From Screen Record to User Manual

From Screen Record to User Manual: How We’re Using AI to Build Documentation in Real-Time

At Calo, we love solving problems and exist to help people perform better and think faster. One of the biggest "time-sinks" in software development isn't actually writing the code: it’s documenting how to use it. Traditional manual writing is slow, and let’s be honest, it's rarely anyone's favorite task.

I recently experimented with a new workflow that has completely changed how we approach user guides. It's a genuine example of how AI is saving us massive amounts of time, and I wanted to share exactly how we're doing it.

The Workflow: Video to Manual in Minutes

Instead of sitting down to type out step-by-step instructions, I used a three-step approach that feels a lot more like "whistling while we work" than a chore:

1. Record with ClickUp: I used ClickUp to record my screen and audio while I walked through the software. I didn't worry about a script; I just "spoke human" and demonstrated the features as if I were talking to a friend.
2. Transcribe with Gemini: I uploaded that video directly into Gemini and asked it to convert the visual/audio data into a set of clear, helpful instructions.
   3.** Refine with Canvas Mode:** This is where the magic happened. By using Canvas mode, I created a living document. As I recorded more videos for different modules, I fed them into the same session. Because Gemini had the context of the previous instructions, it knew exactly where to slot the new steps so the manual flowed logically.

Why Canvas Mode is a Game Changer

While Google Docs is great, I’ve found that working within Gemini's Canvas mode is significantly more effective for this kind of collaborative work.

It keeps the entire project in view, ensuring that step 10 doesn't contradict step 2. Most importantly, it allows me to jump in and manually edit the things that aren't quite right. We’re big on transparency and "doing good work," and sometimes that requires a human touch to ensure the tone is just right: calm, confident, and relatable.

Efficiency is a Mandate

Innovation is a mandate at Calo. By leveraging these tools, we aren't just selling a service; we're ensuring that the process is transparent and that our clients feel heard and understood through high-quality, easy-to-follow documentation.

If you're still writing your user manuals from scratch, it might be worth exploring a different approach. We are naturally curious about finding better ways to work, and this AI-driven workflow is one experiment that is yielding some pretty incredible results.

Have you found a better way to bridge the gap between video and text? Let's chat.