Implementation & setup guides for field service software

An implementation guide for field service software should take the person rolling out the product through every setup step in order, with the exact values to enter, a screenshot of each field and a check that each step worked. Include:

• What's needed before starting: admin access, accounts in connected systems and the people who own each step.
• Every setup step, in order: add items to the pricebook and put each in a category, show each trade's technicians only their pricebook categories, map pricebook items to accounting accounts, set up "technician on the way" texts to customers and turn on location tracking in the technician app.
• Exact values and screenshots. Field names, settings and where to paste each value, so nothing is left to guesswork.
• Sensitive values handled safely. Prices and similar details should be test values in the guide, never real ones.
• A check after each step, so problems surface during setup rather than after go-live.
• Where to get help if a step fails.

Trainn's step-by-step guide generator writes each step and captures each screenshot from a single recording.

Mostly step-by-step guides, with short videos only where a step needs explaining. Setting up field service software means copying exact values into the right fields, and people copy more accurately from a written step with a screenshot than from a paused video. A practical split:

• Use guides for exact settings, such as “add items to the pricebook and put each in a category” or “show each trade's technicians only their pricebook categories”. Each step gets a screenshot of the exact field.
• Use a short video to explain why a step matters, or what happens next, when text alone would leave people guessing.
• Make both from one recording. Trainn produces the video and the written guide together, so each person can use the format they prefer.
• Make it clickable when people should practise. Publish the same recording as an interactive guide.

See how to turn screen recordings into SOP documentation.

Update only the steps a product change affects, instead of re-recording or rewriting the whole guide. Most changes to field service software move one screen or rename one setting, so most of each guide stays correct:

• Know what triggers updates, for example: pricebook changes, visibility settings change and accounting partner update.
• Replace only the changed steps. In Trainn's guide editor you can edit a single step and its screenshot; in videos, the clip-by-clip editor replaces only the clip that changed.
• Keep the same link. Every place the guide is shared, from the help center to onboarding emails, shows the updated version.
• Keep translations in step. Linked Videos update translated copies of a video when you change the original.

For a review schedule, see how often to update step-by-step guides.

Trainn's Creator plan costs $19 per month and starts with a 3-day free trial. That's long enough to record one real workflow from your field service software, such as “add items to the pricebook and put each in a category”, and publish it as a video and a step-by-step guide before you pay.

• Creator plan: $19 per month for one creator, with up to 15 videos and guides.
• More creators or more content: compare every plan on the Trainn pricing page.