Someone is getting ready to leave.
Capture the routines, decisions and exceptions that an experienced employee carries in their head before a retirement or handover.
WorkFlow by Authentik · Canadian-owned
Keep the know-how.
Make the handover easier.
Turn the way one person works into an operations manual, checklists and process maps your team can use.
Start with one role. Capture the work by voice, text or guided questions. Give the next person a clear place to begin.
Self-serve software. An optional onboarding hour included. Downloaded documents stay yours.
WorkFlow in 90 seconds
Read what the video shows
- “Just ask Morgan.” Every team has someone who just knows how things get done.
- What happens when they’re not there? Vacation. A new job. Retirement. A busy Tuesday.
- WorkFlow, by Authentik Consulting & Training. Keep the know-how. Make the handover easier.
- Capture the work your way. Talk it through, upload what you already have, or answer guided questions. On screen: a process called “Morning Coffee”, with a choice of voice, an existing document or a written questionnaire.
- Say it while you do it. Record on your phone as you work, at a desk, in the shop or out in the field, and call out each step as you go.
- Your words become structured steps. WorkFlow transcribes the recording, pulls out each step, and double-checks the result.
- A checklist anyone can follow. Purpose, trigger, owner and time for every step, ready to review with the person who does the work. On screen: a seven-step checklist for making coffee in a French press.
- Plus a process map, drawn for you. See the whole flow at a glance, then download it as a PDF or SVG.
- It asks what the next person would need to know. Choose “Business Continuity” and it flags the gaps a backup person would run into. On screen: gaps such as where supplies are kept and what to do when something breaks.
- Spot the wasted effort. Lean and Six Sigma lenses point out waiting, duplication and guesswork. Your team decides what to change.
- Link roles into end-to-end workflows. See every handoff across departments, from the first enquiry to the final invoice. On screen: one process mapped across Sales, Customer Success, Operations, Leadership and Finance.
- Every process, in one place. Download operations manuals, checklists and process maps. What you download stays yours. PDF manuals, checklists, and process maps in SVG and Visio.
- A platform, and a partner. Use WorkFlow on your own, or bring in the Authentik team to help your people capture the work that matters most. On screen: Craig Whitton, Founder & Lead Consultant, Authentik, with over two decades of leadership, helping teams navigate change, and three levels of support. Self-serve: your team captures the work, and an onboarding hour is included. Guided: remote support to set priorities and review the handoffs. Partnered: hands-on help for retirements and transitions, on site if needed.
- Start with one role. Which role would be hardest to cover tomorrow? authentikconsulting.ca/workflow. WorkFlow by Authentik, Canadian-owned. Book a free introduction.
A practical place to start
You do not need to document the whole business at once.
Every question comes back to you.
Give the next person a usable reference for recurring work, so the owner or experienced team member is not the only source of answers.
The work keeps getting handled twice.
Make the handoffs visible. See where information waits, responsibilities are unclear, or the same step happens more than once.
From everyday know-how to a usable reference
Explain the work. Then make it easier to pass on.
Choose one role.
Start with the person whose absence would cause the most disruption. Pick a few recurring tasks worth capturing first.
Explain how the work happens.
Talk through a task, use your existing written material, or answer guided questions. Include the exceptions and judgment calls.
Review it. Make it useful.
Check the steps with the person who does the work. Create manuals, checklists and process maps that someone else can follow.
WorkFlow helps structure the information and identify possible improvements. Your team checks the accuracy and decides what to change.
More useful than a list of job duties
Capture the details people usually have to ask about.
A job description says “handle supplier invoices.” A useful handover explains what arrives, what gets checked, who approves it and what happens when something is wrong.
That is the level of detail to capture in WorkFlow, whether the task happens at a desk, in a shop or out in the field.
Choose how you want to get startedIllustrative process example
Route a supplier invoice
- Role
- Front desk / administration
- Starts when
- A supplier invoice arrives
- Complete when
- Accounts payable has the approved invoice
- Check the supplier, purchase reference and amount.
- Send it to the responsible person for approval.
- Pass the approved invoice to accounts payable.
- Record the handoff so the next person can find it.
What if the amount does not match?
Record the discrepancy and ask the responsible approver to resolve it before passing the invoice on. Capture who that person is in your own process.
A fictional example to show the detail to include, not a client result or a product screenshot.
Choose the support you need
Start with one role. Expand when you are ready.
Capture the work yourself, get help putting it into practice, or scope a larger transition with us.
All prices in Canadian dollars, plus applicable taxes.
Capture one role
Self-serve
CAD $1,500
One-time, 30-day capture pass
For a business ready to get one person's recurring work out of their head and into a usable reference.
- Process mapping for one role
- 30 days of self-serve platform access
- Voice, text and guided-question capture
- Operations manuals, checklists and process maps
- Keep the documents you download
Includes 1 hour of remote onboarding, available if you want it, at no extra charge. Your team captures and checks the work.
Request Self-serve accessCapture up to five roles
Guided
CAD $5,000
One-time, 30-day team package
For a team ready to document several roles and the handoffs between them, with help putting WorkFlow into practice.
- Process mapping for up to 5 roles
- 30 days of platform access
- 5 hours of remote implementation support
- Operations manuals, checklists and process maps
- Keep the documents you download
Use the included support to choose priorities, get started and review handoffs. Your team contributes and checks the process knowledge.
Discuss the Guided packageEnterprise workflow capture
Partnered
Starting at CAD $20,000
Specific engagements quoted individually
For an upcoming retirement, ownership transition or operation that needs several people and processes brought together.
- Unlimited role mapping during the agreed engagement
- Starts with a full week of support (40 hours)
- Operations manuals, checklists and process maps
- Platform access duration agreed in your quote
- Onsite work and travel scoped where needed
Unlimited refers to the roles you can map. Support starts at 40 hours; additional support, delivery arrangements and timing are agreed in your proposal.
Scope your Partnered engagementYour downloaded manuals, checklists and process maps remain yours to keep and use after your platform access ends.
A Canadian firm behind the software
Technology when you want it. A person when you need one.
WorkFlow comes from Authentik Consulting & Training. Our work focuses on leadership, organizational development and helping people navigate change. Use the software yourself, or bring us in when your team needs support.
Meet Craig and the Authentik teamBefore you start
A few practical questions.
Something specific to your business? Talk it through with us.
What does “capture one role” mean?
Start with the recurring work one person is responsible for, such as the front desk, payroll administration or a shop supervisor. Prioritize a few important tasks, then capture the steps, decisions and handoffs. It is a focused starting point, not a promise to document your whole organization in a month.
Does someone write the manual for us?
Your team supplies the knowledge, WorkFlow helps organize it, and your team checks the result. Self-serve includes an optional onboarding hour at no extra charge. Guided includes 5 hours of support. Partnered starts with 40 hours of support, with deliverables agreed in your proposal.
What happens when our access period ends?
Self-serve and Guided include 30 days of platform access. Partnered access duration is agreed in your quote. Download the documents you need before your access ends. Your downloaded manuals, checklists and maps remain yours to keep and use.
Can we start with existing documents?
Yes. You can use written information and existing process documents, explain the work by voice, or use guided questions to fill in missing details.
Will WorkFlow tell us what to automate?
WorkFlow helps document the process and identify possible improvements. Your team still decides what is accurate, practical and worth changing. Clear process maps are useful preparation for an automation project.
Is onsite support included?
Self-serve onboarding and Guided support are remote. Partnered starts with a full week (40 hours) of support; the delivery arrangements, onsite work and travel costs are agreed in your quote. Authentik serves BC, Alberta and organizations across North America.
Start with the person you rely on most
Which role would be hardest to cover tomorrow?
Tell us the role you want to capture. We will confirm the package and the next steps for access.
This is an enquiry, not a payment. Please describe the role without sharing confidential process details.
Prefer a conversation? Book a WorkFlow introduction.