Capture the real job.
Every role has two versions: the job description HR wrote, and the job someone actually does every day. When that person leaves, the second version leaves with them.
RoleCap captures it before it walks out the door.
Your payroll supervisor retires in July. The job description says “processes payroll.” It doesn’t say:
- off-bookThe Frontline sync stalls every few weeks, and she’s the only one who knows the fix
- off-bookThe STRS year-end reconciliation takes three full days in mid-July — the week after she’s gone
- off-bookFiscal expects a labor summary by the 5th after every quarter close, though no document says so
Her replacement will learn each of these the hard way: by missing them. Industry surveys consistently find that most institutional knowledge is undocumented, and the cost shows up as errors, delays, and six-month ramp-ups that should have taken six weeks.
A two-week notice period is not a knowledge transfer plan.
One book per role. Three links.
- 1The capture linkfor the person doing the job today
Send them one link. It opens a single page that asks: “What did you do today that isn’t in your job description?” Logging a task takes 15 seconds. No login to learn, no software to install, nothing else visible. The book builds itself over weeks and months, while the knowledge is fresh — not in a panicked brain-dump during someone’s last two weeks.
- 2The consolefor managers and HR
Every role at a glance: how many tasks are captured, how many are OFF-BOOK (real work the job description never mentions), which are CRITICAL, and a readiness score showing whether each task has enough detail to actually hand over. A year timeline shows the shape of the role — the daily rhythm, the quarterly spikes, the one brutal week in July.
- 3The review linkfor the successor
The new person gets the book as a readable manual, organized by rhythm: daily, weekly, monthly, quarterly, yearly, and “when it happens.” They check off each task as they understand it, critical items first. Their progress reports back to the console — so the handover is verified, not assumed.
Built around the gap between the JD and the job.
The OFF-BOOK stamp
Every task is marked as in or out of the official job description. The gap between the two is the product: “9 of 14 tasks in this role aren’t in the JD” is the sentence that gets a handover taken seriously.
The year timeline
A Gantt-style view of the role’s whole year. Daily and weekly rhythms render as continuous bars; quarterly and yearly tasks land in their exact months. New hires stop getting blindsided by the annual thing nobody mentioned.
Critical flags
Mark the tasks where something breaks or money is lost if they’re missed. They sort to the top of every successor’s review.
Readiness score
A book is only as good as its detail. RoleCap scores each role on whether tasks have the how-to and the when — so “we have a handover book” can’t quietly mean “we have a list of titles.”
Smart capture prompts
The capture page rotates questions that surface hidden work: “What breaks if you’re out sick for a week?” “What took you a year to figure out here?”
Export anywhere
Any book compiles into a clean text manual with one click. Paste it into a wiki, an email, a binder. Your knowledge is never locked in.
Trigger tasks
Not everything is scheduled. “When the auditor calls.” “When the sync stalls.” RoleCap treats event-driven work as first-class, because that’s where the most painful surprises live.
Anywhere one person is the department.
Schools & public agencies
Retirement waves, small teams, single points of failure, and compliance calendars full of once-a-year deadlines. RoleCap was born in a county office of education.
Small & mid-size businesses
When one person is the department, their departure is an outage. Capture the role before you have to.
Any team doing succession planning
Cross-training, promotion pipelines, coverage for leave. A role book is useful long before anyone resigns.
Your accounts, your data, your rules.
- Sign-in through your organization’s existing accounts (Microsoft 365 / Google Workspace SSO) — no new passwords
- Employees see only their own role’s capture page; successors see only their review
- Your data is exportable at any time and deleted on request
- No ads, no selling data — the product is the product
Start free. Pay per role when it earns it.
Free
- ✓Capture & review links
- ✓Year timeline & readiness scores
- —SSO (Microsoft / Google)
- —Departments & permissions
- —HR-system integrations & API
Team
most teams- ✓Capture & review links
- ✓Year timeline & readiness scores
- ✓SSO (Microsoft / Google)
- ✓Departments & permissions
- —HR-system integrations & API
Organization
- ✓Capture & review links
- ✓Year timeline & readiness scores
- ✓SSO (Microsoft / Google)
- ✓Departments & permissions
- ✓HR-system integrations & API
Pricing is introductory and may change as we learn from early customers.
Fair questions.
Isn’t this just a wiki?
Wikis wait for someone to feel like documenting. RoleCap asks one question at a time, stamps the answers with when they happen, and measures whether the result is actually enough for a stranger to do the job. Structure is the point.
When should a role book start?
Now, ideally — the best books are built while someone’s still years from leaving. But RoleCap also works as an exit tool: two weeks of guided capture beats an empty desk.
What about tasks the employee doesn’t want to admit to?
The OFF-BOOK stamp reframes it: unlisted work isn’t a confession, it’s leverage. Most people enjoy showing how much more they do than the JD says.
Does the manager see everything the employee writes?
Yes — the book belongs to the role, not the person. That’s stated plainly on the capture page.
Can it connect to our HR system?
The Organization tier is built for it: trigger a book on resignation, assign the review during onboarding, provision access via your directory. Ask us.
The job description says what the job is supposed to be. RoleCap captures what it actually is — and when it happens — so the next person isn’t starting from zero.
Start a role book — free