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Question

How do you keep product guides up to date?

  • March 6, 2026
  • 5 replies
  • 67 views
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I'm trying to find a better way to manage our help center and onboarding materials. We’re pushing UI updates so quickly that our screenshots and video tutorials feel old within a few weeks, and it’s becoming impossible to keep up.
 

Has anyone moved away from manual docs toward something more automated? I've been looking at using Supademo to build guides that actually follow your clicks through the app. I want to know if that's actually easy to manage long-term or if it’s just another thing that needs constant fixing. I'd love to hear how you guys keep your documentation accurate.

      5 replies

      samanthahamlet
      Forum|alt.badge.img
      • samanthahamlet
      • Gainsight Community Manager
      • March 9, 2026

      Tagging in ​@mbuuck1 ​@SmartlyGreg ​@jvdc here! 😊

        M
        Forum|alt.badge.img+3
        • mbuuck1
        • Helper ⭐️⭐️⭐️
        • March 9, 2026

        Oh man, this is a great (hard!) question. Are you hosting all of this content on Gainsight?

        judahs
        • judahs
        • Contributor ⭐️⭐️⭐️
        • March 9, 2026

        We haven’t found a perfect solution to this yet, definitely a challenge. 

        We have a two-person tech writing team that handles documentation and one person that handles our LMS and video-based learning content (with support from product trainers). That’s for about 4 different products with very frequent release cycles. 

        The single biggest thing we’ve done to try and manage the firehose of updates required is we inserted ourselves into the product feature development process--basically we demanded a seat at the table with the product team when it kicks off planning so that we know what is changing in real time, and we get as much time as possible to scope what’s needed and produce it. In addition, setting clear expectations about the advance warning we need, being very transparent about timelines, what we can expedite, and what we can’t, etc.

        Most of the time we can’t produce everything on the same release schedule as the product team, but we can at least plan out the staggered schedule of what’s available at launch, what will be available as a fast-follow, and what will be available at a later date. That way if we can’t get something out by launch but we want customers and coworkers to know that it’s coming, we can start that communication proactively too.

        In terms of specific tools, we haven’t moved to anything with more automation yet, but we want to and we will eventually, bit by bit I’m sure. Specifically, things that can take our existing artifacts, like a demo recording from the product team, or a training webinar, and turn that into a rough draft of a guide, article, release notes, training course, walk-through, explainer, etc. 

        N
        • Norawhitfield
        • Author
        • Contributor ⭐️⭐️
        • March 11, 2026

        We haven’t found a perfect solution to this yet, definitely a challenge. 

        We have a two-person tech writing team that handles documentation and one person that handles our LMS and video-based learning content (with support from product trainers). That’s for about 4 different products with very frequent release cycles. 

        The single biggest thing we’ve done to try and manage the firehose of updates required is we inserted ourselves into the product feature development process--basically we demanded a seat at the table with the product team when it kicks off planning so that we know what is changing in real time, and we get as much time as possible to scope what’s needed and produce it. In addition, setting clear expectations about the advance warning we need, being very transparent about timelines, what we can expedite, and what we can’t, etc.

        Most of the time we can’t produce everything on the same release schedule as the product team, but we can at least plan out the staggered schedule of what’s available at launch, what will be available as a fast-follow, and what will be available at a later date. That way if we can’t get something out by launch but we want customers and coworkers to know that it’s coming, we can start that communication proactively too.

        In terms of specific tools, we haven’t moved to anything with more automation yet, but we want to and we will eventually, bit by bit I’m sure. Specifically, things that can take our existing artifacts, like a demo recording from the product team, or a training webinar, and turn that into a rough draft of a guide, article, release notes, training course, walk-through, explainer, etc. 

        I feel you on that. Having a seat at the planning table definitely helps, but it still sounds like a lot of manual work for a small team.

        That idea of turning a demo recording into a rough draft is exactly what I'm looking for. I actually started testing a few tools that do this recently (the one I mentioned in my first post), and so far it's way faster than cropping screenshots one by one. It beats having to manage that 'firehose' of updates manually. 

          N
          • Norawhitfield
          • Author
          • Contributor ⭐️⭐️
          • March 11, 2026

          Oh man, this is a great (hard!) question. Are you hosting all of this content on Gainsight?

          Mostly on the help center for now, but the goal is to get them inside the app eventually. Honestly, the hosting part isn't even the biggest issue, it's just the manual work of updating screenshots every single week that’s killing us. I'm just looking for a way to update a step once and be done with it.

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