Scribe for Nonprofits: Auto-Generated Step-by-Step Documentation
Tired of spending hours writing process documentation that nobody reads? Scribe automatically captures your screen as you work, transforming every click and keystroke into beautiful, shareable guides with screenshots in real time. Perfect for nonprofits documenting donor database workflows, volunteer training procedures, or internal SOPs without the manual documentation burden.
What It Does
Drowning in documentation requests? Your staff keeps asking how to process donations, board members need guidance accessing the portal, and volunteers require step-by-step training materials, but creating documentation manually takes hours you don't have.
Scribe solves this problem by recording your screen as you perform any digital task. Its browser extension or desktop app captures every click, field entry, and navigation step you take, then automatically generates a polished, shareable guide with annotated screenshots and clear instructions. What used to take 30-60 minutes to document now happens automatically in the time it takes to perform the task once.
The result is professional documentation that staff, volunteers, and board members can actually use, complete with visual aids that make complex processes easy to follow. No more writing, no more screenshot capture and annotation, no more keeping documentation up to date manually. Just perform the task naturally, and Scribe creates the guide for you.
Best For
Organization Size
- Small to mid-sized nonprofits with limited documentation resources
- Organizations with high volunteer or staff turnover requiring frequent onboarding
- Teams with 2-50 users who need quick process documentation
Primary Use Cases
- Documenting donor database and CRM workflows
- Creating volunteer onboarding materials and training guides
- Building internal SOPs for administrative tasks
- Training clients or beneficiaries on self-service portals
Who Will Love This Tool
- Operations managers who need to document processes quickly without technical writing skills
- Program directors creating training materials for volunteers and program participants
- Development teams documenting donor management and fundraising workflows
- HR coordinators building onboarding materials for new employees
Key Features for Nonprofits
Automatic Process Capture
Document processes effortlessly without breaking your workflow
Scribe's browser extension and desktop app run quietly in the background, capturing every action you take. As you navigate your donor database, process grants, or manage events, Scribe automatically screenshots each step, identifies form fields and buttons, and generates clear instructions in real time.
- Captures screenshots automatically as you work
- Detects clicks, text entry, and navigation automatically
- Generates step-by-step instructions in real time
- Works with any web-based application or desktop tool
Easy Guide Editing and Customization
Polish and personalize your documentation without starting from scratch
While Scribe auto-generates guides, you maintain full control over the final output. Edit text, add context, remove unnecessary steps, redact sensitive information, and customize the look and feel to match your organization's branding. Pro plans enable custom colors, logos, and formatting to create professional, branded documentation.
- Edit text and add context to auto-generated instructions
- Redact sensitive information from screenshots
- Add custom branding with logos and colors (Pro plans)
- Remove or reorder steps to streamline documentation
Multiple Sharing and Export Options
Distribute documentation where your team actually works
Scribe gives you flexibility in how you share knowledge. Generate a shareable link for quick distribution, embed guides directly in your intranet or knowledge base, export to PDF for offline access, or use interactive Guide Me walkthroughs that let users click through processes step-by-step within the actual application.
- Share via link (no recipient account required)
- Embed in websites, wikis, or knowledge bases
- Export to PDF, HTML, or Markdown formats
- Interactive Guide Me walkthroughs for in-app guidance
AI-Powered Workflow Improvements
Let AI suggest ways to optimize your documented processes
Scribe's AI doesn't just document your workflows, it analyzes them for efficiency opportunities. After capturing a process, the AI can identify redundant steps, suggest streamlined approaches, and highlight areas where automation might save time. This transforms documentation from a passive record into an active improvement tool.
- Identifies redundant or inefficient workflow steps
- Suggests process optimizations to save time
- Highlights automation opportunities within documented processes
- Turns documentation into a continuous improvement tool
Combine Guides into Comprehensive Documentation
Build complete training materials by assembling multiple guides
Individual guides are valuable, but Scribe lets you combine multiple guides with additional text, videos, and links into comprehensive documents. Create complete onboarding manuals, training programs, or process libraries by assembling related guides into structured, multi-section resources that give staff and volunteers everything they need in one place.
- Combine multiple guides into single documents
- Add text, videos, and links between guides
- Create comprehensive onboarding or training manuals
- Organize process libraries by department or function
100+ Integrations for Seamless Workflows
Connect Scribe with the tools your nonprofit already uses
Scribe integrates with over 100 platforms, allowing you to embed guides directly into your existing knowledge bases, project management tools, and communication platforms. Integrations include HubSpot, Zendesk, ServiceNow, Notion, Confluence, SharePoint, Microsoft Teams, and Slack, ensuring documentation lives where your team actually works.
- Integrates with knowledge bases (Notion, Confluence, Zendesk)
- Works with Microsoft Teams and Slack for team distribution
- Connects with SharePoint and Google Workspace
- Embeds in project management and help desk tools
Real-World Nonprofit Use Case
A community food bank with 15 staff members and 200 active volunteers faced a recurring challenge: volunteers constantly asked how to enter donations, process food distributions, and update beneficiary records in their donor database. Staff spent 5-10 hours per week answering the same questions and writing documentation that quickly became outdated whenever the database interface changed.
The operations manager installed Scribe's browser extension and spent one afternoon simply performing the 12 most common volunteer tasks as she normally would. Scribe automatically captured each process, generating 12 step-by-step guides with screenshots in about 90 minutes of work (versus the estimated 6-8 hours it would have taken to create them manually).
She then embedded these guides into the volunteer portal using Scribe's integration with their existing knowledge base. Now when volunteers log in, they find clear, visual documentation for every task they need to perform. When the database vendor updated their interface three months later, she simply re-recorded the affected processes in 20 minutes rather than spending hours rewriting documentation.
The result: volunteer support questions dropped by 70%, staff saved approximately 4 hours per week, and the organization gained confidence that their documentation would always be current. The food bank expanded their use of Scribe to document internal processes, board member training, and beneficiary self-service workflows, creating a culture of knowledge sharing that wouldn't have been feasible with manual documentation.
Pricing
Basic (Free)
Core creation features for individual use
$0/month
- Limited guide creation (specific monthly limit varies)
- Works with any web app
- Basic editing and customization
- Share via link, embed, or export
Perfect for trying Scribe or documenting a handful of critical processes.
Pro Team
Advanced creation and collaboration tools for teams
$12/seat/month
(Minimum 5 seats; save 20% with annual billing)
- Unlimited guide creation
- Custom branding with logos and colors
- Team collaboration and guide sharing
- AI workflow improvement suggestions
- Combine guides into comprehensive documents
- Priority support
Best for small to mid-sized nonprofit teams with regular documentation needs.
Pro Personal
Full Pro features for solo users and freelancers
$23/month
(Save 20% with annual billing)
- All Pro Team features for individual use
- Unlimited guide creation and custom branding
- No minimum seat requirement
Designed for consultants, trainers, or small nonprofits with a single documentation creator.
Enterprise
Advanced security and flexible licensing for larger organizations
Custom Pricing
- Everything in Pro, plus advanced security features
- Flexible license types and user management
- SSO (Single Sign-On) integration
- Dedicated account management
- Audit logs and compliance features
For larger nonprofits requiring enterprise-grade security and administrative controls.
Note: All plans include a free trial period to test Scribe with your workflows. Save 20% on any plan with annual billing. Free tier is sufficient for light documentation needs, but Pro plans unlock the full value for teams.
Note: Prices may be outdated or inaccurate.
Nonprofit Discount: 25% Off Pro Plans
Scribe offers a 25% discount on Pro plans to registered 501(c)(3) nonprofit organizations and equivalent international designations. Applications are reviewed case by case.
With Nonprofit Discount:
- Pro Team: $9/seat/month (from $12/seat/month)
- Pro Personal: $17.25/month (from $23/month)
How to Apply:
- Visit Scribe's pricing page and look for nonprofit discount information
- Complete the nonprofit application form
- Provide proof of 501(c)(3) status (IRS determination letter or equivalent)
- Wait for approval and receive your discount promo code
Combine the 25% nonprofit discount with the 20% annual billing discount for up to 40% total savings. For a Pro Team plan with 5 seats, this brings the annual cost down to approximately $648/year (from $1,440/year at full price).
Learning Curve
Beginner-Friendly: Easy to Start
Ease of use rating
Why Scribe is Easy to Learn:
- No training required: Simply perform tasks as you normally would while the extension records
- Intuitive interface: Editing guides is straightforward with visual click-to-edit functionality
- Instant results: See your guide generate in real time as you work
- One-click sharing: Generate shareable links with a single button click
Time to Value:
- First guide: 5-10 minutes (install extension, perform task, review guide)
- Proficient use: 1-2 hours (learn editing features, explore customization options)
- Advanced features: 2-3 hours (master branding, combining guides, integrations)
Potential Challenges:
- Scribe captures everything, so you may need to edit out unnecessary steps from overly detailed guides
- Re-ordering steps can be clunky and requires careful attention
- Redacting sensitive information requires manual review of every screenshot
Integration & Compatibility
Platform Compatibility
- Browser Extension: Chrome, Edge, Firefox, Safari
- Desktop App: Windows and macOS
- Works with: Any web-based application or desktop software
- Mobile: View guides on mobile devices (creation requires desktop/browser)
Key Integrations for Nonprofits
Knowledge Bases & Wikis:
- Notion, Confluence, Zendesk, Coda, Guru
Communication & Collaboration:
- Microsoft Teams, Slack, SharePoint, Google Workspace
Help Desk & Support:
- HubSpot, ServiceNow, Zendesk, Freshdesk
Documentation & Website:
- WordPress, Webflow, Smartsheet
Data Security & Portability
- Guides are stored on Scribe's cloud platform with encryption
- Sensitive data redaction tools built-in for screenshot privacy
- Export guides to PDF, HTML, or Markdown for offline backup
- Enterprise plans include SSO, audit logs, and compliance features
- No vendor lock-in: exported files are usable without Scribe
Pros & Cons
Pros
- Massive time savings: Documentation that takes 30-60 minutes manually is created automatically in the time it takes to perform the task
- Zero learning curve: No special skills required, just perform tasks as you normally would
- Visual clarity: Annotated screenshots make complex processes easier to follow than text alone
- Always current: Re-recording updated processes takes minutes, eliminating outdated documentation
- Flexible sharing: Multiple distribution options (link, embed, export) meet different needs
- Generous free tier: Basic plan provides real value for light users before paying
- Nonprofit discount: 25% off reduces costs for budget-constrained organizations
- Broad compatibility: Works with any web app or desktop software
Cons
- Editing overhead: Scribe captures everything, requiring manual cleanup to remove unnecessary steps
- English only: No language support beyond English limits usability for multilingual organizations
- Digital processes only: Cannot document physical tasks, offline procedures, or in-person activities
- Step reordering clunky: Rearranging steps is unintuitive and time-consuming
- Free plan limitations: Monthly guide caps force upgrading for regular use
- Privacy concerns: Must manually review and redact sensitive data from screenshots
- Team minimum: Pro Team requires 5 seats minimum, limiting flexibility for very small teams
- Not ideal for long procedures: Complex multi-hour workflows generate unwieldy guides better suited to video
Alternatives to Consider
Tango
Very similar auto-documentation tool with free unlimited workflows
Tango offers nearly identical functionality to Scribe with a more generous free tier (15 workflows for up to 10 users). The core experience is comparable: install an extension, perform tasks, get step-by-step guides with screenshots. Tango's free plan may be sufficient for smaller nonprofits, while Pro plans start at $20/user/month.
Consider Tango if: You want to test the concept with a larger team before paying, or need slightly more generous free tier limits.
Trainual
Comprehensive business playbook platform with AI-powered content creation
Trainual goes beyond step-by-step guides to create complete business playbooks with SOPs, training materials, quizzes, and onboarding workflows. While not auto-generated like Scribe, Trainual's AI Compose feature helps draft comprehensive documentation quickly. Starting at $249/month ($124.50 with 50% nonprofit discount), it's better for organizations building complete training programs rather than quick task documentation.
Consider Trainual if: You need a full training and knowledge management platform, not just step-by-step guides. Trainual excels at comprehensive employee onboarding and organization-wide documentation but costs significantly more than Scribe.
Loom
Async video messaging with AI-powered documentation features
Loom records video walkthroughs with your voice narration instead of generating static screenshot guides. While not step-by-step documentation in the traditional sense, Loom's videos often communicate complex processes more effectively than text and images. Loom offers a 75% nonprofit discount, bringing Starter plans to $3.75/user/month. Videos are searchable and include AI-generated summaries.
Consider Loom if: Your processes benefit from verbal explanation and visual demonstration rather than written steps. Loom is particularly strong for software walkthroughs, client training, and asynchronous team communication, but less ideal for printed materials or reference documentation.
Getting Started with Scribe
1Sign Up and Install the Extension
Create a free Scribe account at scribe.com. Install the browser extension for Chrome, Edge, Firefox, or Safari, or download the desktop app for Windows or macOS. The extension adds a small Scribe icon to your browser that you'll use to start and stop recordings. No configuration needed, just install and you're ready to document.
Tip: Start with the browser extension rather than desktop app. It works universally with web applications and is easier to use for most nonprofits documenting donor databases, CRMs, or cloud software.
2Record Your First Process
Identify a process you need to document (like entering a donation or creating a volunteer schedule). Click the Scribe extension icon and select "Start Capture." Perform the task exactly as you normally would, clicking through each step naturally. When finished, click "Stop Capture." Scribe generates your guide in seconds, complete with screenshots and automatically written instructions.
Tip: Don't try to be perfect on your first recording. Scribe makes it easy to edit guides after capture, so focus on performing the task correctly rather than worrying about every detail. You can refine later.
3Edit and Customize Your Guide
Review the auto-generated guide and edit as needed. Click any text to edit instructions, remove unnecessary steps, add context or warnings, and redact sensitive information from screenshots. Pro plans enable custom branding with your organization's colors and logo. Add a title and description, then your guide is ready to share. Most editing takes 2-5 minutes per guide.
Tip: Always review screenshots for sensitive data (like donor names, credit card numbers, or personal information) and use Scribe's redaction tool to blur or hide confidential details before sharing guides.
4Share and Integrate
Share your guide via a direct link (works with free plan), embed it in your knowledge base or intranet (Pro plans), or export to PDF for offline distribution. If using tools like Notion, Confluence, or Microsoft Teams, explore Scribe's integrations to embed guides directly where your team works. Create a library of guides organized by department or function, making it easy for staff and volunteers to find the documentation they need.
Tip: Create a central "Documentation Hub" (even just a simple Google Doc or Notion page) that links to all your Scribe guides. This gives everyone a single entry point to find process documentation and ensures guides are actually used.
Need Help with Scribe Implementation?
Get expert guidance setting up documentation workflows for your nonprofit
Struggling to identify which processes to document first? Need help training your team to create consistent, high-quality guides? Want to integrate Scribe with your existing knowledge management system? One Hundred Nights helps nonprofits implement Scribe strategically to maximize impact and adoption.
- Process documentation audit and prioritization
- Scribe training and best practices workshops
- Knowledge base setup and integration
- Custom documentation style guides and branding
Frequently Asked Questions
Does Scribe offer a nonprofit discount?
Yes, Scribe offers a 25% discount on Pro plans to registered 501(c)(3) nonprofit organizations and equivalent international designations. You'll need to fill out an application form and provide proof of nonprofit status. The discount is reviewed case by case. With the nonprofit discount, Pro Personal pricing drops to approximately $17.25/month.
Can Scribe capture processes in our donor database or CRM?
Yes, Scribe works with any web-based application, including donor databases, CRMs, and fundraising platforms. Simply perform the process as you normally would while Scribe records your actions, clicks, and navigation. The tool captures screenshots and generates step-by-step instructions automatically. This is ideal for documenting complex workflows in tools like Salesforce, Bloomerang, or DonorPerfect.
What's the difference between Scribe's free and paid plans?
The free Basic plan includes core guide creation for individual use with limited monthly guides. Pro plans ($12-23/month) add unlimited guide creation, advanced editing tools, custom branding, team collaboration features, priority support, and the ability to combine multiple guides into comprehensive documents. Pro plans also include AI-powered workflow improvement suggestions. Enterprise plans add advanced security features and flexible license types.
How do I share Scribe guides with volunteers or board members?
Scribe offers multiple sharing options: share via direct link, embed guides in your website or knowledge base, export to PDF or HTML, integrate with tools like Notion or Confluence, or use the Scribe Sidekick for in-browser walkthroughs. Free plans allow link sharing, while Pro plans enable embedding and advanced sharing options. Anyone with the link can view guides without needing a Scribe account.
Can Scribe document offline or physical processes?
No, Scribe currently only supports digital processes performed on a computer. It cannot capture offline procedures, physical tasks, or in-person activities. For documenting physical processes (like event setup or inventory management), you'll need to create those guides manually using screenshots and written instructions, or consider video-based alternatives like Loom.
Does Scribe work with Google Workspace and Microsoft 365 applications?
Yes, Scribe works with web-based Google Workspace applications (Gmail, Google Docs, Sheets, Drive) and Microsoft 365 web apps. It also integrates directly with Microsoft Teams for seamless workflow integration. However, Scribe captures web-based workflows, so processes performed in desktop applications may have limitations. The browser extension works best for documenting cloud-based processes.