Process Knowledge Base
Where your process knowledge
Actually lives.
Playbook is an internal wiki built for BPM teams. Document your processes, standards, how-tos, and decisions in one searchable place — organized the way your program actually works, not the way a software team does.
One-time purchase. Runs locally. Your ideas, your files. No subscription, no cloud, no IT ticket.
The problem
Your process knowledge is everywhere.
Which means it’s nowhere.
SharePoint folders that nobody can find anything in
The process documentation is in there. Somewhere. In a folder called “New Folder (3)” inside a folder called “2022 Archive.” Nobody updates it because nobody can find it.
Knowledge that lives in one person’s head
The senior process analyst knows how things work. When they go on leave — or leave the company — that knowledge walks out the door with them.
Notion or Confluence — not designed for process work
General wikis are built for everyone, which means they’re optimized for no one. You spend as much time organizing the tool as you do writing content. And you pay per seat, forever.
Documentation that’s always slightly out of date
The process changed six months ago. The documentation didn’t. Now new team members are following the old way, and nobody’s sure which version is right.
“”Every BPM program I’ve worked in had the same problem: a ton of knowledge about how things were supposed to work, scattered across emails, presentations, and one person’s OneNote. Playbook is the place all of that should have been living from day one.”
Roland Woldt
Host, What’s Your Baseline? – EA/BPM Practitioner
sound familiar? i thought so.
How it’s organized
Build around the way
Process teams actually work.
Playbook organizes content as Project → Category → Page → Sub-page. That maps
directly to how a BPM program is structured — not how a software team’s
documentation is.
Project
A distinct area of your program — a process domain, a team, or a workstream.
e.g. “BPM Program” · “Finance Processes” · “Governance”
Category
A section within a project — color-coded for quick navigation in the sidebar.
e.g. “Methodology” · “How-To Guides” · “Standards”
Page
A rich-text document. Write it, tag it, link to other pages, embed images.
e.g. “BPMN Naming Conventions” · “SME Interview Guide”
Sub-page
Nest pages under other pages by dragging in the sidebar — as deep as you need.
e.g. “Process IDs” nested under “Naming Conventions”
What’s Inside
Everything you need to capture
and share knowledge.
Rich-text editor — no Markdown required
Write naturally in a WYSIWYG editor. Format text, add headings, create tables, embed images, and insert callout blocks — without ever typing a single asterisk or hashtag.
Search that actually works
The search bar finds matches across page titles and tags as you type — no pressing Enter, no waiting. If it’s in Playbook, you can find it in seconds.
Wiki links between pages
Type [[ anywhere in the editor to open an inline page picker (or press the toolbar button). Link directly from one process standard to a how-to guide, from a governance page to the relevant methodology. Your knowledge base becomes a network, not a list.
Page templates
Create reusable templates so every process standard, how-to guide, or meeting note starts with the right structure. New pages pick up the template and the author fills in the blanks — consistently, every time.
Print-ready pages
Every page prints cleanly. The sidebar, topbar, and editor chrome disappear — only the content comes through. Share a polished hard copy of a process standard or onboarding guide with anyone who needs it on paper.
Multi-project support & Git backup
Connect a Git repository and Playbook auto-commits every change. You get a full history of who changed what and when — without asking anyone to remember to save a version.
Content formatting
Everything you need
to write Process documentation
properly.
Process documentation isn’t just text. It needs callouts for warnings, tables for
comparisons, code blocks for system references, and embedded visuals. Playbook
handles all of it.
Text & Structure
Tables
Images & Media
Callouts & Code
What Teams use it for
Not just a wiki.
Your program’s institutional memory.
Playbook is general enough to hold anything — but here’s what BPM teams
actually put in it.
Methodology
Process standards & conventions
Your BPMN standards, naming conventions, modeling rules, and the decisions behind them. The single source of truth that anyone joining the team reads first.
“How do we name swim lanes?” “What’s our standard for sub-processes?” “When do we use a call activity?” All in one place, linked to each other.
Operations
How-To Guides & Runbooks
The step-by-step guides for recurring work — how to run a process discovery session, how to conduct an SME interview, how to prepare a process review workshop.
“Anyone on the team can run a discovery session by following the guide — not just the people who’ve done it before.”
Governance
Decisions, Policies & Rationale
The decisions your BPM program has made and why. Which tool you chose. What you decided about scope. Why a process was redesigned the way it was. Future you will thank present you.
“We tried to reconstruct why a decision was made two years ago. The meeting notes were gone. Now we write it down.”
Onboarding
New team member orientation
A structured welcome section that tells every new team member where to start, how the program works, what tools they need, and who to talk to. No more three-hour onboarding calls to cover the basics.
“Read the Welcome section, then the Methodology section, then shadow one discovery session. That’s week one.”
Reference
Glossaries & Definitions
The agreed definitions for the terms your program uses — what “process owner” means in your organization, how you define “as-is” vs “to-be,” what the difference between a process and a procedure is.
“We had three different definitions of ‘process owner’ floating around. Now there’s one, and it’s linked from every page that mentions the role.”
Consultants
Client-specific program documentation
Set up a fresh Playbook for each client engagement. Document their processes, their standards, their decisions. Hand it over at engagement end — they own a local knowledge base they can keep running without you.
“I hand clients a working playbook at the end of every engagement. It’s part of the deliverable now.”
Who it’s for
Built for the people who
Actually run programs.
BPM / Process Managers
IT Leaders / Architects
Consultants & Practitioners
Why local first
Your knowledge base
Shouldn’t live on someone else’s server.
01
No subscription creep
Notion, Confluence, and every other wiki charges per seat per month — forever. A 10-person BPM team pays $600–2,400/year for their knowledge base. You pay once for Playbook.
02
No IT approval bottleneck
Playbook runs on your laptop or an internal server. There’s no new vendor to onboard, no data to migrate to the cloud, and no security questionnaire to fill out.
03
Files you can actually open
Every page is stored as a JSON file with HTML content. It’s readable, moveable, and archivable without any special tool. When you stop using Playbook, your knowledge is still there.
04
Team access when you want it
Put Playbook on a shared server and your entire team accesses it through their browser — no install, no accounts, just a URL. It scales from one person to a whole program team.
Compared to Notion or Confluence
Notion charges $10–20 per user per month. For a 10-person team, that’s $1,200–2,400 every year — for a general-purpose tool you’ve had to configure and organize yourself, storing your data in their cloud.
Playbook is $99, one time. It’s purpose-built for process documentation, runs where you decide, and your data is yours on day one and on the day you stop using it.
It doesn’t have AI agents or a marketplace of 10,000 templates. It has the features a BPM team needs, working reliably, with no ongoing cost and no vendor dependency.
Pricing
One Price.
No surprises.
Buy Playbook on its own, or as part of a bundle with the other BPM OS tools. Every
option is a one-time purchase — no subscription, no per-seat fees, no renewal.
Playbook
Just the program knowledge base
$99
One-Time Purchase
most popular
Practitioner Bundle
Atlas + Groundwork + Playbook
$199
One-Time Purchase
Save $98 vs. buying separately
Full BPM OS Stack
The complete stack – all apps
$299
One-Time Purchase
Save $225 – every current and future app in 2026 included
Common Questions
Things people ask
Before they buy.
Do I need technical knowledge to set it up?
No. Setup is a double-click on a script — one for Mac, one for Windows, one for Linux. If Node.js isn’t installed, the script installs it. Once it’s running you open your browser and start writing. There’s no command line involved in day-to-day use.
Can my whole team use it, not just me?
Yes. Run Playbook on a shared office server and your entire team accesses it through their browser — no install, no accounts. Set Viewer, Editor, and Admin passwords so stakeholders can read without editing, and your writers can create without touching the admin settings.
How is this different from Notion or Confluence?
Three things: it runs locally (your data never leaves your environment), it’s a one-time purchase (no per-seat subscription), and it’s purpose-built for process documentation rather than general-purpose collaboration. It doesn’t try to replace your project management tool, your CRM, or your calendar. It does one thing and does it well.
What happens to my content if I stop using Playbook?
Nothing bad. Every page is a JSON file stored in a folder on your machine. The content is HTML — you can open it in any browser or text editor. There’s no export step, no data to retrieve from a vendor, and no proprietary format to decode. Your knowledge is yours, full stop.
Can I import content from Notion or Confluence?
Not automatically — there’s no import wizard today. Most teams start fresh with the content that matters most, which often turns out to be a useful exercise in itself. If you have specific content you want to migrate, get in touch and we’ll look at the best approach.
Can I use this on Mac, Windows, and Linux?
Yes to all three. There’s a setup script for each platform. The app itself runs in the browser, so once it’s started, it looks and works the same everywhere.
Does Playbook work alongside my process modeling tool?
Absolutely — and that’s exactly how it’s designed. Tools like ARIS, Signavio, or Celonis model and analyze your processes. Playbook is where you document the standards, decisions, how-tos, and institutional knowledge around those processes. They complement each other rather than compete.
Can I brand it with my organization’s or client’s logo?
Yes. The admin panel has a branding section where you upload a logo and adjust colors. The topbar and accent colors update live. Useful for running it inside a client environment as a consultant, or matching your organization’s brand internally.
Ready to get started?
Stop losing process knowledge
start building a playbook.
Your team’s standards, how-tos, and decisions deserve a home that’s organized, searchable, and actually yours. Playbook is up and running in ten minutes.
Part of the BPM OS from What’s Your Baseline?