Using SystemaFlow with Trainual: Training Content to Start With

What Trainual does

Trainual describes itself as training, operations and performance software. Going by its own site, it gives you:

• One searchable place for processes, policies and SOPs, with AI to help draft them.
• Training assigned by group, such as role, team or location, so each person sees what applies to them.
• Tests and tracking, with completion scores, recent activity and overdue assignments.
• E-signatures, to record that someone has read and acknowledged something, with limits that depend on plan.
• An org chart showing how roles connect, plus HR and payroll integrations.
• Templates to start from. It lists more than 500.

That tracking is the part a folder of documents can't do. If you need to know who's been trained on what, across a growing team, Trainual handles it well. Plans and what's in them are on its pricing page.

What Trainual leaves to you is your own way of working. Its templates and AI can give you a draft, but only you know how your business onboards someone, who signs off their first month and what good looks like in your roles. That's the part most teams put off.

What SystemaFlow does

Our products are systems: done-for-you templates in Word and PDF. They aren't software. You buy them once and keep them. Each system comes with:

• The structure already worked out: owner, steps, checks, exceptions, and a review date with a place in the routine.
• A filled-in example for a made-up company, Tamberly Studio, so you can see a finished one before you write your own.
• A short guide with set-up steps timed in minutes.
• A Digital Kit with the system as a page file and each of its lists as a spreadsheet.

For training and onboarding, the library has the New Hire Checklist, Employee Training Log and Standard Operating Procedure, plus the How I Do It Doc, Knowledge Capture Interview, Shadowing Plan and FAQ Builder for getting knowledge out of people's heads. The New Hire Ramp Plan and Manager Onboarding Toolkit cover the first weeks and the manager's side.

A Word file won't assign training, test anyone or tell you who's overdue. That's what Trainual is for. Put the two together and your team learns a process that's been properly worked out, in a tool that checks they've learned it.

How the jobs split

Setting up a SystemaFlow system in Trainual

Here's how it goes with the How I Do It Doc, for a job one person knows and others need to learn. The other training systems work the same way.

1. Read the guide and the filled-in example first. Ten minutes. You'll see what each part is for before you write anything.
2. Fill it in with the person who does the job. Use the Knowledge Capture Interview if it's all in their head. This is the slow part, and it's the part Trainual can't do for you.
3. Import it into Trainual. Trainual's help centre says its content import takes Word, PDF, text and Markdown files and turns them into subjects, documents and pages. It recommends Word for the closest match to the original formatting. Open "Import content" from the Create menu, add the file, then tidy the result. Imported content stays hidden until you publish it, so you can check it first.
4. Assign it and add a test. Assign the subject to the role or team that needs it, and add a short test on the steps that matter most. Trainual's completion tracking then does the job of the system's training sign-off list.
5. Keep the review date. Put the owner and the next review date at the top of the subject, and log each review in the system's review log. When the job changes, update the Word file and the Trainual content together.

Here's a typical example, and it's made up: a twelve-person design studio hires a few people a year. It fills in the New Hire Checklist and New Hire Ramp Plan, imports both into Trainual and assigns them to every new starter. Trainual shows the manager who's finished what. The ramp plan tells the new starter what their first weeks should look like. Every six months the owner checks both still match how the studio works.

Who this suits

If you already use Trainual, this is the quickest way to fill it with training that holds up: the structure is worked out, and Trainual makes sure people actually go through it.

If you're not on Trainual, you don't need it to start. A checklist, a ramp plan and a training log, kept by the manager, cover a small team that hires now and then. If you start hiring every month, or across several locations, tracking by hand starts to creak, and that's when a platform like Trainual earns its place. The systems you've written come with you.

For the practical side, read employee onboarding templates or how to write an operations manual. For when software helps and when it doesn't, see tools vs systems. If your team runs its work in ClickUp, there's using SystemaFlow with ClickUp.

SystemaFlow isn't affiliated with or endorsed by Trainual. Trainual is a trade mark of its owner.