Allow approvers to make edits before approving

Overview Some customers have asked for greater flexibility in the approval workflow, specifically the ability for approvers to make small adjustments or corrections before approving content. Current behaviour At present, items sent for approval are intentionally locked for editing. This enforces a clear separation of duties between authors and approvers, which is important for governance and compliance in many organisations. Proposed enhancement Introduce an optional workflow where approvers can make modifications while content is in a “pending approval” state, and then approve the updated version once changes are complete. Why this matters For some teams, approvers are also subject-matter experts and prefer to make minor refinements directly rather than rejecting and resubmitting content. Supporting this model would better align with how these organisations work in practice. Potential benefits Faster approval cycles Less back-and-forth between authors and approvers Greater flexibility to match different organisational workflows Notes This would be an opt-in capability, allowing organisations to choose between strict separation of duties or a more collaborative approval model, depending on their requirements.

Category or Custom Filter QR Codes

Overview: Enable Knowby Pro users to generate unique QR codes linked to specific categories of knowbys or a custom filter of knowbys. Each QR code, when scanned, provides instant access to a curated list of step-by-step instructions relevant to a particular location or context. Key Features: QR Code Generator for Categories and Filters: Implement a QR code generator within Knowby Pro that allows users to create a unique QR code for each category or custom filter. For example, a QR code for the "Assembly Area" category or a custom filter like "Safety Procedures for Assembly Line." Easy QR Code Creation: Integrate the QR code generation process seamlessly into the existing UI, where creating a QR is as simple as selecting a category or applying a custom filter and clicking a "Generate QR Code" button. Dynamic Content Updating: Ensure that the QR codes dynamically link to the most current content within the category or filter. As new Knowbys are added or updated, the content accessible via the QR remains up-to-date without needing to regenerate the QR code.

Completions - Time to complete

As an admin, I would like to see in the completions section the amount of time it has taken a person to complete a knowby.

Built-in Cover Page Creator (WYSIWYG)

Add a simple WYSIWYG cover page creator to Knowby — a cut-down, Canva-style editor purpose-built for knowby covers. Users compose a professional cover in seconds from within the platform: pick a template, select a category (which applies the mapped colour), add a title and product image, and apply it directly to the knowby. No external design tools, no manual export/upload.

Public Shared Resource Library (single auto-updating link for external users)

Enable Knowby Pro users to share a collection of public knowbys through a single, permanent link — similar to a shared folder or resource hub. When opened, the link displays all public knowbys in a chosen category or custom filter, with no login required, and automatically updates as new public knowbys are published. Use case: A manufacturer relies on external installers to assemble products on site. Today, each product's installation guide must be shared as a separate public link, which becomes hard to manage as the library grows. A single public hub link would give installers access to every current installation guide from one central location, with no new link needed each time content is published. Key Features: Public Collection Link: Generate a permanent public URL for a category or custom filter of knowbys. Anyone with the link can browse and open the knowbys without an account. Dynamic Content Updating: As public knowbys are added, updated, or unpublished within the category/filter, the hub reflects the change automatically — the link never needs regenerating. Simple Hub View: A clean, branded landing page listing the knowbys (title, cover image, category) with search/sort. Access Control: Only knowbys explicitly marked public appear. Revoking the link or unpublishing a knowby removes access immediately.

Recycle bin for deleted knowbys — 30-day restore window

Deleting a knowby is currently immediate and permanent from the user's perspective. There's no way for a customer to recover from an accidental (or malicious) deletion without contacting support to reverse the soft delete. A recent support case showed the impact: a customer deleted a knowby by mistake, and downstream data (Excel export titles) silently degraded because the knowby no longer existed. Proposed solution A recycle-bin style holding area: Deleted knowbys move to a recycle bin instead of disappearing Admins can restore them for up to 30 days After 30 days they're permanently deleted (keeps the bin manageable and avoids retaining deleted content indefinitely) Optionally: allow an admin to permanently delete from the bin earlier

Default language setting at user level

Description: Allow each user to set their preferred default language for creating new Knowbys. Currently new Knowbys default to English regardless of the user's location or preference. Proposed behaviour: A language preference option in the user's profile/settings that sets the default language applied whenever they create a new Knowby. This would not affect other users in the organisation. Use case: Organisations with multilingual teams — for example a Czech-speaking team within a global organisation — need their creators to be able to work in their own language by default without having to manually change the language each time.

Speed up Category Assignments

Currently, in order to assign a knowby to a category, you need to edit and publish the knowby. It would be great if editors and admins could simply select a bunch of knowbys on the home screen and bulk assign them to a specific category.

Multiple editors or team-based editing for a knowby

Currently each knowby has a single assigned editor, with admins as the only fallback. Allow the edit permission to be assigned to multiple named users, or to a team, so a knowby can be maintained by more than one person without granting admin rights. Use case: Customers using knowbys for SOPs (e.g. quality teams in manufacturing) often have several people responsible for keeping content current. When the assigned editor is unavailable, no one else can update a live knowby without admin access, creating a bottleneck. Considerations: We previously allowed open editing and removed it due to conflict/accountability issues. Any re-introduction would need guardrails such as edit locking (one active editor at a time), version history, and an audit trail of who changed what. If you're voting on this request, we'd love your recommendations in the comments: how would multi-editor access work best for your team, and what would you expect around concurrent edits and tracking changes?

Preset review period options when publishing

Description: When publishing a Knowby, allow users to select from preset review period intervals rather than having to manually enter a date each time. Proposed behaviour: A set of quick-select options when setting the review period at publish time, for example 3 months, 6 months, or 12 months. The review date would be calculated automatically from the publish date. Use case: Reduces friction in the publishing workflow and encourages consistent review scheduling across an organisation, particularly useful for teams managing large volumes of documents under a quality management system.

Document Upload and Linking

Objective To enhance the Knowby creation process by allowing editors to upload and link documents (e.g., PDFs) within knowbys, ensuring users can access additional, relevant materials directly through the knowby. The documents will be stored in a central repository within the Knowby organisation, with capabilities for version management. Scope Knowby Editor Interface Document Storage Repository User Access and Permissions Version Control System Functional Requirements Document Upload Interface Provide a user-friendly interface within the Knowby Editor for uploading documents. Support multiple file formats, primarily PDF, but also DOCX, PPTX, and others as needed. Implement file size restrictions and type checks to ensure compatibility and security. Central Repository for Document Storage Develop a secure, central repository for storing uploaded documents. Ensure documents are stored with encryption at rest to protect sensitive information. Document Linking within Knowby Allow editors to easily link uploaded documents within a knowby. Enable placement of links at relevant points within the knowby steps for easy access by viewers. Provide options for link customisation (e.g., link text, icon representation). Version Control and Replacement Implement a version control system for each document, allowing for updates and replacements without breaking existing links. Ensure that when a document is updated or replaced, the latest version is automatically accessible via the existing links in the knowby. Allow editors to manage document versions, including viewing change history and reverting to previous versions if necessary. Access Control and Permissions Define access controls to manage who can upload, view, or edit documents within the central repository. Ensure that document access within knowbys adheres to the overall permissions and access controls of the Knowby platform. User Interface and Experience Design the document upload and linking process to be intuitive and seamlessly integrated into the Knowby Editor experience. Provide clear feedback and instructions to users for uploading documents, linking them within knowbys, and managing document versions. Documentation and Support Offer comprehensive documentation and support materials to assist users in utilising the new feature effectively. Include FAQs, tutorials, and best practices for managing and linking documents within knowbys. Non-functional Requirements Security Ensure all document uploads, storage, and access mechanisms adhere to industry-standard security protocols and privacy regulations. Performance Optimize the system for quick upload times and immediate access to linked documents, ensuring a smooth user experience even with large files. Scalability Design the feature to be scalable, accommodating a growing number of documents and users over time without degradation in performance. Usability Prioritise a simple and intuitive interface that requires minimal training for users to effectively utilise the document upload and linking capabilities. Acceptance Criteria Use

Ability to Temporarily Suspend and Re-Enable Users (with Reduced-Rate Billing)

As an organisation admin I want the ability to suspend user accounts temporarily at a reduced cost So that I can manage seasonal or temporary workers without deleting their data, while keeping costs lower than active users. Description Organisations with seasonal staff need flexibility to pause user access. Currently, admins can only delete or retain users, which either creates unnecessary costs or forces re-invitations. Introducing a suspension state, billed at a reduced rate, provides cost savings while covering Knowby’s data retention and account management costs. Acceptance Criteria Suspend User Admin can suspend a user from ‘Manage users’. Suspended users cannot log in or access knowbys. Suspended users retain their historical data, roles, and permissions. Billing switches to the suspended user rate at the next billing cycle. Re-Enable User Admin can reactivate a suspended user with a single action. Reactivated users regain their prior access, roles, and permissions. Billing resumes at the active user rate at the next billing cycle. Delete User Admins retain ability to permanently delete users. Deletion follows existing rules (loss of access, data retention policy applied). Deleted users incur no further billing. Visibility & Reporting Suspended users are clearly labelled in ‘Manage users’ (status column: Active / Suspended / Deleted). Admin reports include counts of Active, Suspended, and Deleted users. Billing reports separate Active vs Suspended seats. Pricing Model (Proposed - open to feedback) Active User: Standard rate (e.g. US$3/user/month). Suspended User: Reduced retention rate (e.g. US$0.50–1.00/user/month). Deleted User: Free, no retention.

MCP (Model Context Protocol) Support — Connect Knowby to AI Tools and Enterprise Systems

Enable Knowby to act as an MCP server, allowing AI assistants and agentic tools (like Claude, ChatGPT, and enterprise AI copilots) to securely access and interact with Knowby content and data. This would let organisations surface step-by-step guidance directly inside the AI tools their teams already use, and allow AI agents to query, retrieve, and act on operational knowledge stored in Knowby. Why this matters: As enterprises increasingly adopt AI assistants and agents into daily workflows, static integrations are being replaced by dynamic, standardised protocols like MCP. Supporting MCP would position Knowby as a live, connected source of operational truth — rather than a siloed guidance tool — allowing frontline knowledge to flow directly into ERP, ITSM, and AI-driven systems without custom point-to-point integrations. This also strengthens Knowby's position as a modern Enterprise Guidance Platform, in contrast to legacy competitors still reliant on static exports or manual integrations. Potential functionality (high level): Expose Knowby content (knowbys, steps, media, metadata) via a secure MCP server Allow permissioned read access for AI agents to retrieve guidance relevant to a task or query Explore write-back capability (e.g. logging execution/completion data back to Knowby via an agent) Authentication and governance controls to ensure enterprise data security requirements are met Help us decide how it should be priced Before we lock in how this gets rolled out, we wanted to ask the people who'll actually use it.  There are a few ways we could approach this, and each comes with trade-offs: Option 1 — Included for everyone MCP access becomes a standard part of every Knowby licence. Simple and fair, but it likely means a modest increase to the base per-user price across the board, since everyone would be contributing to its ongoing cost even if they don't use it. Option 2 — Optional add-on, flat fee Only organisations who want MCP pay for it, as a fixed additional cost per company (not per user). Keeps the base price untouched for everyone else, but means predicting usage/value upfront rather than paying for what you actually use. Option 3 — Optional add-on, usage-based Only pay for what you use — e.g. based on the number of AI queries or actions run through MCP each month. Fairest for occasional or exploratory use, but less predictable for budgeting, and adds a bit of billing complexity. We don't have a preference locked in yet — genuinely want to know what would feel fairest and most useful from your side before we commit to a model. If you've got a view or a completely different option, drop it in the comments below.

AI transcription for videos added to steps during document updates

Description: Currently AI transcription only runs on videos uploaded during the initial creation of a Knowby. Videos added in subsequent updates do not get processed by AI. Proposed behaviour: AI transcription should run on any video added to a Knowby regardless of whether it is during initial creation or a later update, generating steps and notes from the new video in the same way as the initial creation flow. Use case: Creators frequently refine and update their Knowbys over time, adding new or replacement videos. Limiting AI processing to the initial creation means the feature loses its value the moment a document is updated, which undermines the efficiency gains AI is meant to provide.

Approval Process - Requesting Changes

Currently, the ‘request changes’ textbox only allows for a max character count of 280 which I’m finding is not enough room for detailed feedback to my teams (especially on a 30+ step process which requires changes on multiple steps). Also, it is all laid out on one line and I would like to be able to space out individual step feedback points to make it easier for them to manage. Current layout doesn’t allow for detail and it’s difficult to remember what i’ve commented on and what I haven’t yet: Ideally, I’d like a bigger textbox & larger word limit or something that allows for more detailed commenting and ‘enter down’ lines to differentiate easier between a group of requested changes. I feel something like this would be easier for both keeping track of my comments and for the team making changes:

Display Category of each knowby under Name/Title

Add assigned Category of each knowby under the knowby Name/Title to make easier to view in main view - also make easier to see if a knowby is assigned to multiple categories once the filter is on E.g. How to clean the sink in bathroom [the knowby’s name] Cleaning and Facilities, 5s, Audit [Assigned categories (Cat 1, Cat 2, etc)]

Ability to store and share resources from a repository within the app e.g. a logo or other graphics.

It would be handy to have a central repository where resources can be stored and shared across a variety of staff.

Add Filter for "No catergory assigned"

In the “filter by Category” can there be a button, or filter that finds all Knowby’s that are not assigned a Category to make it easy to ensure all are grouped appropriately

Selective Event Subscriptions for Knowby Completions

Summary: Introduce a filtering mechanism for the "Knowby Completed" event type within Event Subscriptions. This will allow users to select specific Knowbys they wish to be notified about, preventing notification fatigue and ensuring only relevant completion alerts are sent via Email or Webhook. Proposed Solution: Add a built-in Knowby Completion Filter component to the Event Subscription configuration page. Filter Logic: When the "Knowby Completed" event is selected, a new optional configuration section appears. Toggle Options: Users can choose between "All Knowbys" (default) or "Selected Knowbys." Searchable Selection: A multi-select dropdown or searchable list allowing users to tick/untick specific Knowbys. Cross-Platform: This filter applies to both Email and Webhook subscription types. Benefits: Reduces Notification Fatigue: Prevents users from being overwhelmed by emails for every single completion across the organisation. Targeted Monitoring: Allows managers or systems to track only high-priority or mandatory training completions. Efficiency for Webhooks: Reduces unnecessary data processing for developers by only triggering webhooks for relevant events. Customisable Workflow: Enables different teams to subscribe to only the Knowbys relevant to their department.

Multiple Stage Approvals

Would be good to have sequential approval process availability so Person A has to approve then it goes to Person B for approval and so on.

Export knowby to PDF

Objective To provide users with the ability to export their knowbys — step-by-step instructions created in Knowby Pro — into a PDF format. This feature aims to enable the storage of knowbys for evidence of compliance in document management systems. Key Features PDF Generation: Users can convert any knowby into a PDF document, encapsulating the textual content, images, and formatting in a portable format. Layout and Design: The PDF will maintain the visual hierarchy and design elements of the knowby, ensuring readability and a consistent user experience. Image Inclusion: All images within the knowby, including diagrams, photographs, and illustrations, will be embedded within the PDF, preserving the instructional integrity. Limitations Video Content: Since PDFs are static documents, video content cannot be played within the PDF. Instead, videos will be exported as still images. Interactive Elements: Any interactive elements within the knowby, such as step completions, will be converted into static images, as the dynamic functionality cannot be replicated in a PDF. File Size: The inclusion of multiple high-resolution images or a large number of pages may result in a sizeable PDF file. External Links: While links within the knowby can be included in the PDF, their functionality will depend on the PDF viewer used by the end-user. Recipients of the PDF will need to click on the links to access external resources. User Interface

Customisable sorting and filtering of knowbys on Home screen

Currently, the knowbys are sorted by the "last published" attribute, which is limiting. This feature would empower users to navigate through their knowbys more efficiently, enabling quicker access to relevant information by providing the most relevant knowbys at the point of requirement. Allow users to customise the sorting and filtering of knowbys on the home screen using various attributes, such as: Date Added Date Modified Knowby Category Alphabetical Order Creator

Add highlighting colour to text format

Wanting to add highlighting to text to indicate critical quality checks etc etc Are we able to get a highlighting rule added to the text control when editing a knowby? Green Red Yellow Orange

Role Based Access Control to Knowbys

The objective for implementing Role-Based Access Control (RBAC) in Knowby focuses on enhancing customisation and security through the creation of custom groups and flexible permission settings. It allows for the creation of custom groups within the platform, with the capability to assign users to these groups. Moreover, it introduces a structured approach to Knowby access management by enabling these custom groups to be assigned to specific knowbys, where each group can be allocated one of three roles: Admin, Editor, or Reader. This structure ensures that access to content is precisely managed, reflecting the diverse needs and roles within an organisation, thereby facilitating a more organised and secure way to control and distribute knowbys. Custom Groups: Enable the creation of custom groups. Ability to assign users to a custom group. Knowby Access Assign custom groups to a knowby and enable the assignment of Admin, Editor or Reader roles for the entire group for that knowby.

Add a review date and notification for knowbys

Drag and drop to upload photos or videos in Knowby Pro Web

The proposed drag-and-drop feature will enable users to seamlessly upload photos and videos to Knowby Pro by simply dragging the media files from their computer folders directly into the web portal.

Ability to record screen from Knowby Pro Web App

Using a browser extension, provide the ability to make screen recordings of web applications directly from the Knowby Pro web application.

Assign knowbys for completion

this feature would allow you to select assign knowbys for completion to chosen team members and allow you to see whether they have completed it. There should also be a box at the end of the knowby to certify you have read all the steps etc.

Integration with Employment Hero

Summary: Enable Knowby to automatically update Employment Hero (EH) when a knowby is completed, either as a training module or employee certification. Details: We’ve had requests from customers using Employment Hero to streamline their training records by syncing Knowby completions into EH’s platform. Ideally, the integration would: • Trigger when a knowby is marked as completed • Match the user based on email or employee ID • Update EH by either: • Logging a completed certification • Or marking a module as complete in EH’s Learning Management System (LMS) This would reduce double-handling, improve compliance tracking, and create a seamless experience for teams using both platforms. Why it matters: Employment Hero is widely used across Australia for HR, payroll, and training. Automating the sync between Knowby and EH would save admin time, support compliance audits, and improve data integrity across systems. Potential integration points: • Employment Hero’s Certification API • Or (if made available) LMS API endpoints

Cross-Knowby Linking

Be able to put a link in a Knowby to another Knowby to make it easy to switch from one to another e.g. if one process is followed by another, be able to have a link in the step which will open up the other linked Knowby.

Export Knowby Link as .URL File

Objective To enable users to export a direct link to their knowbys — step-by-step instructions created in Knowby Pro — as a .url file. This feature is designed to facilitate the integration of knowbys into file systems and document management systems, particularly for purposes such as evidence of compliance or easy access within a corporate environment. Key Features .URL File Generation: Allow users to generate a .url file that contains a direct link to a knowby. This file can be stored within file systems or attached to documents as a reference. Ease of Access: Users can double-click the .url file to open the linked knowby in their default web browser, streamlining access to the instructions without navigating through the Knowby platform. Compatibility: Ensure the .url file is compatible with various operating systems (Windows, macOS, Linux) to accommodate a broad range of users and IT environments. Use Cases Document Management Systems: Users can attach .url files to digital records, policies, or compliance documents, offering direct access to relevant knowbys. Evidence of Compliance: For industries requiring documentation of procedures and training materials, .url files can serve as evidence that step-by-step instructions are readily accessible. Educational Resources: In educational or training contexts, .url files can be distributed to learners, providing them with quick access to instructional content. Design The file name will be generated by the title of the knowby followed by the visibility of the link used, then the .url extension: [knowby title] - {Public}.url The contents of the .url file will be as follows: [InternetShortcut] URL={public or private URL of the knowby} Example:

Spell Checking

As a creator, I would like to be advised where I have made a spelling mistake.

Title: Export Knowbys as SCORM-Compliant Packages (SCORM 1.2 / 2004)

Description: Enable admins to export one or more knowbys as SCORM-compliant ZIP packages, compatible with SCORM 1.2 and/or SCORM 2004. This would allow organisations to integrate Knowby content into legacy Learning Management Systems (LMSs) that require SCORM-format content. Functionality: Export selected knowby(s) as a SCORM ZIP package Generate the required imsmanifest.xml and launchable HTML content Option to track basic SCORM fields: Completion status (e.g. viewed to the end) Pass/fail status (e.g. optional user confirmation step) Time spent in the module Limitations (Due to SCORM Itself, Not Knowby): Static content only: SCORM doesn’t support dynamic content updates — any edits to the knowby after export won’t appear unless re-exported. Limited analytics: SCORM can only report basic data like completion or time — advanced Knowby metrics won’t be available. No real-time collaboration or approvals: SCORM doesn’t support features like approval workflows, version history, or user interactions. Translation limitations: SCORM doesn’t support dynamic language switching or translation verification. Device responsiveness may vary: SCORM relies on how the LMS renders the content — some platforms may not display Knowby content optimally, especially on mobile. Why this matters: While SCORM is over 20 years old and no longer evolving, some organisations still rely on SCORM for LMS integration and procurement compliance. Offering a lightweight SCORM export option would help meet these needs — while still recommending deep linking or embedding for the full Knowby experience.