Documentation
Everything you need to know about using ReccordSOP.
Quick Answer
ReccordSOP turns screen recordings into structured Standard Operating Procedures. Record your workflow once, AI generates the SOP with timestamped screenshots, and drift detection alerts you when reality diverges from documentation.
Getting Started
What is ReccordSOP?
ReccordSOP turns screen recordings into structured Standard Operating Procedures. Record how you do something once, and AI transcribes it, pulls out the steps, and writes a document your team can follow, complete with screenshots taken straight from your recording.
How do I create my first SOP?
Click New SOP in the sidebar, pick a department, then either upload a screen recording or start writing from scratch. AI transcribes the recording and builds a structured SOP in about 1 to 3 minutes. You can edit anything before publishing.
Can I record without leaving my browser?
Yes. Install the ReccordSOP Chrome extension, click the toolbar icon, and hit record. You can keep working in another tab while it runs. Stop the recording and it uploads to your workspace and starts generating the SOP automatically, so you never have to find a file and drag it in.
What's in an AI-generated SOP?
Step-by-step instructions written from your narration, plus screenshots pulled automatically from key moments in the video. Wherever you click, ReccordSOP highlights the button or field on the screenshot so readers know exactly where to look. You can edit, reorder, or remove anything.
Departments
What are departments?
Departments are how you organize your team: Customer Support, Fulfillment, Marketing, and so on. Each SOP belongs to a department, and only people in that department see its published SOPs.
How do I create a department?
Click Manage in the sidebar, then + create. Type the department name and hit Create. Admins can create and rename departments.
Can someone be in multiple departments?
Yes. Someone might be in both Customer Support and Operations, and they will see the SOPs from all of their departments.
Roles & Permissions
What roles are there?
Four. A Workspace Admin manages everything across every department. Inside a department, an Owner can create, edit, publish, and delete SOPs and manage the department's members. An Editor can create SOPs and edit their own, but cannot publish, delete, or manage members. A Viewer has read-only access to the published SOPs in their departments.
What does each role see?
Admins, Owners, and Editors get the full dashboard where SOPs are created and edited. Viewers get a clean, read-only view with just the published SOPs from their departments. Drafts are only visible to admins, the department Owner, and the Editor who created them.
Can someone have different roles in different departments?
Yes. You might be the Owner of Customer Support, an Editor in Marketing, and a Viewer of Operations. Permissions are set per department.
Your Team
How do I invite someone to my team?
Open Manage or Settings, then Team, and click Invite member. Enter their email, choose a department and a role (Owner, Editor, or Viewer), and send. They receive an email with a link to join your workspace. Admins and department Owners can send invites.
How do I add someone to a department or change their role?
Open the department from Manage in the sidebar, then add a person by email and choose their role. Adding someone who is already in your workspace simply updates their role for that department.
Who can manage the team?
Admins manage the whole workspace: they invite people, create departments, and can change any role. A department Owner manages the members of their own department.
Creating & Managing SOPs
What's the difference between draft and published?
A draft is visible to admins, the department Owner, and the Editor who created it. When you publish, everyone in that department can see it.
Can I see past versions of an SOP?
Yes. Open an SOP and click History. You will see every saved version with who changed it and when. Turn on the diff to see exactly what was added or removed, highlighted line by line, and restore any older version with one click. Version history is on the Team plan.
What can I upload, and how long can a recording be?
Screen recordings as MP4, WebM, or MOV, up to 2GB per file. Recording length depends on your plan: 10 minutes per recording on Free, 30 on Team.
How long does AI generation take?
Usually 1 to 3 minutes depending on the recording length. You can watch the progress as it runs.
How do I delete an SOP?
Admins and department Owners can delete an SOP from its editor. Deleted SOPs move to Trash in the sidebar, where they can be restored with everything intact, version history included. Deleting from Trash is permanent.
Folders
What are folders?
Folders group related SOPs across departments, like 'Holiday season playbooks' or 'Refund workflows'. They are for organization only: who can see an SOP is still decided by its department and status. Folders are available on the Team plan.
How do I create a folder?
Click the + next to Folders in the sidebar, type a name, and press Enter. Admins, department Owners, and Editors can create folders. You can also create one on the spot while moving an SOP.
How do I move an SOP into a folder?
Open the SOP, click its menu, and choose Move to folder. Pick a folder from the list, or type a new name to create it and move in one step. The SOP's header then shows which folder it lives in, and the same menu has Remove from folder when you change your mind. An SOP can be in one folder at a time.
What happens if I delete a folder?
Deleting a folder never deletes SOPs. Everything inside is kept and simply returns to having no folder. You can also rename a folder any time from its page.
Keeping SOPs Current
What is freshness tracking?
Every SOP shows a freshness badge based on how long it has been since its last update: Fresh, Aging, Review soon, or Stale once it passes 90 days. When a published SOP goes stale, workspace admins also get an email digest listing what needs a review, so nothing quietly rots. Each SOP in that digest has a one-click Still accurate button, so when nothing has changed you can confirm it and reset its freshness right from the email. Freshness tracking and stale-SOP alerts are on the Team plan.
What is drift detection?
Drift is the gap between what an SOP says and how the work is actually done now. Open an SOP and run a drift check by uploading a fresh recording of the same task. AI compares the two and reports what changed, added, removed, reordered, or edited steps, with a severity rating, so you know whether the document still matches reality.
Team Tools
How do read receipts work?
Open a published SOP and click Mark as read to acknowledge it. Owners and admins can see who has acknowledged an SOP and when, which is useful for proving the team has read a required procedure.
How do I turn an SOP into a checklist people complete?
Open a published SOP and, in its details panel, choose Dispatch checklist run. Pick who should complete it and an optional deadline, and each person gets their own checklist built from the SOP's steps. They tick off each step as they work, the run marks itself done when the last step is checked, and you can see how far along everyone is from the SOP page. To run it on a cadence, choose Weekly or Monthly instead of a one-off, pick the day, and ReccordSOP dispatches a fresh checklist to each person on schedule and emails them it is due. Any admin or department Owner can dispatch and schedule runs, and anyone on the team can be assigned one.
How do I find a specific SOP?
Use the search bar at the top of the dashboard. It matches the title and the full text inside every SOP, so you can search for a phrase you remember from the body rather than guessing the title. Results show the department and a snippet of the matching text, with title matches first. Search only ever returns SOPs you already have access to: your own drafts, published SOPs in your departments, and everything if you are an admin.
What is Ask AI?
Click Ask AI in the sidebar and ask a question in plain language, like 'how do we process a refund'. ReccordSOP answers from your own SOPs rather than the open internet, and lists the SOPs it recognised in the answer so you can open them. It only reads the SOPs you have access to. Viewers get a read-only version in their view.
Can I start from a template?
Yes. Open Templates to browse 96 ready-made SOPs across 29 categories. They sit on three shelves: your DTC stack (Klaviyo, Gorgias, Recharge, Loop Returns, Postscript, ShipBob, Yotpo and more), DTC operations procedures like returns and chargebacks, and general business and industry SOPs for Customer Support, HR, IT, and Operations. Search by name, tool, or process, or filter to a shelf and then a category. Picking one creates a new SOP you can edit and make your own.
Can I see how often an SOP is viewed?
Yes. Admins and department Owners see a view count on each SOP, including how many reads came through its public share link. A repeat open within 30 minutes counts as the same reading session, and share-link viewers are counted anonymously. Admins also get a workspace Analytics page: total opens over the last 30 days, a daily views chart split between team and share-link readers, top SOPs, acknowledgment coverage, and a freshness score per department. View analytics is on the Team plan.
Is there an activity log?
Yes. Admins can open Activity in the sidebar to see a full history of the workspace: SOPs created, edited, published, and deleted, members added or removed, invites sent, and more, newest first.
Plans & Billing
What's included in the free plan?
3 SOPs total, video or manual, up to 3 users, recordings up to 10 minutes, the full editor, and PDF export with a small watermark. Folders, public shared links, version history, freshness tracking, and view analytics are on the Team plan.
What do paid plans add?
Team ($19 per user per month, minimum 3 users) gives you unlimited SOPs, 25 AI video conversions per month across the workspace, recordings up to 30 minutes, folders, public shared links, freshness tracking with stale-SOP email alerts, view analytics, and watermark-free PDF export. Need higher conversion volume or longer recordings? Contact us for a custom plan.
How do I export an SOP?
Open an SOP and choose Preview. From there you can download it as a PDF (via your browser's print dialog), or as an HTML, Markdown, or Word file. Every plan includes all four formats; on the free plan the PDF carries a small watermark, and paid plans export without one.
How do I upgrade?
Go to Settings in the sidebar and choose your plan. You can manage your billing anytime from the same page.