Create Your Staff Wiki

Build a centralized knowledge hub for your team with HelloShift's built-in Wiki. Store policies, procedures, schedules, and training materials in one searchable location that's accessible from any device.

Overview

The Staff Wiki is included with the Staff Collaboration plan at no extra cost. It provides a simple way to:

• Store and organize operational procedures, checklists, and schedules

• Access information from any device (desktop, tablet, or phone)

• Update content instantly without technical skills

• Link related pages together automatically using CamelCase

Getting Started

Accessing the Wiki

1. Log into HelloShift

2. Navigate to Wiki in the top navigation

3. You'll see the main wiki landing page

Creating Your First Page

1. While viewing any wiki page, click Edit in the top-right corner

2. Type a CamelCase word anywhere in your content (e.g., StaffSchedule or HousekeepingChecklist)

3. Click Save

4. The CamelCase word automatically becomes a clickable blue link

5. Click the link to create and edit the new page

CamelCase Linking

CamelCase is a naming convention where the first letter is capitalized and there's at least one other capital letter within the word, with no spaces.

Valid CamelCase Examples

How Linking Works

When you type a valid CamelCase word in any wiki page:

1. HelloShift automatically converts it to a clickable link when you save

2. Clicking the link opens that wiki page

3. If the page doesn't exist, admins can create it; staff see a "page not found" message

4. Links between pages create a natural navigation structure

Pro Tip: Create an index page (like WikiHome) with links to all your main wiki pages for easy navigation.

Editing Content

Rich Text Editor

The wiki uses a rich text editor (TinyMCE) that supports:

• Text formatting: Bold, italic, underline, strikethrough

• Headings: Multiple heading levels for document structure

• Lists: Bullet points and numbered lists

• Links: Insert links to external websites

• Images: Upload or embed images directly

• Tables: Create data tables

• Code: Format code snippets with monospace font

• Source mode: Toggle to raw HTML for advanced layouts

Adding Images and Files

1. Click Edit on any wiki page

2. Use the image icon to upload images directly into the content

3. For files (PDFs, documents), use the Attachments section below the editor

4. Attachments can be uploaded from your computer, Dropbox, Google Drive, or via URL

Embedding External Content

Embedding Canva Designs

1. In Canva, click Share > More > Embed

2. Copy the HTML embed code

3. In the wiki editor, click Source to switch to HTML mode

4. Paste the embed code where you want the design to appear

5. Click Source again to return to visual mode

6. Save the page

Benefit: When you update the Canva design, the wiki automatically shows the latest version.

Embedding Other Content

You can embed content from many services by pasting their HTML embed code in Source mode:

• Google Docs, Sheets, or Slides (Publish to web > Embed)

• YouTube videos

• Google Maps

• Calendly scheduling widgets

• And more

Auto-Linking URLs

The wiki automatically converts plain URLs and email addresses into clickable links. Just paste a URL like https://example.com and it becomes clickable when you save.

Popular Use Cases

Organizing Your Wiki

Create a Home Page

Create a page called WikiHome or MainPage as your central hub:

## Quick Links

- StaffSchedule - Weekly shift schedule
- LocationPolicies - Property rules and guidelines
- EmergencyProcedures - Emergency protocols
- VendorContacts - Vendor information

## By Department

### Front Desk
- CheckInProcedures
- CheckOutProcedures
- GuestRequests

### Housekeeping
- CleaningStandards
- RoomInspection
- SupplyInventory

Best Practices

• One topic per page - Easier to find and update

• Use descriptive names - HousekeepingChecklist is clearer than HKList

• Keep content scannable - Use headings, bullets, and tables

• Update regularly - Review critical SOPs quarterly

• Replace outdated files - Don't keep multiple versions of the same document

Access & Permissions

Who Can View

• All staff members on the Staff Collaboration plan can view wiki pages

• Pages are visible to everyone at your site

• For multi-site organizations, related sites can also view each other's wiki pages

Who Can Edit

• Admins only can create, edit, or delete wiki pages

• Regular staff members can view pages but cannot modify them

• The Edit button only appears for admin users

Mobile Access

• Wiki pages are fully viewable on mobile devices

• To edit a wiki page from mobile, you'll be redirected to the web version

• For quick edits on the go, use a tablet or laptop

Troubleshooting

My CamelCase word isn't becoming a link

• Verify the word starts with a capital letter

• Verify there's at least one more capital letter inside the word

• Make sure there are no spaces or underscores

• Try: FrontDesk not Front_Desk or front desk

I can't edit a wiki page

• Only admin users can edit wiki pages

• Contact your site administrator to request admin access

• Or ask an admin to make the changes for you

My embedded content isn't showing

• Switch to Source mode and verify the embed code is complete

• Check that the source allows embedding (some services block it)

• Try refreshing the page after saving

I accidentally deleted important content

• Wiki changes are saved immediately upon clicking Save

• If you need to recover content, contact HelloShift support

• Tip: Copy important content before making major edits

Related Articles

• Checklists - Create recurring checklists and inspections

• Template Tasks - Set up reusable task templates

• Staff Shift Scheduling - Manage staff schedules