How to Create and Manage SOP Playbooks in Pete

In Pete, go to Settings.

Select Playbooks.

Review any existing playbooks before creating a new one.

Use this area as the central place to build and manage SOPs.

Choose Create from Existing.

Select a workflow you already use, such as Incoming Call SMS.

Click Create Draft and generate the flow diagram with Pete.

Use this method when you want Pete to convert an active workflow into a documented SOP.

Read the generated overview to understand what the workflow is designed to do.

Use the overview to clarify the purpose of the process.

If a workflow has been confusing, this section helps explain the logic in plain language.

Confirm the SOP matches the actual business process before publishing.

Zoom into the flow diagram to follow each decision point.

Trace the process step by step, such as:

Use the diagram to understand how tasks, templates, and conditions connect.

Compare the visual flow to how your team actually works.

Choose Create from File when you already have a process documented elsewhere.

Upload a file such as a PDF, Lucidchart export, or screenshot.

Click Generate Flow to convert the file into a playbook.

Use this method to bring outside documentation into Pete for easier access and version control.

Compare the generated playbook to the actual process.

Confirm each step is accurate and complete.

Ask the person who performs the process to review it.

Identify missing steps, such as verifying whether the property is already in Pete or another system before listing.

Make changes directly in the draft playbook.

Update steps, labels, or decision points as needed.

Example: change a step from Building to Pete if that reflects the current process.

Use the draft stage to refine the SOP before it is published.

Save the playbook as a draft while you are still reviewing it.

Use drafts to test ideas and make corrections without exposing unfinished SOPs to the team.

Only publish when the process is accurate and ready for use.

Draft mode is useful for collaboration and internal review.

Start a new playbook and upload a screenshot or image of statuses, steps, or workflow notes.

Generate the flow from the image.

Review the resulting checklist and decision tree.

Use this method when you need to document a process quickly from existing visual references.

Review how lead statuses move through the system.

Confirm each status transition, such as:

Use the playbook to ensure the team understands what happens at each stage.

Adjust the workflow if the visual flow does not match your intended process.

Once the SOP is finalized, publish it from the settings area.

Published playbooks appear in the main Playbooks section for team access.

Team members can open and review the SOP anytime.

If needed, print the playbook for people who prefer paper copies.

Assign playbook editing permissions only to the appropriate users.

Not everyone should be able to create or edit playbooks.

Use role-based permissions to control who can edit playbooks versus who can manage users.

Confirm the right people have access before allowing changes.

Open the playbook’s history to review previous versions.

Check who made changes and when they were made.

Restore an older version if a change caused problems.

Use version history to reduce confusion and resolve disputes about process changes.

Add inspection checklists to relevant playbooks.

Use this for property inspections, walkthroughs, or outsourced field tasks.

Include links, attachments, and any supporting documents.

Make sure the checklist is tied to the correct SOP so the team can follow it consistently.

Identify the process that is currently causing the most confusion or bottleneck.

Do not try to document every workflow at once.

Start with the most important or most broken process.

Use the playbook as a tool to solve a real operational problem.

Build the playbook, then test it in Pete.

Compare the documented steps to the actual workflow.

Make changes before rolling it out to the team.

Repeat testing until the SOP is accurate and easy to follow.

Do not publish incomplete SOPs unless they are clearly marked as drafts.

Do not give editing access to everyone; limit permissions to trusted users.

Do not rely on memory alone; undocumented processes are easy to forget or miscommunicate.

Do not overcomplicate the workflow; keep steps simple and practical.

Do not assume the generated flow is perfect; always verify it against real operations.

Be careful when restoring old versions so you do not overwrite a needed update.

Start with one high-impact workflow instead of documenting everything at once.

Use screenshots, PDFs, or existing workflows to speed up SOP creation.

Ask the person who performs the task to review the playbook for accuracy.

Use visual flow diagrams to make complex processes easier to understand.

Save drafts first, then publish after review.

Use version history to track changes and avoid confusion.

Attach checklists and supporting files directly to the SOP so everything lives in one place.

Keep the process simple and repeatable so it is easier to train new team members.