Add a YouTube or Vimeo video to a guide

Guides in the Knowledge base can show YouTube and Vimeo videos, so your crew can watch how a job is done right next to the written steps. The video plays inside the guide, on a phone too.

Owners, admins and office staff who can edit guides can add videos.

Add a video

1. Open Knowledge base, open a guide and choose Edit, or choose New guide.
2. Click where the video should go.
3. Choose the Video button in the toolbar (the camera), paste the video’s link and choose Add video.

The video goes on a line of its own: the line you were on if it’s empty, otherwise just below it. Choose Save to keep it (Publish or Save draft on a new guide).

Quicker: paste the link

Paste a YouTube or Vimeo link on an empty line and it turns into the video by itself. Pasted in the middle of a sentence, it stays as text. The embed code from YouTube’s or Vimeo’s Share → Embed works too, wherever you paste it.

Which links work

Copy the link from the video’s page or its Share button. These all work:

• YouTube: youtube.com/watch?v=… and youtu.be/… links, Shorts, live videos and playlists. A start time in the link (like ?t=90) is kept, so the video starts there.
• Vimeo: vimeo.com/… links, including unlisted ones (the link with an extra code after the number), and links from showcases, channels and groups.

Anything else gets “That isn’t a YouTube or Vimeo link. On the video’s page, choose Share, copy the link and paste it here.”

Note

Only YouTube and Vimeo videos can go in a guide; other websites can’t be embedded. YouTube videos play in YouTube’s privacy-enhanced mode, and Vimeo videos with Vimeo’s tracking turned off.

Unlisted and private videos

• Unlisted videos work. Anyone who can read the guide can watch them, which suits training videos you don’t want on a public channel.
• Private YouTube videos won’t play for your crew. Make the video unlisted instead.
• If the video’s owner turned off playing it on other websites, the player says so and offers to open it on YouTube or Vimeo. For your own Vimeo videos, check that the video’s embed privacy setting in Vimeo allows your Crewtavo web address, or anywhere.

Remove a video

In the editor, click the video to select it (it gets a green outline) and press Backspace or Delete. Pressing Backspace at the start of the line just below the video works too. Right after adding one, Undo takes it out.

Guides an AI assistant writes

When Claude or ChatGPT writes a guide for you (see Connect Claude and ChatGPT), a YouTube or Vimeo link on a line of its own becomes the video in the same way.