Overview

What is a Playbook?

The purpose, structure, and format of Stand Up Recruitment playbooks — and why they exist.

What is it?

A Stand Up Recruitment Playbook is a self-contained HTML file that gives any team member clear, video-backed instructions for every key business process. It opens in any browser — no login, no internet, no special software required.

How it is structured

Each playbook contains a searchable dashboard of tiles. Every tile covers one process and has four tabs:

Overview — Purpose, context, and key information
Watch — Embedded screen recording of the process
Steps — Step-by-step instructions built from the transcript
Quiz — Comprehension check (where included)

Existing playbooks at Stand Up

Admin & Ops — admin-ops-playbook-final.html
All playbook files live in the same OneDrive folder as the videos:
Documents - Stand Up Recruitment HQ / ACCOUNTS & ADMIN / PLAYBOOK VIDEOS / NEW Videos

No internet needed. Playbooks are fully self-contained HTML files. Videos are linked from the same OneDrive folder on your computer — as long as the folder is synced, everything works offline.

Golden Rules

One video = one tile. Keep each tile focused on a single process. If a process is complex, split it into Part 1 / Part 2 as separate tiles.

Always say the tile name at the start of the recording. This gives Claude the context it needs to build accurate content.

Filenames must match exactly. The .mp4 and .docx must share the identical base name. Even a single character difference will break the video.

Always say "no changes to structure or format" in your Claude prompt. This keeps all tiles visually consistent.

Hard refresh after every update. Press Ctrl+Shift+R (Windows) or Cmd+Shift+R (Mac) — otherwise the browser shows the old cached version.

Never manually edit the HTML file. Always ask Claude. Manual edits can break the div structure and cause navigation failures.

If something looks broken after an update — ask Claude to restore the previous backup. Claude creates a numbered .bak.html file before every change (e.g. admin-ops-playbook-final.bak10.html).

Step 1

Record in Microsoft Teams

How to screen record a process in Microsoft Teams with transcription — the foundation of every playbook tile.

Why Teams?

Microsoft Teams automatically generates a transcript (.docx) alongside the screen recording. This transcript is what Claude reads to build all the written content in the tile — Overview, Steps, and Quiz. Better narration = better tile content.

Before you start recording

Know exactly what process you are recording — do a practice run if unsure
Close irrelevant browser tabs and applications
Use a quiet environment so transcription accuracy is high
Speak clearly and narrate every action as you perform it
Start by stating the tile number and title clearly (e.g. "Hi, in this video I'm walking through 2.2.4 — how to monitor subscriptions monthly.")

Ideal recording length

Aim for 3–10 minutes per tile. Too short means not enough content. Too long is hard to watch. For complex processes, split into Part 1 / Part 2.

Critical: You must start both Recording AND Transcription. If transcription is not started, no .docx file will be generated and Claude cannot build the tile content.

How to Record with Transcription

Open Microsoft Teams → click Meet Now to start an instant meeting (no participants needed)

Click Share Screen → select the window or application you want to record

Click the ⋯ (three dots) in the meeting toolbar → select Start Recording

Immediately after: click ⋯ again → select Start Transcription

State the tile number and title, then narrate clearly as you perform the process — describe every click, every field, every decision

When finished: ⋯ → Stop Recording, then ⋯ → Stop Transcription

End the meeting. Teams will process the files — this may take a few minutes

Files will appear in the Teams meeting chat as attachments, or in OneDrive → My Files → Recordings

Step 3

Name & Save Your Files

The correct naming format and folder location — essential for videos to play in the playbook.

Why naming matters

The playbook HTML file references videos by their exact filename. If the filename doesn't match what Claude put in the HTML, the video will not load in the Watch tab.

Naming format

[Section number] [Title].mp4
[Section number] [Title].docx

Examples:
2.2.4 How to monitor subscriptions monthly.mp4
2.2.4 How to monitor subscriptions monthly.docx

3.1.14 HR Consultations - Peninsula.mp4
3.1.14 HR Consultations - Peninsula.docx

Folder location — save to your division's folder

Save your .mp4 and .docx into the folder for your division:

Admin & Ops
Documents - Stand Up Recruitment HQ / ACCOUNTS & ADMIN / PLAYBOOK VIDEOS / NEW Videos

Pastoral Care
Documents - Stand Up Recruitment HQ / PASTORAL CARE / Playbook

EA
Documents - Stand Up Recruitment HQ / EA / Playbook

Recruitment
Documents - Stand Up Recruitment HQ / RECRUITMENT / Playbook Videos

Marketing
Documents - Stand Up Recruitment HQ / MARKETING / Playbook

Both files must share the exact same base name — only the extension differs (.mp4 vs .docx). Confirm the tile number and title with Nihanga before naming if creating a brand new tile.

Name & Save Process

Confirm the correct tile number and title. For new tiles, check with Nihanga before naming — this avoids having to rename later.

Rename the video file using the format: [Number] [Title].mp4

Rename the transcript using the same base name: [Number] [Title].docx

Save both files to:
OneDrive → Documents - Stand Up Recruitment HQ → ACCOUNTS & ADMIN → PLAYBOOK VIDEOS → NEW Videos

Confirm both files are visible in the folder before prompting Claude. If OneDrive is still syncing, wait until the sync is complete.

Do not use special characters other than spaces, hyphens, and dots in filenames. Brackets, slashes, or ampersands will break the video path.

Step 4

Build the Tile with Claude

How to give Claude the right instructions to create or update a playbook tile from your transcript.

What Claude does

Claude reads your .docx transcript, extracts all key steps and information, and builds a fully formatted HTML module with all tabs — then injects it directly into the playbook HTML file and saves it. You don't need to touch any code.

Two scenarios

Updating an existing tile — the tile already exists with placeholder or old content. Claude replaces only that tile with new content from your transcript. Everything else stays exactly the same.

Creating a brand new tile — the tile doesn't exist yet. Claude adds a new dashboard card in the right section AND adds the new module in the correct position in the HTML file.

Module ID — what it is

Every tile has an internal ID. It's simply the tile number with all dots removed:

2.2.4 → m224 3.1.8 → m318 3.1.14 → m3114 2.2.21 → m2221

Always tell Claude the module ID in your prompt so it knows which tile to work on.

Tip: Use the Cowork mode desktop app for all playbook updates — it gives Claude direct access to your OneDrive folder where the files live. See the Prompt Library tile for copy-paste prompts for every scenario.

The build process

Confirm both the .mp4 and .docx are correctly named and saved in the playbook folder

Open Claude Cowork mode (desktop app) and make sure the playbook folder is connected

Go to the Prompt Library tile in this playbook and copy the right prompt for your scenario (update, create, delete, fix, etc.)

Fill in the tile number, title, and module ID in the prompt, then send it to Claude

Claude will: read the transcript → build the content → update the HTML file → confirm div balance (open tags = close tags)

Claude confirms it's done. Open the playbook HTML file, hard refresh (Ctrl+Shift+R), and review

If Claude reports unequal div counts (e.g. 450 open / 448 close) — do not accept the file. Ask Claude to investigate and fix the imbalance before saving.

Step 5

Review & Iterate

How to test every part of a new or updated tile and request precise corrections from Claude.

Why review matters

Claude builds content from auto-generated transcripts. Occasionally a step, figure, or detail needs a tweak — especially if something was shown on screen but not clearly stated in the recording. A quick review before sharing with the team prevents mistakes from being embedded in the playbook.

What to check

Dashboard card — title and description accurate and readable?
Open tile — all tabs visible and clickable?
Overview tab — key points accurate and clear?
Watch tab — video plays without errors?
Steps tab — all steps present, in correct order, with correct details?
Quiz tab — answers register, Check Answers marks correctly?
Back button — returns to dashboard?
Search — tile appears when you search a keyword?

Hard refresh is required every time after Claude updates the file. Press Ctrl+Shift+R (Windows) or Cmd+Shift+R (Mac). The browser caches the old version and will show the wrong content without this.

Review Checklist

Open the playbook HTML file in Chrome

Hard refresh: Ctrl+Shift+R (Windows) / Cmd+Shift+R (Mac)

Use the search bar to find the new tile — confirm it appears in the dashboard

Click the tile → confirm all tabs are present and clicking between them works

Watch tab: press play → video loads and plays from the correct file

Steps tab: read all steps → note anything missing, incorrect, or out of order

Quiz tab (if present): select answers → click Check Answers → confirms correct/incorrect

Click ← Back → returns to dashboard

Requesting a fix from Claude

Be specific — tell Claude exactly what needs changing. Include: tile name, tab name, step number or section, and the correct text. E.g. "In tile 3.1.8 NPP Process, Steps tab, Step 4 — the amount should be $13,500 not $7,200."

Claude makes the targeted change and saves → hard refresh → re-check

Repeat until the tile is accurate. Claude creates a new backup before each change, so nothing is ever permanently lost.

Never manually edit the HTML file unless you are experienced with HTML. Always ask Claude — even small manual edits can break div balance and cause the whole navigation to stop working.

Prompt Library

All Claude Prompts

Copy-paste prompts for every playbook change. Fill in the bracketed fields and send to Claude in Cowork mode.

Quick reference — Module ID format

Remove all dots from the tile number to get the module ID:

2.2.4 → m224 3.1.8 → m318 3.1.14 → m3114 2.2.21 → m2221

Playbook file name

admin-ops-playbook-final.html

Folder paths — by division

Admin & Ops  ACCOUNTS & ADMIN / PLAYBOOK VIDEOS / NEW Videos
Pastoral Care  PASTORAL CARE / Playbook
EA  EA / Playbook
Recruitment  RECRUITMENT / Playbook Videos
Marketing  MARKETING / Playbook

All paths are under: Documents - Stand Up Recruitment HQ

Prompts available in the All Prompts tab

1 — Update an existing tile (new video + transcript)
2 — Create a brand new tile
3 — Remove one or more tiles
4 — Fix a specific detail in a tile
5 — Add or update contact details in a tile
6 — Add or edit a callout / note in a tile
7 — Change a tile's title or dashboard description
8 — Fix a video that is not playing
9 — Restore from backup after something breaks
10 — Add multiple tiles at once

Always keep the phrase "no changes to structure or format" in your prompt. This tells Claude not to redesign or reformat anything — only update the specific tile content you've requested.

Prompt 1 — Update an existing tile

Use when you have a new video and transcript for a tile that already exists in the playbook.

Copy this prompt

Hey Claude, I have recorded a new video and transcript for an existing playbook tile and I need you to update it. Tile number: [e.g. 2.2.4] Tile title: [e.g. How to monitor subscriptions monthly] Module ID: [e.g. m224] Playbook file: admin-ops-playbook-final.html Files are saved in the playbook folder (NEW Videos) with these exact filenames: - [e.g. 2.2.4 How to monitor subscriptions monthly.mp4] - [e.g. 2.2.4 How to monitor subscriptions monthly.docx] Please: 1. Read the .docx transcript from the playbook folder 2. Build full content for all tabs — Overview, Watch, Steps, and Quiz 3. Replace the existing module (id="module-m224") in admin-ops-playbook-final.html 4. Confirm the video src path is correct 5. Confirm div balance (open = close) after saving No changes to structure or format.

Prompt 2 — Create a brand new tile

Use when you have a new process that doesn't have a tile yet. Confirm the tile number with Nihanga first.

Copy this prompt

Hey Claude, I need to create a brand new tile in the admin-ops playbook. Tile number: [e.g. 3.1.15] Tile title: [e.g. Managing Employee Leave in Xero] Section: [e.g. 3.1 — People & HR] Module ID: [e.g. m3115] Position: Insert after tile [e.g. 3.1.14] Files saved in the playbook folder (NEW Videos) with these exact filenames: - [e.g. 3.1.15 Managing Employee Leave in Xero.mp4] - [e.g. 3.1.15 Managing Employee Leave in Xero.docx] Please: 1. Read the .docx transcript from the playbook folder 2. Build full content for all tabs — Overview, Watch, Steps, and Quiz 3. Add a new dashboard card in the correct section (after the 3.1.14 card) 4. Add the new module div after the last module in that section 5. Confirm the video src path is correct 6. Confirm div balance (open = close) after saving No changes to existing tiles, structure, or format.

Prompt 3 — Remove one or more tiles

Use when a process is no longer relevant or has been replaced.

Copy this prompt

Hey Claude, Please remove the following tiles from admin-ops-playbook-final.html: - [e.g. 3.1.6 How to book training for NZ employees — Be Safe] (module ID: m316) - [e.g. 3.1.9 NPP Agreement renewal process] (module ID: m319) For each tile, remove both: 1. The dashboard card (the clickable tile on the main screen) 2. The module div (the content behind the tile) Please confirm div balance (open = close) after removing all tiles. No other changes to structure or format.

Prompt 4 — Fix a specific detail in a tile

Use when one piece of information needs correcting — a step, an amount, a name, a date, etc.

Copy this prompt

Hey Claude, Please make a targeted fix in admin-ops-playbook-final.html. Tile: [e.g. 3.1.8 NPP Process] (module ID: m318) Tab: [e.g. Steps] Location: [e.g. Step 4] Current (incorrect) text: "[paste the wrong text here]" Replace with: "[paste the correct text here]" Please make only this change. Confirm div balance after saving. No other changes to structure or format.

Prompt 5 — Add or update contact details in a tile

Use when you want to add key contacts (phone numbers, email, names) to a tile's Overview tab.

Copy this prompt

Hey Claude, Please add a Key Contacts block to the Overview tab of the following tile in admin-ops-playbook-final.html. Tile: [e.g. 3.1.14 HR Consultations - Peninsula] (module ID: m3114) Tab: Overview (add it at the bottom of the Overview tab content) Contacts to add: 1. Name/Role: [e.g. Peninsula Hotline] Phone: [e.g. 0800 675 700] Note: [e.g. 24/7 HR & Employment Relations Advice] 2. Name/Role: [e.g. Client Manager — Steve] Phone: [e.g. 027 274 4456] Note: [e.g. For account & contract queries] Use the same contact card style as other tiles — amber phone number, icon, border card style. Please add to Overview tab only. No other tabs to be changed. Confirm div balance after saving. No other changes to structure or format.

Prompt 6 — Add or edit a callout / important note

Use when you want to add a highlighted note or warning box to any tab of a tile.

Copy this prompt

Hey Claude, Please add a callout box to the following tile in admin-ops-playbook-final.html. Tile: [e.g. 2.2.11 Credit an Invoice] (module ID: m2211) Tab: [e.g. Steps] Position: [e.g. After Step 3 / At the end of the tab] Callout type: [Choose one: standard (amber left border) / red (warning) / green (tip)] Callout text: "[e.g. Always check with Rowen before issuing a credit note for amounts over $5,000.]" Please add only this callout. Confirm div balance after saving. No other changes to structure or format.

Prompt 7 — Change a tile's title or dashboard description

Use when a tile needs to be renamed or its dashboard card description updated.

Copy this prompt

Hey Claude, Please update the title and/or description for the following tile in admin-ops-playbook-final.html. Tile: [e.g. 3.2.11] (module ID: [e.g. m3211]) Changes needed: - Dashboard card title: change from "[old title]" to "[new title]" - Dashboard card description: change from "[old description]" to "[new description]" - Module h1 heading (inside the tile): change from "[old title]" to "[new title]" - Module eyebrow (top label inside tile): [leave same / change to: new text] Please update all instances of the title to keep them consistent. Confirm div balance after saving. No other changes to structure or format.

Prompt 8 — Fix a video that is not playing

Use when the Watch tab shows a video player but nothing loads, or shows an error.

Copy this prompt

Hey Claude, The video in the following tile is not playing in admin-ops-playbook-final.html. Tile: [e.g. 3.1.1 NZ Client Onboarding] (module ID: m311) The video file is saved as: [e.g. 3.1.1 NZ Client Onboarding.mp4] It is in the playbook folder: OneDrive → Documents - Stand Up Recruitment HQ → ACCOUNTS & ADMIN → PLAYBOOK VIDEOS → NEW Videos Please: 1. Check the current video src path in the module's Watch tab 2. Correct the filename/path to match the exact filename above 3. Make sure spaces are correctly URL-encoded in the path 4. Save the file and confirm the fix No other changes to structure or format.

Prompt 9 — Restore from backup after something breaks

Use if the playbook looks broken or navigation stops working after a recent update.

Copy this prompt

Hey Claude, Something has broken in admin-ops-playbook-final.html after the last update. Please restore from the most recent backup. Please: 1. Check what backup files are available in the NEW Videos folder (they will be named like admin-ops-playbook-final.bak9.html or similar) 2. Identify the most recent backup that was created before the issue 3. Restore the playbook from that backup (copy backup content → save as admin-ops-playbook-final.html) 4. Confirm div balance on the restored file Let me know which backup you restored from and what the div count is.

Prompt 10 — Add multiple tiles at once

Use when you have recorded several videos in one session and want to add all tiles in one go.

Copy this prompt

Hey Claude, I have recorded multiple new videos and I need you to create/update the following tiles in admin-ops-playbook-final.html: Tile 1: - Number & title: [e.g. 3.1.1 NZ Client Onboarding] - Module ID: m311 - Action: [Update existing / Create new] - Files: 3.1.1 NZ Client Onboarding.mp4 / .docx Tile 2: - Number & title: [e.g. 3.1.4 Drug Testing] - Module ID: m314 - Action: [Update existing / Create new] - Files: 3.1.4 Drug Testing.mp4 / .docx Tile 3: - Number & title: [e.g. 3.1.8 NPP Process] - Module ID: m318 - Action: [Update existing / Create new] - Files: 3.1.8 NPP Process.mp4 / .docx All files are saved in the NEW Videos playbook folder with the exact filenames listed above. Please: 1. Process each tile one at a time — read transcript, build content, inject into HTML 2. Create a backup before starting 3. Confirm div balance after all tiles are done No changes to structure or format.

How to Create a Playbook

What is a Playbook?

Record in Microsoft Teams

Export the Video & Transcript

Name & Save Your Files

Build the Tile with Claude

Review & Iterate

All Claude Prompts