XDOKU
XDOKU is a Spanish process-documentation tool for Windows, macOS and the browser. It records on-screen clicks and turns them into AI-written step-by-step guides, exported as PDF, Word, narrated video or SCORM, or published to a branded knowledge base.
What is XDOKU?
XDOKU is process documentation software published by XDOKU TECHNOLOGIES S.L., a Madrid company spun off in 2024 from CICLONIX, a Spanish remote-support firm founded in 2009 that had used the tool internally since 2023. The principle is simple: run the process once on screen, and the software captures every step and writes the document for you.
A desktop plugin for Windows 10/11 64-bit and macOS 11+ records clicks, keyboard input and window events; a Chrome, Edge and Brave extension and the web app cover the rest. Each click becomes a screenshot with a highlight circle and an AI-written description, with OCR picking up button and menu names. The output is a step-by-step guide with a cover, a table of contents and generated headings. The AI engine is Google Gemini's multimodal models, with GCP Neural2 neural voices for narration.
From there you annotate, crop, renumber, blur sensitive data, apply a corporate template, translate the whole guide in one click, and export to PDF, Word, PowerPoint, narrated MP4, GIF, HTML, Markdown, JSON, audio, infographics, AI quizzes, SCORM 1.2/2004, xAPI or the native XDOK format. Guides can be published to a branded knowledge base — public or private, with search, categories, thumbs-up feedback and usage analytics — or pushed to Confluence, SharePoint, WordPress or FTP. An AI agent then answers questions from the published guides only, citing the exact guide and step in the reader's own language.
Security is a selling point: storage is local by default, with automatic blurring, SAML 2.0, OAuth 2.0 and OpenID Connect single sign-on, and 2FA. Exports are claimed to meet WCAG 2.1 AA. A REST API accepts up to 50 images per request.
The limits deserve attention. "100% local" is not the whole story: screenshots travel to Google for AI processing, and AI features, publishing and licensing all need a connection. There is no Linux client, the macOS build is still in beta, there is no native mobile app and no published terms of service. The company reports 5,000+ registered users, 30+ countries and 100,000+ documents generated; Ivan Bayona is named as CEO and Pablo Baril as CTO.
What it does
- Record a process once on Windows or macOS and get a step-by-step guide: every click becomes a screenshot with a highlight circle and an AI-written description.
- Build a guide without recording, by importing an MP4 or WEBM video, a YouTube link, a web URL, a Word file, a PDF or a series of images — or by asking the AI to draft it.
- Edit visually: reorder or delete steps, add arrows, boxes, area zooms and automatic numbering, crop, and blur or pixelate sensitive data across every screenshot at once.
- Translate an entire guide in one click and adjust the writing tone (formal, casual, technical).
- Export to PDF, Word, PowerPoint, narrated MP4 video, GIF, HTML, Markdown, JSON, audio, or SCORM 1.2/2004 and xAPI for an LMS.
- Publish in one click to the XDOKU knowledge base, Confluence, SharePoint, WordPress or FTP.
- Deploy an AI agent that answers only from published guides and cites the exact guide and step, as a portal, embedded widget, direct link or popup.
When to use XDOKU / When not to
A quick filter to help you decide if XDOKU is the right fit.
When to use XDOKU
- IT and helpdesk teams buried under repetitive how-to tickets, who want a searchable guide library plus an AI agent that answers from it.
- HR and people operations teams building visual onboarding kits and internal procedures for new joiners.
- Quality, compliance and regulatory teams that need to evidence their procedures for ENS, ISO 9001, ISO 27001, GDPR, SOC 2 or ITIL audits.
- Training providers, digital academies and consultants delivering branded client documentation, including SCORM 1.2/2004 and xAPI packages for an LMS.
- Multilingual European teams in privacy-sensitive sectors such as healthcare, finance and the public sector, who need local storage, automatic blurring of sensitive data and one-click translation of a whole guide.
When not to use XDOKU
- Linux users: there is no Linux client, only a "coming soon" note for Ubuntu, Fedora and Debian on the downloads page.
- Field or mobile-first teams: there is no native iOS or Android app, and documenting from a phone means taking screenshots by hand and uploading them to the web app.
- Air-gapped or genuinely offline setups: sign-in and licensing, the AI features, publishing and Google Drive sync all require a connection, so only part of the workflow runs offline.
- Procurement teams that require published terms of service, a data processing agreement and a subprocessor list before signing: XDOKU publishes none of the three.
- Anyone hoping to work for free at scale or expecting an English-first product: the free plan stops at 10 watermarked documents with no AI writing, and the English pages still carry machine-translation leftovers.
How to use XDOKU
A typical end-to-end flow, from setup to results.
- Create a free account on app.xdoku.com — no credit card required.
- Install the desktop plugin (Windows 10/11 64-bit .exe, or a .zip for macOS 11+), add the Chrome, Edge or Brave extension, or simply work in the web app; setup is advertised at two minutes.
- Start a screen recording and run your process as usual: each click becomes a step with a screenshot and an AI-written description.
- Or skip recording entirely and import an MP4/WEBM video, a YouTube link, a web URL, a Word document, a PDF or a set of images — or start from a blank document and ask the AI to draft it.
- To document from a phone, take the screenshots by hand, open the web app, choose the screenshot-based generation option and upload them.
- Edit the draft: reorder or remove steps, add arrows, boxes, numbers and area zooms, crop images, and blur anything confidential.
- Apply your corporate template — logo, colours, fonts, layout and cover page.
- Translate the guide in one click if you need another language, and pick the tone: formal, casual or technical.
- Export in the format you need, or publish to the XDOKU knowledge base, Confluence, SharePoint, WordPress or FTP.
- Optionally switch on the AI agent and deploy it as a portal, an embedded widget, a direct link or a popup, then follow the usage analytics.
Pros & Cons
Pros
- Local-first architecture: documents stay on the user's own machine, which removes a frequent blocker in healthcare, finance and the public sector.
- The whole chain in a single tool — capture, editing, AI writing, translation, narrated video and publishing — with an unusually wide export range, SCORM 1.2/2004 and xAPI included.
- The knowledge base and the AI agent are included from the first paid tier, at EUR 19.90 per user per month.
- European posture: a Spanish publisher subject to the GDPR, cloud hosting announced in the EU, the AEPD as supervisory authority, and a full legal identity published (company name, tax number, address, phone, email).
- An explicit commitment, repeated on four pages, never to train models on customer data.
- Low-commitment entry: a permanent free plan of 10 documents plus a 7-day Pro trial, neither requiring a credit card.
- Real human support including a phone line (+34 916 517 892, Monday to Friday, 9:00-18:00, in Spanish and English), and accessibility taken seriously with claimed WCAG 2.1 AA exports, audio playback and narrated video.
Cons
- No terms of service are published: the only licence URL in the sitemap, terminos_licencia.html, is a JavaScript shell that redirects to the home page.
- No data processing agreement, no subprocessor list and no trust or security page, and the retention clause states no figure at all — uncomfortable for the regulated sectors the tool targets.
- SOC 2 and ISO 27001 badges are displayed without evidence, and the help centre goes as far as claiming the highest SOC 2 Type II standards, with no audit report and no named auditor.
- The "100% local" pitch needs qualifying: screenshots travel to Google for AI processing. No minimum age is stated anywhere either.
- Platform gaps: the Linux client is still announced as coming soon, the macOS build is labelled BETA, and there is no native mobile app — mobile means manual screenshots.
- The site contradicts itself: Corporate starts from 20 users on the Spanish pricing page and from 10 users on the English one, translation covers 20+ languages on the home page and 50+ on the pricing grid, and the FAQ tells you to contact sales for pricing while the pricing page publishes it.
- Identity and history stay blurry: the contact page shows CICLONIX S.L. at the same address as the XDOKU TECHNOLOGIES S.L. of the legal notice, no incorporation date is published, and the English pages still carry machine-translation leftovers.
Pricing & Plans
A permanent free plan is available at EUR 0 for one user and ten documents, with no credit card required. The lowest paid entry point is the Lite plan at EUR 19.90 per user per month excluding VAT, a rate that corresponds to annual billing of EUR 238.80 per year; no month-to-month price is published. The Pro plan is EUR 39.90 per user per month excluding VAT, billed annually at EUR 478.80. The Corporate plan is quoted on request. A 7-day trial of the Pro features is offered on the paid plans, after which the account reverts to Free. Licences are per user and may be used on any workstation, one at a time. Volume discounts from ten licences, and discounts for two- or three-year commitments, are announced on request.
- 1 user
- 10 documents
- browser extension
- automatic text detection
- PDF and native XDOK export
- limited image editor
- 2 templates
- XDOKU watermark
- unlimited documents
- desktop plugin
- AI descriptions
- microphone and webcam
- XDOKU import
- bulk cropping
- translation into 50+ languages
- AI assistant
- everything in Lite plus video
- image
- URL
- Word and PDF import
- AI blurring
- narrated video
- AI voice dubbing
- infographics
- everything in Pro plus custom storage
- bespoke integrations
- an assigned technician
- exclusive email and phone support with a 4-hour response target.
Data, GDPR & hosting
A consolidated view of how XDOKU handles your data.
GDPR overview
GDPR implementation is documented but partial. The privacy policy, last updated 1 April 2025, names the controller in full — XDOKU TECHNOLOGIES S.L., NIF B23819451, Madrid — with postal address, email and phone, and sets out data categories, purposes, legal bases (contract, consent, legitimate interest, legal obligation), third-party sharing, and the rights of access, rectification, erasure, objection, restriction and portability, plus the right to complain to the Spanish supervisory authority (AEPD). The FAQ states that the product is developed in Spain under European rules and that processing and its cloud servers are located in the EU. No Article 27 representative is named, and none is required for an EU-established company. What is missing: no DPO, no data processing agreement, no subprocessor list, no trust or security page, and no stated retention period. SOC 2, ISO 27001 and GDPR badges are displayed without supporting documentation.
Who owns the data?
XDOKU publishes no terms of service, so ownership can only be read from the legal notice and the site itself. The legal notice claims intellectual property over the website and its own elements, not over the documents users create, and the about page states that your documentation is yours. By default, recordings, documents and data stay on the user's own computer and nothing reaches the cloud without explicit consent; optional cloud storage can point at the customer's own Google Drive. XDOKU TECHNOLOGIES S.L. (NIF B23819451, Madrid) acts as controller for personal data, says it never sells information and never trains models on customer data. Screenshots are nonetheless sent to Google for AI processing.
Reuse rights
No terms of service are published, so no licence text restricts what you may do with the guides you produce, and the product is plainly built for reuse: guides can be exported to PDF, Word, PowerPoint, narrated MP4, GIF, HTML, Markdown, JSON, audio and SCORM/xAPI, published to a branded knowledge base, Confluence, SharePoint, WordPress or FTP, translated in one click and rebranded with your own logo, colours and fonts. The free plan is the exception: it stamps an XDOKU watermark on exports. On the personal-data side, the privacy policy lists identity, contact, technical (IP, logs, browser), usage, marketing and contact-form data, collected to register customers, deliver and administer the service, protect the site, answer enquiries, make recommendations and, with consent, send commercial messages — on the legal bases of contract, consent, legitimate interest and legal obligation. Data is shared with third parties only where a processor is needed to deliver the service, where the law requires it, or with explicit consent. Analytics rely on Google Analytics cookies behind a consent banner, and the site repeats across four pages that customer data is never used to train third-party models.
Data retention & training
Hosting summary
Storage is local first: recordings and documents live on the user's own computer by default. The cloud only comes into play when someone publishes or syncs — the knowledge base, the private portal, Google Drive synchronisation. For that part the site claims European hosting: the FAQ states that processing takes place in the EU and that the cloud servers used for the knowledge base and sync are hosted in the EU, and a comparison page markets "GDPR-Compliant European Servers". No specific hosting country is ever named, only the EU region. Customers can also point storage at their own Google Drive infrastructure and keep control of location and access. Technically, the site's own llms.txt describes a containerised backend on Google Cloud Run with a multi-tenant Firestore database. AI processing is delegated to Google (Gemini models, GCP Neural2 text-to-speech) and no processing region is specified for that leg. One note that concerns the marketing site rather than the product: xdoku.com resolves to 207.180.207.58, a Contabo GmbH address in Lauterbourg, France — that is the website's host, not where customer data lives.
Things to keep in mind
Risks and trade-offs to weigh before adopting XDOKU.
- The SOC 2 and ISO 27001 badges shown in the security section come with no document, no named auditor and no trust page, and the help centre goes further by claiming the highest SOC 2 Type II standards. Ask the publisher for evidence before repeating any of it.
- The certification sections on the home page (ENS, ISO 27001, ISO 9001, GDPR, SOC 2, ITIL) describe what a customer can document with XDOKU. They are not XDOKU's own certifications, and the two are easy to confuse.
- The "100% local" message sits next to the FAQ's own statement that screenshots are sent to Google for AI processing: local storage is not the same thing as local processing.
- No terms of service exist — terminos_licencia.html is a JavaScript shell redirecting to the home page — and there is no data processing agreement, no subprocessor list and no stated retention period.
- The contact page displays CICLONIX S.L. at the same address as the XDOKU TECHNOLOGIES S.L. named in the legal notice; which entity you actually contract with is worth clarifying before signing.
- The domain xdoku.com was registered on 22/04/2024, yet its first Wayback capture, dated 19/03/2012, is a Sedo parking page: this is a second-hand domain, so its archive history says nothing about the company's age.
- Marketing figures are borrowed or unsourced: the HDI, SHRM, Gartner, ProcessMaker and ADEA numbers describe the market rather than XDOKU's own performance, and the home page's structured data carries a 4.8 rating from 124 reviews with no verifiable public reviews on the site.
Setup & Integrations
Technical difficulty
Low for the end user. Create an account with no credit card, run the Windows .exe, unzip the macOS build or add the browser extension from the Chrome Web Store: the site advertises a two-minute setup and a visual editor it says needs no manual. There is no server to configure. An administrator is only needed for the advanced layer: SAML 2.0 / OAuth 2.0 / OpenID Connect single sign-on (Pro and Corporate), Google Drive, a custom knowledge base domain, and an API key granted on request. Corporate adds guided onboarding with an assigned success manager.
Deployment
Integrations
Supported languages
Behind XDOKU
Fundraising
Social
Resources
All the official URLs gathered for verification and reference.
Alternatives
Tools that compete with or complement XDOKU.
Frequently asked questions
Which operating systems does XDOKU run on?
Is there a free plan?
How much does the first paid plan cost?
Where are my guides stored?
Is my data used to train AI models?
In which languages does support answer, and how fast?
Does XDOKU work offline?
Is XDOKU GDPR compliant?
Is there an API?
Which export formats and publishing integrations are available?
Should you pick XDOKU?
XDOKU is coherent and unusually complete within its scope: record a process once, and the tool captures it, writes it, lets you edit and translate it, turns it into a narrated video and publishes it to a branded knowledge base with an AI agent on top. Very few tools in this category cover the full chain, and even fewer add SCORM 1.2/2004 and xAPI output for an LMS.
Its differentiator is the combination of local-first storage, cloud hosting announced in the EU and a Spanish publisher subject to the GDPR — a genuine argument for European teams in healthcare, finance, the public sector or any environment where documents cannot leave the workstation. Entry is easy: a permanent free plan, then EUR 19.90 per user per month excluding VAT, a rate that corresponds to annual billing at EUR 238.80.
The reservations are just as concrete. No terms of service are published, no data processing agreement and no subprocessor list exist, and the SOC 2 and ISO 27001 badges appear without any audit report or named auditor — the certification sections on the home page describe what a customer can document with XDOKU, not what XDOKU itself holds. The "100% local" claim needs qualifying, since screenshots are sent to Google for AI processing. There is no Linux client, the macOS build is in beta, and there is no native mobile app. The site also contradicts itself on the Corporate entry threshold, the number of translation languages and whether pricing is public.
The natural buyer is an IT, HR, quality or training team in a European SME or mid-market company that wants documentation produced quickly and kept in-house. Ask the publisher for contractual terms, a DPA and evidence for the certification badges before committing.
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