Scaling Knowledge Sharing with Loom Videos in Confluence

Workplaces thrive when information is easy to find, quick to consume, and consistent across teams. As organisations grow, however, so does the challenge of ensuring everyone stays informed, especially when processes, tools, or decisions require ongoing explanation or training. That is where the combination of Loom and Confluence becomes a practical solution.

Loom helps teams communicate visually through short video messages, while Confluence provides a central platform to organise and store content. Together, they offer a scalable, repeatable way to share knowledge, whether it is for onboarding, project updates, walkthroughs, or internal announcements.

In this blog, we will walk through how Loom and Confluence can work together to create a more engaging, sustainable, and searchable knowledge base across teams and departments.

Why Video Matters in Knowledge Sharing

Documentation is a staple of effective teams, but it is not always the fastest way to convey nuance. A 3-minute video often communicates more than a 10-paragraph guide, especially for complex tasks or walkthroughs.

Here is why adding video to documentation matters:

• Faster comprehension: People retain visual and auditory content more effectively than text alone.
• Human connection: Seeing a teammate explain a process adds familiarity and reduces misinterpretation.
• Context and tone: Videos capture details like mouse movement, tone of voice, and pacing, elements that written guides cannot always convey.

With Loom, you can record your screen, voice, and face simultaneously. This makes it ideal for walking through software, reviewing documents, or providing feedback without needing a live meeting. When paired with Confluence, these videos become reference points that can be organised, searched, and reused.

Common Use Cases for Loom in Confluence

1. Onboarding and Training

New hires often face a steep learning curve, getting familiar with tools, policies, and workflows. Embedding Loom videos into Confluence onboarding spaces helps reduce repetition and provides new team members with a self-guided learning path.

Example:

• A Loom recording walking through how to submit a PTO request in the HR portal
• Embedded in a Confluence onboarding page for all new hires

2. Project Updates

Instead of writing a long project summary or hosting a weekly sync, team leads can record a short video update and embed it in the project’s Confluence space. This is especially useful for distributed teams working across time zones.

Example:

• “Sprint 12 Recap” video recorded via Loom and embedded in the team’s retrospective page

3. Product Demos and Feature Walkthroughs

Product teams can use Loom to demonstrate how new features work and share them directly with internal stakeholders via Confluence pages. This creates a searchable history of product decisions and feature changes.

Example:

• Product manager records a 5-minute demo of a new integration, then adds the Loom link to the feature spec in Confluence

4. IT and Support Documentation

Instead of, or in addition to, step-by-step written instructions, IT teams can create Loom videos showing how to access VPN, reset passwords, or use internal tools. These videos can live alongside documentation in Confluence knowledge base articles.

Example:

• “How to install security certificates” video linked inside an IT help article

5. Leadership Communications

Leaders and department heads can use Loom to record messages to their teams or the entire company and embed them in weekly newsletters or announcement pages in Confluence.

Example:

• Quarterly goals shared via Loom and posted on a shared “Leadership Updates” space

How to Embed Loom Videos in Confluence

Embedding Loom videos into Confluence Cloud is straightforward. Here is how to do it:

• Record your video in Loom: Choose screen plus camera, or just screen, record your message, and copy the video link when finished.
• Paste the Loom link in Confluence: In the Confluence editor, paste the Loom video URL directly into the page. Confluence automatically renders it as an embedded video.
• Add context around the video: Surround the video with helpful details, such as key points, reference links, or related files, to provide complete context for the viewer.
• Publish the page: Once published, the video is viewable directly within the Confluence page, with no need to open another tab.

Best Practices for Using Loom and Confluence Together

To make the most of this combination, it is helpful to adopt a few habits around structure, naming, and governance.

1. Standardise Naming Conventions

Consistent titles make it easier for teammates to search and identify the right content later. For example:

• Finance | How to Submit Expenses
• IT | MFA Setup Instructions
• Marketing | Q2 Campaign Kick-off Summary

Use naming conventions in both the Loom video title and the Confluence page where it is embedded.

2. Organise Content in Spaces and Labels

Create dedicated Confluence spaces for common topics like onboarding, training, or team knowledge. Use labels such as training-video, how-to, or project-update to categorise pages.

This helps users discover content through search and navigate related materials quickly.

3. Keep Videos Short and Purposeful

Videos should be concise, ideally 3 to 7 minutes. If a process takes longer to explain, break it into a series of focused videos and organise them as a playlist on a single Confluence page.

Longer videos are harder to revisit, especially when someone is trying to find a specific piece of information quickly.

4. Link to Related Resources

If a Loom video references other documentation, such as slides, PDFs, or external systems, include those links on the Confluence page. This helps viewers act on the information immediately.

5. Use Comment Sections Wisely

Confluence allows team members to leave comments or feedback directly on a page. Encourage this behaviour so others can clarify or add notes about the video content. It keeps the discussion contextual and useful for future viewers.

Security and Access Considerations

Loom videos are hosted externally, so it is important to check video privacy settings, especially when using them in internal documentation.

Loom offers three main visibility options:

• Only people with the link
• Only members of your Loom workspace
• Only specific people (email restricted)

Choose the setting that matches the intended audience for the video. If your Confluence instance is internal only, consider setting your Loom video visibility to “Workspace Only” to maintain consistency.

Also consider embedding videos only in Confluence pages that are permission controlled if the content contains sensitive or operational information.

Monitoring Engagement

Loom provides basic engagement analytics, such as:

• Number of views
• Who viewed the video (if signed in)
• Watch time and drop-off points

Use these insights to understand what content is valuable, and identify opportunities to improve or condense future recordings.

On the Confluence side, you can track:

• Page views
• Page edits
• Comment activity

Together, these tools give HR, IT, and leadership teams better insight into what internal content is actively helping teams.

Combining Video and Written Instructions

While video is excellent for walkthroughs and explanations, combining it with written summaries strengthens retention and makes your content more accessible.

For every Loom video embedded in Confluence, consider:

• A short summary or transcript underneath
• Bullet points covering key steps
• A visual, such as a screenshot or diagram, to reinforce complex concepts

This approach accommodates different learning preferences and ensures content remains useful even when someone cannot watch the video.

Conclusion

Loom and Confluence offer a practical way for teams to share and scale knowledge without adding extra meetings or duplicate efforts. Videos offer a human way to explain, demonstrate, and align. Confluence makes those videos discoverable, accessible, and organised over time.

Used together, they give teams a dependable way to document what matters and help others move forward with confidence.

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