8/5.0 (1,489 reviews)