# Process Documentation Drafted From What Your Team Said

Source: https://maito.app/workflows/turn-a-process-into-a-written-guide

Ask Maito to write up how something gets done. It drafts the steps from what your team has told it, marks where people disagree and saves the approved guide.

Describe how something is done and get a clean step-by-step guide.

[Operations](https://maito.app/workflows/team/operations) · When you ask · Updated October 19, 2026

Works with

-   Slack
-   Email

## How do you document a process?

To document a process, mention Maito in Slack and name it, for example how you approve refunds. Maito drafts a numbered guide from what your team has told it in shared conversations, marks steps people disagree on, asks the right person to approve, and saves the final version as company knowledge.

## How it's done today

Processes live in one person's head.

## What Maito does

1.  Ask how it's done
2.  Write the guide
3.  Note owners and exceptions

## Example

**Tom** (11:30 AM):

write up how we approve refunds. Use what you know from the team.

**Maito** (11:34 AM):

Draft, from what Sam, Omar and Jo have told me in earlier conversations.

**Refund approval, 7 steps**  
1\. Customer asks. Log the ticket.  
2\. Check the plan and the payment date.  
3\. Up to $200: the support agent approves.  
4\. $200 to $1,000: Sam approves.  
5\. Over $1,000: Omar approves.  
6\. Omar issues the refund.  
7\. Reply to the customer and close the ticket.

**Exceptions:** duplicate charges are refunded in full at any amount. Enterprise accounts go through Jo first.

Catch: the refund window isn't consistent. Sam said 30 days, Omar said 45 days for annual plans. I've written both, marked unconfirmed. Omar, can you approve?

**Omar** (11:50 AM):

30 days monthly, 45 days annual. Approved.

**Maito** (11:51 AM):

Updated and saved as company knowledge. I'll use it when anyone asks about refunds.

## How to set it up

When you ask Turn a process into a written guide

Set up

Nothing to set up. Ask in Slack or by email whenever you need it.

## What it won't do

It can only write down what it has been told. If nobody has described a step, it asks instead of inventing one.

## Questions

### Where does it get the steps from?

From what your team has told Maito in shared conversations. It doesn't read Slack channels it wasn't mentioned in.

### What happens when people disagree?

It writes both versions, marks them unconfirmed and asks the right person to settle it. Once approved, the guide is saved.

### Can it answer questions from the guide later?

Yes. The approved guide becomes company knowledge, and Maito uses it when anyone asks about that process.

## More operations workflows

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-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)
-   [Flag emergency messages to the duty manager Messages that mention gas, flooding or fire reach the duty manager fast, with emergency instructions sent to the tenant. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/flag-emergency-messages-to-the-duty-manager)

[See all workflows](https://maito.app/workflows)

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