Import a guide you already have

If your facility already has a user guide, hirer's handbook or set of instructions in Word or a PDF, UGuide AI can turn it into a UGuide guide, so you don't have to type it all in again. It comes with Basic, Pro and Enterprise licences.

Import your guide

1. Open the facility. On the User guides tab, choose UGuide AI.
2. Choose +, then Import a guide (Word or PDF), and pick your Word document (.docx) or PDF. You can also drag it onto the page: a Word document is imported straight away, and a PDF is added as a manual until you choose the import button on it.
3. If you like, type what to change in the box, such as "Leave out the bar" or "The hall now has a heat pump". You can leave it empty.
4. Add more photos or PDF manuals with + if you have them.
5. Choose Import the guide. It takes a minute or two.
6. Review the sections. Untick anything you don't want, and check the photos offered under each section.
7. Choose Create the guide. It's created as a draft, so you can check and edit it before you publish it.

What UGuide AI does with it

• Keeps what visitors need: every step, warning and rule, and the contact names, phone numbers, times, prices and booking links your guide gives.
• Follows your guide's order and headings, and rewrites it in short sentences and numbered steps that are easy to follow on a phone.
• Leaves out what visitors don't need, such as the table of contents, page numbers, headers and footers, and version history.
• Never copies codes, PINs or passwords, such as the alarm code, key safe combination or Wi-Fi password, because guides can be read by anyone with the QR code. It leaves [bold square brackets] where they go, for you to fill in. Put them in a section that needs the PIN.

Pictures

Pictures in your Word document or PDF come across as photos, and UGuide AI puts each one in the section it was next to in your document. Tiny pictures, such as icons, are left out, and so are a PDF's page backgrounds and the logos in its headers and footers. A picture used more than once is only added once. They show with your other photos before you import, so you can remove any you don't want. UGuide AI can look at up to 20 photos at a time.

A picture in a PDF comes across as it looks on the page, with any arrows or labels drawn over it. Drawings made of lines and shapes, such as some floor plans, aren't pictures, so they don't come across. Take a screenshot of one and add it with + and Add photos.

The photos you keep count towards the facility's photos per section.

Good to know

• Long guides: UGuide AI reads about 30,000 characters at a time (roughly 12 to 20 pages). If your guide is longer, UGuide tells you which part it will leave out, so you can add those sections yourself once the guide is created.
• More sections than the licence allows: a Basic licence allows 10 sections per guide, sub-sections included. If your guide comes to more, UGuide tells you before you create it and ticks the first 10. Untick some to choose others, or give the facility a Pro licence to keep them all.
• Scanned PDFs are pictures of pages, with no text UGuide AI can read. Import the Word version instead, if you have it.
• Older Word documents (.doc) can't be imported. Open the file in Word, choose Save As and save it as a Word Document (.docx) or a PDF. From Google Docs, choose File, Download, Microsoft Word (.docx).
• Password-protected files can't be opened. Save a copy without the password, and import that.
• Importing a guide is one UGuide AI use. If it can't finish, the use isn't counted. See How UGuide AI uses are counted.
• Your document isn't uploaded or kept. It's read in your browser, and UGuide AI gets its text and pictures. Only the photos you choose to add to the guide are saved.

Check the new guide against your original before you publish. UGuide AI rewrites it for phones, and it can get details wrong.