Documentation & Knowledge Base Checklist for Agency & Consulting

In Notion or Confluence, create a top level space per client with standard pages like Overview, SOW, Roadmap, Integrations, Releases, and Support. Use global tags for service line, tech stack, and status so PMs can filter across all clients.

Define repo, package, and document names using a pattern like clientname-servicename-scope, aligned with Jira project keys. Keep file names predictable, for example README.md, CHANGELOG.md, and docs/index.md, so teams navigate faster across projects.

Establish tone, terminology, code block conventions, screenshot treatment, and example data rules. Enforce with Vale or similar linters so multiple writers ship client-facing content that reads as one voice.

Mirror software versions in docs using Git tags and branches, publishing v1 or v2 routes in Docusaurus or MkDocs. Add release banners that alert clients when they are viewing out of date content.

Map roles like client, PM, engineer, and exec, then apply group permissions in Confluence or Notion. Use SSO and SCIM provisioning so offboarding and NDA compliance are reliable at scale.

At the top of every page, link to the canonical source repository or authoritative document. Create a per-client LinkHub that lists repos, APIs, dashboards, and data sources to avoid stale attachments in email threads.

Use front matter or Confluence labels for owner, last_reviewed, product_area, and audience. This enables dashboards that surface stale content and helps leaders slice documentation by capability or team.

Maintain the OpenAPI contract in the repo, then render with Redocly, Stoplight, or ReadMe. Include environment specific auth examples and field level constraints so client developers do not block on clarifications.

Ship runnable examples for Node.js, Python, and cURL that cover auth, the first request, pagination, and error handling. Add a Postman collection or a GitHub Codespaces template so a client engineer can test in minutes.

Document milestones, owners, SLAs, and sign off checkpoints that align with the SOW. Include Loom walkthroughs, access request procedures, and sandbox provisioning steps to reduce kickoff friction.

Map contractual clauses to artifacts, due dates, acceptance criteria, and links to work items. Sync status from Jira or Linear so account managers and clients see real time progress without chasing updates.

Generate changelogs with semantic-release from Conventional Commits, then publish release notes that explain benefits, impacted endpoints, and migration steps. Notify client channels in Slack or email with links to the notes.

Aggregate repeated questions from calls and tickets into a searchable FAQ, and list escalation paths with on call rotations in PagerDuty or Opsgenie. This reduces ad hoc pings to account managers.

Publish service windows, response time commitments, and contact options like Slack Connect, support portal, and email. Include incident severity definitions that match contract language to avoid disputes.

Every repo should describe purpose, architecture summary, local setup, run commands, and contacts for support. Add badges for CI status and coverage, and link back to the client workspace to speed new contributor ramp up.

Provide .env.example files, required tool versions via asdf or Volta, and a bootstrap script for local setup. Outline secret storage in 1Password, Doppler, or AWS Secrets Manager, never embedding secrets in docs or code.

Detail steps for deploy, verification, and rollback on your platform, such as Vercel, Netlify, AWS, or Kubernetes. Include health checks, feature flag toggles, and pager contacts to minimize downtime during incidents.

Document pipeline stages, required checks, manual approvals, and how to trigger production releases. Link to GitHub Actions, GitLab CI, or CircleCI configs and specify which documentation must be updated before merging.

Create system and data flow diagrams with Mermaid or PlantUML stored in the repo and regenerate images in CI. Embed diagrams in docs so change history is tracked with pull requests.

State unit, integration, and contract test targets, and document how mocks or fixtures are generated. Provide a staging validation checklist for QA and PMs with links to test accounts and sample payloads.

Record key decisions, tradeoffs, dates, and alternatives in concise ADR files. Link ADRs to Jira epics and client approvals so future teams understand context and revisit timing.

Use Docusaurus or MkDocs tied to Git, build previews on pull requests, and publish on tagged releases. Run the pipeline in GitHub Actions so documentation ships in lockstep with code.

Generate API client docs using TypeDoc, JSDoc, Sphinx, or OpenAPI generators to prevent drift between code and docs. Include example calls and type information that client developers rely on.

Adopt commitlint and a shared commit convention so semantic-release can cut versions and changelogs automatically. Push release notes to the client workspace and notify Slack channels on each release.

Run markdownlint, Vale, spelling checks, and image validations on pull requests. Block merges that fail style or clarity rules to maintain client facing quality.

Use tools like lychee or broken-link-checker nightly to catch 404s and expired references. Maintain a redirect map so renamed pages do not break client bookmarks.

Integrate Algolia DocSearch for fast lookup, and instrument GA4 or Plausible to analyze traffic and exits. Review search terms and zero results monthly to prioritize new guides.

Store language specific snippets for auth, retries, and pagination in a shared library and pull them into docs via MDX components or includes. Updating the snippet library should propagate improvements across all client guides.

Use CODEOWNERS for docs and require SME approval plus PM sign off for client facing pages. Add a pull request checklist that explicitly covers impact on onboarding and integration guides.

Assign review cadences, for example monthly for quickstarts and quarterly for architecture pages, and track last_reviewed metadata. Build a dashboard to flag stale content and route tasks in Jira or Linear.

Add a Was this helpful widget with a link that creates a pre-filled GitHub issue or Jira ticket with page context. Triages should run weekly, and resolved feedback should close the loop with the requester.

Pin long running clients to a docs version and branch when customizations are required, avoiding accidental upgrades. Maintain a diff page that lists customizations so engineering understands maintenance overhead.

When engagements end, export final PDFs for the client, archive the space, and revoke access via SSO. Sanitize and retain reusable ADRs, runbooks, and templates in an internal library.

Publish DPAs, subprocessors, data flow diagrams, and security contacts, splitting public and private appendices as needed. Keep pentest summaries and risk registers behind NDA with access logging.

Record short Loom walkthroughs for critical flows and embed them in onboarding pages. Pair videos with a short checklist or quiz so new engineers and PMs can certify on a client in days.