Workforce: The Easiest Way To Put Role-Specific Training on Autopilot

Let’s talk about your fifth hire.

Not the first one—you trained them yourself. Not the second; you hovered, corrected, maybe sent a few late-night texts to check on things. But the fifth? That’s when things start to slip.

They shadow someone who shadowed someone who was mostly trained by someone who left last summer. The SOPs have changed, but no one told them. Suddenly, your once-tight crew is drying five basements five different ways.

It’s not that your people don’t care. It’s that no one’s told them what good looks like—at least, not in their job.

So you stop what you’re doing (again) to answer the same question. Or explain that one process. Or fix a mistake that didn’t need to happen.

Until one day, you open your laptop and think: “There has to be a better way to scale this.”

There is.

It’s Called Workforce

Workforce lets you train and onboard every hire, new or seasoned, like they’re your first. Assign them a role, a department, a team, and KnowHow handles the rest, delivering role-specific training, real-time guidance, and just-in-time content that sticks.

No more improvisation. No more tribal knowledge bottlenecks. Just clear, standardized training that starts on day one and never lets up.

In this guide, we'll explain how Workforce works, how to use it effectively, and how it can save your whole team time on critical jobs.

How Workforce Works

Let’s say your new estimator just clocked in. They’ve got steel-toe boots, a company hoodie, and no idea where to start.

Instead of a 47-tab training spreadsheet, you assign them the “Estimator” role in KnowHow.

Boom—their dashboard updates. Only estimating processes show up. Water mitigation? Nowhere in sight. Their first workflow kicks off automatically: how to scope, how to price, how to not annoy the adjuster.

Now, say you toss them into the Finance department. They’ll get instant access to PSA workflows, billing policies, and all the quiet chaos that is restoration finance.

Oh, and say you’re sending them to Florida next week? Add them to the “Florida Summer 2025” team. Suddenly, they see state-specific mold protocols and CAT-specific SOPs—no searching, no explaining, no forgotten tabs.

Behind the scenes, Workforce runs on five building blocks: Roles, Departments, Teams, Tags, and Workflows.

Roles define what someone does and surface the right SOPs for them. Departments group team members by function. The Teams feature helps with things like CAT deployments or one-off projects. Tags handle the heavy lifting—matching people with only the relevant content they need. And Workflows? They kick off automatically, so training starts before you even say, “Welcome aboard.”

Workforce makes it look like you’ve got a full-time training manager in your back pocket.

Getting Started with Workforce

The good news? You don't need a PhD in systems design—or three weeks of meetings—to turn on Workforce. It's intuitive, so most teams have it up and running before the first coffee of the day kicks in.

Once you’ve built out your roles, added a few tags, and linked your key workflows, KnowHow handles the rest. You’ve essentially given your org chart a GPS, and it now knows where everyone needs to go.

There are three simple ways to get your team into KnowHow:

Manual Admin Assignment: Admins can go into any user profile and assign a role, department, or team with a couple of clicks.

Self-Assignment During Onboarding: If enabled, users can select their own role when creating their KnowHow account. This is great for large crews, temporary hires, or when you want to streamline onboarding. Don’t want them to pick sensitive roles like HR or Finance? Just toggle it off.

Via Invite URL: Toggle on the invite URL feature, copy the generated link, and share it with your team. Anyone who clicks that link will join your KnowHow hub automatically. When you no longer want to accept new members through this method, simply toggle it off, and the link stops working completely.

These options make it easy to tailor KnowHow to your org structure without slowing down hiring or team deployment.

Standout Features of Workforce

No matter the role—techs in the field, admins in the back office, or CAT crews out of state—Workforce meets them where they are and gets them what they need.

1. Role-Based Personalization

Your estimator doesn't need to see mold remediation SOPs. And your water tech shouldn't be scrolling past HR policies just to find what they need.

With Workforce, each person's KnowHow dashboard is tailored to the requirements of their job, showing only what's relevant. And for sensitive roles—like Finance or HR—you can manually turn off self-assignment and keep control over who sees what.

This way, everything works cleaner, simpler, and faster.

2. Auto-Assigned Workflows

You shouldn’t have to follow up five times to make sure someone started their Day One training.

Workforce takes that off your plate. Assign a role like “Water Tech,” and you can set their basic training to kick off automatically. It’s a hands-free way to ensure every new hire starts with the same structured path before you even finish onboarding the next one.

3. Layered Access with Departments and Teams

Sending a CAT crew to Florida? Need your finance folks trained on PSA? Easy.

Assign users to the right department or team, and they’ll get the exact SOPs, training guides, and compliance steps they need—no manual sorting, no messy workarounds.

4. Tag-Driven Smart Surfacing

Let's say your water tech, Braydon, receives an emergency call about a Category 3 water loss at a local restaurant. Instead of searching through dozens of protocols, when Braydon opens KnowHow, the Tag-Driven feature has already prioritized relevant water training processes on his dashboard. He immediately sees the commercial-specific containment procedures, required PPE protocols, and restoration-specific documentation requirements. The content finds him, not the other way around—saving critical minutes on emergency response and ensuring nothing gets overlooked during the initial assessment.

5. Flexible Onboarding Options

Bringing on a single new hire is one thing. Onboarding 20 temp techs after a storm is another. Without a flexible system, you waste hours assigning roles manually or, worse, risk people picking the wrong ones.

Workforce adapts to both scenarios. With three distinct ways to bring people into your KnowHow hub, you can choose what works best for each situation. Admins can directly assign roles to team members, users can select their appropriate role during self-onboarding (if you enable that option), or you can simply share an invite link for quick access to your hub. This flexibility ensures your onboarding process stays smooth without slowing down the work.

Transform How Your Team Gets Trained

Workforce is just one way KnowHow helps ambitious restoration teams eliminate guesswork and scale with confidence. Whether you're onboarding a new water tech, aligning SOPs across multiple locations, or looking for more [no pun intended] workforce efficiency, Workforce delivers role-specific training exactly when it's needed, without overloading your managers or slowing down operations.

Already using KnowHow? Your org chart is now a training engine. Head to your dashboard, assign someone a role, and let Workforce handle the heavy lifting from day one.

Not using KnowHow yet? Workforce makes it easy to standardize onboarding, reduce repeat questions, and give every hire a clear path from rookie to job-ready. No bloated training decks. No broken handoffs. Just a smarter way to build consistency at scale.

Get in touch to see how KnowHow can bring structure, speed, and sanity to your onboarding process.