How to Create SOPs From Video (2026 Playbook + Free Template)

Turning recordings into usable documentation is where most teams stall. This playbook shows how to create sops from video in a way that’s fast to produce, easy to review, and actually followed.

Answer in 30 seconds

• Record the workflow once (clean screen, clear clicks, narrate decisions—not just steps).
• Convert the recording into an outline, then rewrite it into numbered steps with expected outcomes.
• Add screenshots only where they prevent mistakes (fields, toggles, “don’t click this” moments).
• Ship v1, then tighten based on the first 3 questions people ask (those become clarifications).

What is an SOP from video?

An SOP from video is a written, repeatable procedure created by capturing the process on-screen first, then turning that recording into a step-by-step document with clear outcomes, screenshots, and edge cases. Video is the “source of truth” for what actually happened; the SOP is the “source of truth” for what people should do.

Step-by-step process

1) Decide what “done” looks like (before you record)

Write one sentence:

• Goal: What outcome should the reader achieve?
• Scope: What’s included and what’s not?
• Who it’s for: New hire, support, customer, internal ops, etc.

This prevents the classic SOP failure mode: a long document that never states success criteria.

2) Record the workflow like you’re teaching, not demonstrating

Record a screen walkthrough (2–8 minutes is a good target for one SOP).

Do this while recording:

• Say why you’re doing a step when it’s not obvious (“We choose X because it prevents duplicates”).
• Pause on screens where people commonly make mistakes (permissions, irreversible buttons, billing).
• Avoid unnecessary scrolling and tab-hopping; it creates confusing screenshots later.

If you need a simple starting point for the overall approach, Vidocu’s overview on video to documentation can help you frame what to capture.

3) Turn the recording into an outline (fast), then rewrite (careful)

A good SOP outline usually follows this pattern:

• Prereqs (access, roles, data needed)
• Steps (numbered)
• Validation (how to confirm it worked)
• Troubleshooting (top 3 gotchas)

When you rewrite:

• Keep each step to one action + one expected result.
• Use consistent verbs (Select, Click, Enter, Confirm).
• Move “explanations” into short notes under the step.

4) Convert the outline into numbered steps that can survive copy/paste

This is where SOPs become usable.

Rules that keep SOPs from becoming essays:

• One screen = one step (when possible).
• Name exact UI labels (button text, menu items, field names).
• Include guardrails for risky actions (delete, revoke access, refunds).

5) Add screenshots only where they reduce errors

Screenshots are expensive to maintain. Use them where they pay rent:

• A field with a confusing name
• A modal with multiple similar options
• A setting that’s easy to miss
• A “point of no return” action

Skip screenshots for:

• Obvious clicks (“Click Save” on a giant Save button)
• Pages that change weekly

6) Add “check your work” validation

At the end, give a quick validation section:

• What should you see on-screen?
• What notification/email should arrive?
• What downstream system should update?

This turns the SOP from “steps” into a reliable procedure.

7) Ship v1, then harden it with real questions

Don’t wait for perfection. Publish v1 and collect:

• The first 3 questions people ask
• The first 2 mistakes people make

Update the SOP with:

• One clarifying screenshot
• One explicit warning
• One example value

If you want the “record once, publish everywhere” approach, AI video documentation is the broader workflow that pairs well with SOPs.

Real example

Scenario: A Customer Support lead needs an onboarding SOP for new agents: “How to tag and escalate a bug report.”

• Tool/process being recorded: The support inbox + internal ticket form.
• Video outcome: A 6-minute screen recording showing tagging, linking the customer, selecting severity, and escalating.
• SOP outcome: A 12-step article with:
  • Prereqs (which queues to access, required permissions)
  • Screenshots on the severity dropdown + escalation modal
  • Validation (“Bug appears in the engineering queue within 2 minutes”)

This SOP becomes the training default: new hires watch the short recording once, then follow the written steps during their first week.

Template

Copy/paste this and fill in the brackets.

SOP: [Title]

Purpose: [What this SOP achieves in one sentence]

When to use: [Trigger or scenario]

Owner: [Team/role]

Last reviewed: [YYYY-MM-DD]

Prerequisites

• Access: [roles/permissions]
• Tools: [apps, accounts]
• Inputs: [data needed]

Steps

1. [Action] — Expected result: [what changes / what you should see]
2. [Action] — Expected result: [...]
3. [Action] — Expected result: [...]

Note: [Edge case, caution, or decision rule]

Validation (check your work)

• You should see: [screen/state]
• You should receive: [email/notification]
• Downstream updates: [system changes]

Troubleshooting

• If [problem], then [fix]
• If [problem], then [fix]

Checklist

Use this to QA the SOP before you share it.

• Title matches the user’s goal (not the tool name)
• Purpose is one sentence and measurable
• Prereqs include permissions (not just tools)
• Steps are numbered, one action each
• Every step has an expected result
• Screenshots are used only for risky/confusing moments
• Validation section exists (how to confirm success)
• Troubleshooting covers the top 2–3 failure modes
• Owner + last reviewed date are present

Tools

A practical stack for SOPs from video:

• Screen recorder: Whatever your team already uses (built-in OS recorder, meeting recorder, or a lightweight screen capture app). Prioritize clear cursor movement and legible zoom.
• Editor for SOP text: Any doc tool works—as long as it supports headings, numbered steps, and quick updates.
• Screenshot capture/annotation: Useful when steps hinge on a specific field, toggle, or warning state.
• Video-to-SOP workflow: If you’re doing this weekly, use a workflow that converts a single recording into a structured SOP draft, with screenshots, so you’re editing instead of rebuilding.

If budget is tight or you’re piloting, start with the options in Vidocu’s free tools list and upgrade only when the volume justifies it.

FAQ

How long should an SOP video be?

Aim for 2–8 minutes per SOP. If it runs longer, you probably have multiple procedures (split by “trigger”).

Should the SOP include the full video?

Often yes—especially for onboarding—because video communicates flow and context. But the written steps should stand alone for someone who just needs to execute quickly.

How do I keep screenshots from going stale?

Use fewer screenshots and place them only where they prevent mistakes. Also, write steps that reference stable UI labels instead of transient layout details.

What’s the minimum viable SOP?

Purpose + prerequisites + 6–15 numbered steps + validation. Add troubleshooting after you see real failures.

Who should own SOP maintenance?

The team closest to the workflow should own it (support for support processes, ops for ops). Add a “last reviewed” date so it’s obvious when it’s getting old.

Related Vidocu workflows

• Start from the homepage to see the full workflow context: Vidocu
• Convert a recording into a structured article: Video to documentation
• Go directly from recording to a step-by-step procedure: Video to SOP
• Explore a broader approach for turning recordings into publishable docs: AI video documentation
• If you’re assembling your toolkit, begin here: Free tools for recording and documentation

Turn one video into an SOP in minutes

Vidocu helps you turn a single recording into a step-by-step help article with screenshots so you can review and publish faster. Start with the video to SOP workflow and tighten the draft using the checklist above.