Screenshot Tutorial Checklist: Capture, Edit, Review, and Export

A screenshot tutorial fails in small ways: a missing step, a label that changed, a name left in a sidebar, text too small in the PDF. A checklist catches those before readers do.

Copy the lists below into your own template. Each item is a yes or no check. Where a Temposhot feature covers the item, its exact name is in bold.

Scope and plan

• The tutorial covers one task with one finished result.
• The result is written in one sentence and used as the title.
• The audience is named: customer, new hire, client, colleague.
• Prerequisites are listed: account type, permissions, what to have ready.
• The product version the tutorial matches is noted.
• An owner is assigned for future updates.

If the task needs more than about 15 steps, split it into two tutorials and link them.

Screen preparation

• A test account with sample data is signed in.
• Email, chat, calendar and password manager windows are closed.
• A macOS Focus mode is on, so no notification banners appear.
• The app window is a fixed size, the same as earlier tutorials in the set.
• Theme and interface language match the rest of the set.
• The starting screen is the one the reader starts on.
• The task has been rehearsed once without recording.

Capture

• Action Capture is open (Command+3).
• Parse clicked elements is on, so titles start as Click "[[element-name]]".
• Show cursor on click captures and Mark clicked area are set under Visual Annotations.
• The target in Choose Capture Target fits the task: Specific Window for one app, Active Window for several, Capture Area for a fixed region, Full Screen only when needed.
• Screens that appear without a click are saved with Shift+Command+2 or Capture now.
• Pause capture is used before any private screen.
• The run ends with Finish capture, and the Document opens in the editor.

The Action Capture guide explains each setting.

Sequence and writing

• One page per action. Pages from stray clicks are deleted.
• Missing screens are added with Capture new images… from the Add Pages menu.
• Every Page title starts with a verb and names the exact control.
• UI labels match the interface spelling and capitalization.
• Each page description holds values, conditions and results, in one to three sentences.
• Decisions are on their own pages, with the choice named.
• The last page shows the result the reader should see.
• A short "if this did not work" note says where to get help.

See how to write step-by-step software instructions for the writing rules behind these items.

Images and annotations

• Each page is cropped with Framing (F): Focus on action for Action Capture pages, Custom for others.
• Each page has one main mark on the target.
• Marks use one accent color and one stroke width across the tutorial.
• Text labels sit beside the target, not on top of it.
• Step Numbers (N, Pro) appear only where one page shows a sequence.
• The context around the target is enough to find it on a real screen.

The annotations and framing guide covers each tool.

Privacy and safety

• No real names, emails, account numbers or photos remain.
• No passwords, tokens or recovery codes appear, even blurred.
• Address bars and file paths are checked for usernames and tokens.
• Blur (B, Pro) covers each remaining sensitive field fully.
• Only exports are shared. The Document and Capture History hold the original, unredacted images.

Fresh-reader test

• Someone who did not write the tutorial follows it on a test account.
• They finish without asking a question.
• Every hesitation is noted and fixed.
• The result they reach matches the last page.

If the tester asks one question, rewrite that page. If they ask several, check whether the tutorial covers two tasks.

Export and delivery

• The format fits the destination:

Destination	Export
Email, print, offline reading	Export PDF
Help center or wiki	PNG or WebP pages
Slides	PNG pages
Archive or scripted import	ZIP package with document.json

• PDF options are set (Pro): cover page, step numbers, page numbers, descriptions before or after the screenshot.
• The live preview is checked page by page at the selected paper size.
• File names include the task and date, such as invite-teammate-2026-10.pdf.
• Old copies in shared drives and articles are replaced.
• The owner and verified version are recorded.

Temposhot stores Documents on your Mac and has no hosted sharing, so these files are the deliverable. The export guide lists every format.

Frequently Asked Questions

How many screenshots should a tutorial have?

One per action the reader takes, plus the result screen. Most single-task tutorials have 5 to 15.

Should I include screenshots for every click?

Include clicks that change what the reader sees. Skip clicks that only focus a window or dismiss a tooltip.

When should I re-run this checklist?

After any change to the tutorial, and when a product release changes a screen it shows. See how to keep screenshot documentation up to date.

Turn your clicks into a clear step-by-step guide

Action Capture covers the capture section of this checklist in one pass. Download Temposhot and run the checklist on your next tutorial.