Admin & configuration videos for HR and payroll software

Admin guides for HR and payroll software should cover every setting that changes what other people can see or do, explain the effect of each change before the admin saves it, and be easy for a newly appointed admin to find. Cover:

• Each admin task, step by step: set access levels for employees, managers and custom roles, choose who can view and who can edit time off, let someone move people between access levels without extra rights, set up multi-level approvals and end employment and run offboarding.
• What each setting changes for everyone else, with a warning on the steps that grant access or remove it.
• Why it matters: the wrong access level shows a manager everyone's salary.
• Safe screenshots. Employee names and similar details should come from a demo account; Blur a Spot hides anything that slips in.
• A starting point for new admins, because the person who set things up often moves on.

Short admin guides can also open inside your product as in-app tutorials.

Assign an owner, update only the steps that change, and review admin guides on a schedule. Admin screens in HR and payroll software change less often than everyday screens, which makes outdated admin guides easy to miss:

• Know what triggers updates, for example: access options change, permission list changes and security settings change.
• Edit single steps. Trainn's guide editor lets you change one step and its screenshot without recapturing the whole guide.
• Keep one link per guide. The updated version shows everywhere the guide is shared, including help center articles.
• Review before admins need them, for example before a customer's security review or renewal.

See how often to update step-by-step guides.

Use step-by-step guides for admin tasks people repeat, and short videos for settings that need explaining. Admins usually follow the steps while doing the task, so a written guide with screenshots works best, while a video helps when the effect of a setting isn't obvious:

• Guide: repeatable tasks such as “set access levels for employees, managers and custom roles” or “end employment and run offboarding”.
• Video: settings whose effect needs explaining. For example, employee data falls under data protection laws, and auditors ask who sees what.
• Both from one recording. Trainn produces the video and the guide together.
• Exportable for reviews. Admin guides can be exported as PDF and attached to a customer's security review.

Trainn's step-by-step guide generator writes the guide from your recording.

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 HR and payroll software, such as “set access levels for employees, managers and custom roles”, 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.