Your onboarding plan

Every author logs into ClickLearn Studio. If you get "invalid credentials" - especially after installing an update - use the password reset link on the home screen. If prompted to update ClickLearn, do that first; stale versions cause most first-login problems.

Open your admin portal: click your initial (bottom-left in Studio) → Administrative portal. It opens in your browser - bookmark it now. You'll manage users, license, releases, support and dashboards from here.

The one hard rule about users: brand-new people can only be invited from the admin portal's Users tab (person-with-a-plus icon). That's what triggers the license invite email they need to download ClickLearn. Studio only reflects who's already on the license.

Admins vs. authors - the two differences that matter:

• Only admins see the Users tab / can manage users (per-user toggle).
• Admins automatically have access to every project; authors must be added to each project.

Create your project (or open the one created with your license). Almost everything in the setup wizard can be changed later - except the primary language under Localization. Set it to English US and confirm the blue "primary" tag before clicking next.

Connectors: check the box for every platform you'll record in (your ERP/CRM, Microsoft 365 apps, plus "web-based"). Set your primary connector to your main system. Deployment: keep the default Content Cloud - it gives you the learning portal link.

• Folders (Recordings tab) are your internal workspace organization. They don't publish - they just keep you from 50+ recordings in one list.
• Structure (Structure tab) is your final product - publishing pulls from the Structure tab, not your folders. Headings are top-level groupings; sections sit under them and host the recordings.

Do both now: create your recording folders (e.g. General Navigation / Customer Service / Warehouse / Billing), then in the Structure tab drag in a primary heading and create 2-3 sections mirroring those folder names. Click the small blue check after renaming a section or it won't save. Preview to see the portal as an end user will.

How to choose your organizing principle (60-second test):

• Distinct user groups staying in their role (CSR, dispatch, warehouse, billing…) → organize by user role.
• Everyone touches everything (common in the smallest teams) → organize by functional area / module, matching your system's navigation.

• Set the publishing template (Settings → publishing template; say yes to save).
• Upload your logo - PNG with a transparent background (a JPEG drags a white box in).
• Set brand colors - quickest trick: eyedropper on your uploaded logo.
• Set your brand font if you have one; the default is fine if you don't.
• Save Changes (upper right) and preview. Decide who owns keeping the structure clean - structure and publishing are admin jobs.

When ClickLearn records, it looks like it's taking screenshots. What it's actually doing is capturing field data: what you clicked, where, and in which system. That field data powers everything downstream - the Show me / Try me / Test me videos, the written steps, the UXP. All of it is data-driven.

Where the data lives: in the bolded text of each step (also shown as a blue tag in the editor - ClickLearn marking the destination click). The blue tag is your health indicator: as long as it's on the step, the data is intact. Bolded text and blue tag both gone = the step is "dead" - no longer dynamic, can't be restored by typing it back. Only fix: rerecord that step.

Screen prep before every recording: display scaling at 100%, aspect ratio 1920×1080, close everything you're not documenting (especially active Teams calls with screen share). While recording: click, don't tab - clicks are what ClickLearn captures cleanly as steps.

Start on the screen where the process lives - not from global navigation. ClickLearn remembers where every recording started, and if your license includes the UXP, that starting point decides where the recording is suggested.

The green box is your quality check: while recording, a green box follows your clicks; afterward each step shows a red highlight box around the element it captured. Box exactly where you clicked = clean data. If it's wonky, don't drag it - a misplaced box means the data wasn't captured, so rerecord that step.

The #1 mistake new authors make - and our specialists confirm everybody makes it - is manually rewriting step text to sound more human, destroying the field data in the process. Some teams spend 90 minutes editing a single recording this way. Use the safe route for every situation:

The order that saves the most time: the moment you stop recording - before any per-step edits - read the raw steps and make every wording fix you can in the language template first. Then do the handful of per-step edits that remain.

Recovery - if you slip: settings icon on the step → Reset step to initial state → Save Changes. The step returns to raw templated wording, the label-only option comes back, and it follows the language template again. Works as long as the blue tag is still on the step. Don't scrap a recording in a panic.

• Rerecord or extend. Right-click any step → Insert before / after → Record new step. Add to a recording from a year ago, or record half a process today and the rest Monday. Don't copy-paste steps between recordings - pasted content loses editing functionality. Insert and record fresh instead.
• Screenshots instead of click-through. For processes on one screen, press the camera icon instead of record (take them through ClickLearn, not your OS). Screenshot steps carry no field data, which flips editing rules in your favor: crop, move the box, rewrite text freely. This is the standard route for mobile apps, tablets, scanners, and locked-down devices.
• Generic targets for grids, lists, and drop downs. The step's edit pencil shows toggles to target any row / any cell. The highlight expands to the whole list and the instruction goes generic ("select a record"). Recordings stop aging, and multi-row processes need one step instead of one per row. In Try me / Test me, clicking any row counts as correct.
• Grouping for dropdowns and date pickers. "Click the dropdown" + "select the value" becomes two steps; grouping combines them into one, which reads much better in the written format. Slightly finicky with field data - group after finishing image edits on those steps.

• Each author completes the recording tutorial in ClickLearn Universe / Assist.
• Each author reads the recording & editing best-practices card before their first real recording - search "recording best practices" in ClickLearn Assist.
• Each author records one real process end to end - started on the screen where the process lives (see 2a).
• Edit for essentials using 2b: readable step text, correct field data, no stray clicks, generic wording for grid clicks.
• Each author adds at least one text block and takes at least one ClickLearn screenshot.
• Title recordings the way end users talk. Portal search is keyword search on titles - "Create a service order" gets found; "SO_process_v2_final" doesn't. Titles have a tight character limit and reject most punctuation.
• Review each other's first recording. Data-health check: bolded text intact, blue tag present, red box on target. Missing bolded text + missing blue tag together is the real red flag.

Recording and editing across a small team is the most time-consuming part of the whole plan. If this milestone feels slower than Weeks 1-2, that's normal.

• Video pacing: in the video editor, edit pencil → Timing (should narration play before, during, or after the step?) and Pause before. Per-step; project-wide pacing lives in the publishing template. Set individual steps first.
• Pronunciation fixes, project-wide: Settings → Text to speech → Speech editor. A pronunciation dictionary for the narrator: tell it once that "NBR" reads as "number" and every video says it correctly. Fix mispronunciations here, never step by step.
• Step visibility per format: Excluding removes the step from that format (written and video exclusions are separate). Muting turns off narration + subtitles but the video still performs the step. Use exclude to remove; mute only for genuine silent actions.
• Updating recordings after system changes: insert/rerecord individual steps (2c) instead of redoing the whole recording. Make sure every author has done it once.
• Narration settings and formats: how Show me / Try me / Test me differ.

Author your priority list - top 10-15 highest-pain processes, not everything. Complete beats comprehensive.

Handle long end-to-end workflows deliberately. A 90-step, cross-role recording is legitimate content, but nobody consumes it whole: add sections inside the recording to break output into chunks, and pair it with short breakdown recordings people actually search for. Don't work with two recordings open at once - Studio struggles to load and save both.

Place content into folders and drag into the matching Structure sections - only the Structure tab publishes. Reuse one recording across multiple sections wherever a process serves more than one group; never upload the same video twice.

Revisit your Milestone 1 structure now that real content exists - does the role-vs-functional-area choice still hold? Adjust before go-live readiness.

Tune the publishing template: the template dropdown (above your logo) shows every output format - anything on is included, anything off is like it never existed. Turn off formats you won't use. In the recording view, set what end users see first (written vs. video). A blue dot just means "this has been edited" - defaults are sensible.

Video intro screen (optional, 5 min): template dropdown → Videos → Graphics → Intro Screen → upload an image that opens every video. Set once, applies across all three video formats. Same area holds chapters, playback speed, and button layout.

Set your Test me rules while you're in the template. Same recording dropdown → "Test me video" (the name, not its toggle). On the right, expand Video controls and Settings:

• Pass percentage - many teams go straight to 100% since Try me teaches users exactly where to click. Failing doesn't lock users out; it just shows in your dashboard.
• Per-step points - how many wrong clicks before ClickLearn shows them where to click. Default 4; if pass % is high, 5 is a fair counterweight (7 lets them fish around).

Setting these on the Test me template sets them for all recordings at once. Changes apply moving forward only and take effect on your next publish.

Publish and open your learning portal. Click through it as an end user.

Etiquette for teams:

• only one person publishes at a time (anyone else sees a loading screen)
• large projects can take ~10 minutes to publish - normal, not stuck
• never click Cancel on a publish you didn't start
• for every publish after the first, use Reproduce (Publishing tab) - settings and URLs stay saved, so republishing is one click

Test search with the words end users would type. If a process doesn't surface, fix the recording title (Milestone 2).

Test the three video formats on one process: watch Show me, do Try me, complete Test me. Note pacing fixes and mispronunciations, then batch - timing in the video editor, pronunciation in the speech editor, text in the written editor.

• Share the learning portal link with 3-5 friendly end users (a pinned Teams/Slack post beats email).
• Ask them to complete one Show me → Try me → Test me sequence.
• Check your dashboard: can you see their consumption data and Test me scores? (Same dashboard exists in the admin portal and the Studio project.)
• Fix what they trip on - usually naming, structure, or a missing process, not the recordings themselves. When a pilot user reports a broken video, fix it and republish the same night - nothing resets.

• A Show me or Try me counts as completed only when the user reaches the end-of-video feedback screen. If your videos have an outro slide, most users close during it - they watched the whole process but show as incomplete. Low completion + decent starts = "people stop at the outro," not "people aren't watching."
• A Test me counts when the user gets their score. Trust that number.
• There's no drop-off or time tracker in the standard dashboard. For finer detail, the OData export in Milestone 6 goes granular.

1. Pace check. By the midpoint of your project you should have: every author logged in with at least one reviewed recording; roughly a third of your priority list captured; and the portal previewed end-to-end at least once.

2. Is your rollout date still realistic? If not, move the date - don't skip the pilot.

3. Is content creation on pace? If one area is behind, pull an author from a finished area.

4. Any open blockers (installation, portal access, publishing errors)? Resolve before rollout, full stop.

• Embed the portal link somewhere permanent - inside your system, or pinned in the Teams/Slack channels where people already ask questions. Email alone gets buried. The link is dynamic - it stays current through every republish, so drop it into email signatures and ticket replies too.
• Announce it with a clear message: "Before you message us - check the portal. Show me = watch it, Try me = practice it, Test me = prove it."
• Run 2-3 short live touch-base sessions (not full trainings) walking people through how to find answers themselves.
• Direct repeat questions back to the portal link - every time. This is the habit change that makes the whole investment pay off.
• Watch your dashboard in week one: who's consuming content, top processes, Test me scores. Expect to fix and republish several times as feedback lands - same-day fix-and-republish is the normal rhythm (Reproduce, one click).

If you're using SSO, add to your announcement:

"At the login screen, choose Log in with Microsoft at the bottom - it redirects you to our normal Microsoft sign-in and brings you back."

The redirect is the one part end users reliably question. Saying it up front pre-empts a week of "is this legit?" replies.

The dashboard is your answer to "training never showed us that." Use it in conversations with team leads.

• Are repeat questions in your channels noticeably down?
• Are you spending fewer hours in live training?
• Does dashboard data show steady portal usage (not a spike that dies)?

The engaged / non-engaged split counts activity within the time span in the upper-right (default: one month). "Non-engaged" = signed up but inactive in that window - nothing more sinister.

In early rollouts, non-engaged can run as high as ~75% and still be normal - judge the trend month over month. Click into non-engaged and you have your nudge list for team leads.

The built-in dashboard shows aggregates (top consumers, top content), not per-user statements. For finer detail, use Copy OData URL at the top of the dashboard (or the Excel export buttons) - it drops every activity metric into Excel or Power BI and stays dynamic. Start from the questions you need answered.

For a manager who occasionally gets asked "show me the metrics," the simplest route is inviting them as an admin from the Users tab - they set a password and view live dashboards in a browser, no install.

• Content owner per functional area (default: the author who owns it, with a backup author as the fallback). Rerecord individual steps, update text blocks independently, change wording once in the language template - almost never redo a whole recording.
• Republish rhythm: heavy fix-and-republish in the first weeks, then every two weeks or monthly once feedback slows.
• Monthly 30-minute review: check the dashboard for unused or low-scoring content - that's content to fix or promote.
• After system updates: ClickLearn updates recording connectors to match, but for a short window specific element types (dropdowns, sub-menus) can capture oddly. Rerecord affected steps; report the element type if it persists.