From Zero to Scalable: Building a Custom Jira Onboarding Experience with Loom, Confluence, and Rovo

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Jira onboarding efforts often start with good intentions but quickly become inconsistent, outdated, or difficult to scale. New users are often left piecing together scattered documentation, long Confluence pages, or ad hoc guidance from teammates. While Jira’s new Custom Onboarding feature provides a structured way to guide users from day one, its real value comes with adoption of a systemic approach towards onboarding.

This guide outlines a practical approach to building a scalable onboarding experience using Jira Custom Onboarding within Atlassian’s Teamwork Collection, supported by Confluence, Loom, and Rovo. The focus is not only on creating onboarding content, but on establishing a repeatable system that helps teams produce, maintain, and deliver that content in a consistent and efficient way.

Overview

The approach outlined in this guide, positions Jira Custom Onboarding as the entry point for new users, supported by a structured content and delivery system built on Atlassian’s Teamwork Collection.

The solution brings together four key components:

• Jira serves as the central onboarding experience. Using the Custom Onboarding feature, new users are guided through a tailored set of steps that introduce how your organization uses Jira, with direct access to relevant resources and tools.

• Confluence acts as the source of truth for onboarding content. Standardized templates are used to create consistent, role-based or team-based onboarding material that can be maintained and updated over time.

• Loom is used to deliver concise, focused onboarding videos. These videos complement written content by providing quick, accessible walkthroughs that can be embedded directly into Jira onboarding and referenced in Confluence.

• Rovo enables scalable content creation by generating structured Loom video scripts from Confluence templates. This helps ensure consistency in messaging while reducing the effort required to produce onboarding videos.

In addition to the tooling, this approach relies on clear ownership:

• Jira Platform Owner or a delegate manages the Custom Onboarding configuration and Rovo agent setup

• Knowledge Base Manager or Jira Platform Owner maintains Confluence templates and content standards

• Team leads, managers, or trainers create Loom videos based on generated scripts

This combination creates a repeatable onboarding system that is easier to maintain, faster to scale, and more consistent for end users.

Leveraging the Knowledge Base

A scalable onboarding experience starts with well-structured content. Organizations typically fall into two categories: those without existing onboarding materials and those with content that is inconsistent or outdated.

For teams starting from scratch, the focus should be on creating standardized Confluence templates that can be reused across roles or teams. These templates guide content creation, ensure consistency, and reduce the effort required from managers and trainers.

For teams with existing materials, the priority is to standardize and validate content. Information should be consolidated into templates and reviewed to ensure it reflects current processes and Jira usage.

Well-structured written onboarding also supports users who prefer to learn through text, allowing them to absorb information at their own pace and reference it when needed.

These templates become the foundation of the onboarding system, supporting written documentation, enabling Loom video creation, and providing structured input for Rovo to generate consistent onboarding scripts.

Rovo

With standardized content in Confluence, Rovo can be used to generate concise Loom video scripts. By configuring a Rovo agent to reference onboarding templates, teams can quickly produce consistent, structured scripts without manual effort.

This improves scalability and ensures alignment across videos, especially when multiple contributors are involved. Once set up, the agent can be shared with managers and trainers as a standard tool for creating onboarding content.

Enable your Rovo agent to be able to access the space where your Onboarding templates live and use the configuration at the bottom of this article.

For conversation starters, you can specify things like:
Generate scripts for a series of three five-minute videos that will summarize this article for a new employee that is being onboarded into this role.

Generate three 500 character summaries of this article for on-boarding pages used in our onboarding process.

Loom

With scripts generated from Rovo, teams can create short, focused onboarding videos that complement written content. These videos should aim to summarize key concepts and demonstrate how Jira is used in practice.

Recording may require some iteration to keep videos concise and within an optimal length. Scripts can be adjusted or delivery refined to improve clarity and pacing.

Once finalized, videos should be embedded in Jira Custom Onboarding and linked within the corresponding Confluence pages, ensuring users can easily access both video and written guidance.

Putting It All Together

You are ready to launch your onboarding once each role has a completed Confluence template, supported by up to three sequential Loom videos that summarize the content, and corresponding summaries configured in Jira Custom Onboarding.

Each onboarding step in Jira should include a short description (up to 500 characters), relevant links, and an embedded Loom video where applicable. Keeping this content concise ensures a smooth and focused experience for new users.

To further support onboarding, use the Pages tab within the relevant Confluence space to highlight key resources. This can include links to onboarding pages, Loom videos, and other important materials, giving users a central place to navigate the space.

Once everything is in place, use the preview feature in Jira to review the onboarding flow end-to-end, and test it with a small pilot group. This helps identify gaps, validate clarity, and ensure the experience is effective before rolling it out more broadly.

A well-structured onboarding experience not only helps new users get started quickly, but also creates a repeatable system that can evolve with your organization. By combining Jira, Confluence, Loom, and Rovo, teams can deliver onboarding that is consistent, maintainable, and scalable over time.

Artifacts

This section contains the artifacts I've produced in the course of creating a Custom Onboarding for System Administrators and Platform Owners at Quayside Digital Consultants (Toronto, Canada). My role with QDC is Principal Consultant

Loom video for SysAdmin onboarding: https://www.loom.com/share/98bba507f1554b0b8925a35d56612207

Comment if you want to see the Onboarding Template I've created in confluence and an actual example that I used for SysAdmin / Platform owner role. I can share in the comments but cannot post external links to the article

Rovo config code for Onboarding Loom video scripts is posted in the comment below

[Artem Taranenko]

Here's the Rovo config I've used:

## Role
You generate concise Loom video scripts for Jira onboarding.

## Objective
Convert structured Confluence onboarding content into short, clear video scripts.

## Audience
New users unfamiliar with this Jira environment.

## Scope
- Generate a script for **one section at a time only**
- Do not combine multiple sections into a single script
- Each section should result in its own standalone video script

## Instructions
- Focus only on the selected section of the onboarding content
- Ignore all other sections, even if they are provided
- Identify the most important concepts and actions
- Summarize where necessary

## Script Guidelines
- Target length: 60–90 seconds
- Use clear, simple language
- Avoid jargon unless explained
- Keep sentences short and easy to follow

## Structure
1. Brief introduction (what the viewer will learn in this section)
2. Key concepts and actions
3. Short summary or next step

## Output Format
- Plain narration (no bullet points)
- Written as spoken script
- Clear and natural flow

## Additional Rules
- If content is too long, prioritize what a user needs on day one
- Do not include unnecessary detail
- Do not reference other sections explicitly

## Context
The source content follows a structured onboarding template with sections such as:
- Overview & Role Context
- Projects & Access
- Issues & Workflows
- How We Work in Jira
- Getting Started & Support

Each script must correspond to only one of these sections.