How to embed custom videos and documents in Journey for client presentations

Most client presentations are forgettable—too many slides, too little personality. If you want your next pitch or onboarding to actually land, you need something custom and interactive. That’s where Journey comes in. But making your presentations feel like your own means embedding your own videos, docs, and brand assets—not just dropping in a YouTube link and calling it a day.

This guide is for anyone who wants to stop sending static decks and start creating client experiences that actually stick. I’ll walk you through how to embed your videos and documents in Journey, what’s worth your time, and what to skip. Let’s get to it.

1. Know What You Can Embed (and What You Can’t)

Before you start uploading every asset you’ve ever made, it helps to know what Journey actually supports. Journey thrives on interactive, web-friendly content. Here’s the quick breakdown:

  • Videos: You can embed videos hosted on YouTube, Vimeo, Wistia, or upload your own MP4 files.
  • Documents: PDFs work best. Google Docs, Sheets, and Slides can often be embedded as live iframes. Word docs and PowerPoints usually need to be converted to PDF first.
  • Other file types: Most image types (PNG, JPG, GIF) are fine. Spreadsheets, Keynotes, and obscure file formats? Not so much.
  • Live embeds: You can pull in stuff like Miro boards, Loom videos, and Typeforms with the right embed link.
  • Audio: Usually not supported unless wrapped in a video.

Pro tip: Don’t overcomplicate things. Stick with common formats—PDF for docs, MP4 or a trusted video host for videos.

2. Prep Your Content Before You Upload

The best way to ruin a presentation is to upload a 200MB video or a 50-page PDF and hope for the best. A little prep goes a long way:

For Videos

  • Trim them down: Aim for 1-3 minutes. Nobody wants to watch your 20-minute demo reel.
  • Compress your file: Use HandBrake or similar tools. Aim for under 100MB for uploads.
  • Choose the right host: If it’s sensitive, upload directly to Journey. If you want tracking (like on YouTube), use a public link.
  • Thumbnail matters: Custom thumbnails make your video look polished.

For Documents

  • Convert to PDF: It’s what works. Export Google Docs/Slides as PDFs for best compatibility.
  • Keep it concise: Nobody scrolls through a 40-page document in a live client call.
  • Double-check permissions: If you’re embedding a live Google Doc, make sure your client can view it without jumping through hoops.

3. Embed Videos in Journey: Step-by-Step

Here’s how to get your video in Journey, whether it’s hosted somewhere else or you’re uploading it directly.

Option 1: Embed from a Video Host (YouTube, Vimeo, etc.)

  1. Copy the share link or embed code from your video host.
  2. In your Journey workspace, add a new block and select the “Video” or “Embed” option (the name might vary).
  3. Paste the URL or embed code into the field provided.
  4. Adjust display settings—thumbnail, size, auto-play (don’t auto-play unless you want to annoy people).
  5. Preview to make sure it looks right.

Why use this?
- Faster loading, less strain on Journey’s storage. - You get host-specific features, like view tracking or closed captions.

Watch out for:
- Privacy settings—if your video is unlisted or private, your client might not be able to see it. - Distracting related videos (YouTube) after playback. Sometimes you can tweak the embed code to prevent this, but it’s never perfect.

Option 2: Upload Video Directly to Journey

  1. In Journey, add a new block and select the “Upload file” or “Video” option.
  2. Choose your MP4 file (ideally compressed, as above).
  3. Wait for it to upload. Large files can take a while.
  4. Set your thumbnail and description.
  5. Preview the playback. If it’s glitchy, your file may be too big.

When to do this?
- Sensitive content you don’t want living on YouTube or Vimeo. - Videos you want to guarantee will work, regardless of your client’s firewalls.

Downsides:
- Journey’s storage isn’t unlimited. Don’t treat it like Dropbox. - No fancy analytics like you’d get with Wistia or YouTube.

4. Embed Documents in Journey: Step-by-Step

Option 1: PDF Upload

  1. Add a new block in your Journey presentation.
  2. Choose the “Upload file” or “Document” option.
  3. Select your PDF and upload.
  4. Journey will render it as an interactive, scrollable doc.
  5. Check formatting—sometimes exported PDFs look odd. If so, re-export or tweak your source.

Why PDF?
- Universal, reliable, and doesn’t break if your client’s browser is weird.

What to ignore:
- Uploading Word docs or PowerPoints directly. They rarely display right.

Option 2: Live Google Doc/Sheet/Slide Embed

  1. Open your Google file and go to “File” > “Share” > “Get link.”
  2. Set permissions to “Anyone with the link can view.”
  3. For live embeds, go to “File” > “Publish to the web,” copy the embed code.
  4. Add an “Embed” block in Journey.
  5. Paste the iframe code and adjust sizing as needed.

Pros:
- Real-time edits show up instantly. - Great for collaborative checklists, live proposals, or Q&A docs.

Cons:
- If your client isn’t logged into Google or permissions aren’t set right, they’ll hit a wall. - Formatting can get wonky—always preview.

5. Polish the Look (and Avoid Rookie Mistakes)

  • Keep layouts simple. Don’t cram too much on one screen. One video or doc per section is usually plenty.
  • Test as your client. Open your Journey in a private browser or incognito window to see what your client sees.
  • Label everything clearly. “Demo Video” beats “Untitled.mov.”
  • Add context. A short intro sentence above your video or doc can help clients know what they’re looking at.
  • Don’t over-animate. Journey has some slick transitions—use them sparingly. Focus on clarity, not razzle-dazzle.

Pro tip:
If your file isn’t displaying, 99% of the time it’s a format, size, or permissions issue. Troubleshoot by re-exporting, compressing, or double-checking sharing links.

6. What Actually Works (and What Doesn’t)

After a lot of trial and error, here’s what I’ve seen work best for client presentations in Journey:

Works well: - Short, relevant demo videos (<3 minutes) - Case studies as 1-2 page PDFs - Live Google Sheets for shared action plans - Loom explainer videos (embedded by link)

Usually not worth it: - Massive slide decks—clients won’t scroll through 50 slides online - Direct uploads of Excel/Word files—formatting gets destroyed - Audio-only embeds—people expect video or docs, not audio

Ignore the hype: - “Interactive” widgets that don’t add real value (unless you have a very specific use case) - Overloading your Journey with every asset you have. Quality > quantity.

7. Sharing Your Journey Presentation

Once you’ve embedded your videos and docs, it’s time to share. Some quick pointers:

  • Use shareable links. Journey generates a unique URL for each presentation; send that to your client.
  • Set permissions. You can usually make it view-only or allow comments if you want feedback.
  • Update as needed. You can swap in new videos or docs anytime—your client will always see the latest.
  • Track engagement. Some plans let you see if your client actually opened and viewed your Journey. Handy, but don’t obsess over it.

Keep It Simple and Iterate

Don’t stress about making your Journey perfect the first time. Focus on a few high-quality, clearly labeled videos and docs that actually help your client. Test everything as if you’re the client, fix any hiccups, and hit send. The more you use Journey, the faster you’ll get at embedding just what you need—and skipping the rest.