How to set up Crankwheel for remote onboarding and training sessions

If you need to get new hires or trainees up to speed but everyone's scattered across the map (or just working from home), you want a screen sharing tool that actually works, every time. This guide is for anyone who's tired of the usual video call headaches and wants a setup that gets out of the way—whether you're in HR, a team lead, or just the unlucky person tasked with onboarding.

Crankwheel is a dead-simple screen sharing tool that cuts out the fuss. If you've never used it, here's a quick link to get the lay of the land. Below, I’ll walk you through setting it up for remote onboarding and training sessions, what to watch out for, and a few tips to keep things running smoothly.

Step 1: Get Set Up with Crankwheel

First things first, you need an account.

  1. Sign Up
  2. Go to the Crankwheel website and hit “Sign Up.”

  3. You can use a Google account or email/password. If you’re just testing for yourself, the free plan is fine for most 1:1 sessions.

  4. Install the Browser Extension

  5. Crankwheel works best as a browser extension (Chrome, Edge, or Firefox).
  6. Install it; you’ll see a little icon pop up next to your address bar.

  7. No desktop app, which is a blessing and a curse—easy for you, but if you hate browser extensions, tough luck.

  8. Set Up Your Team (Optional)

  9. If you’re not a solo operator, create a team and invite your colleagues.
  10. This lets you share sessions, see each other’s activity, and standardize how you run onboarding.

Pro tip: Don’t overcomplicate it. You don’t need to roll out Crankwheel to your whole org on day one. Start with the people actually running sessions.

Step 2: Prep Your Onboarding or Training Content

You’re going to be sharing your screen, not sending a Hollywood production. Still, a little prep goes a long way.

  • Close Personal Stuff: Nobody needs to see your Slack DMs or 50 open tabs.
  • Open Only What You Need: Have your onboarding docs, slides, or demo apps ready.
  • Turn Off Notifications: Snooze Slack, Teams, or whatever pings you non-stop.

What works: Crankwheel lets you choose to share your full screen, a specific application, or a browser tab. Pick the narrowest option you can—less chance of accidental oversharing.

What doesn’t: Don’t rely on Crankwheel for high-res video or audio sharing. It’s built for clarity and speed, not for streaming video walkthroughs or fancy animations. Static content, web demos, and slides are fine.

Step 3: Schedule Your Session (or Go Instant)

Crankwheel is flexible about how you start sessions:

Option A: Instant Session

  • Click the Crankwheel icon in your browser.
  • Choose what to share (whole screen, app, or tab).
  • You’ll get a link you can send to your trainee via email, chat, or even SMS.
  • They join instantly—no downloads, no sign-up hoops.

Option B: Scheduled Session

  • Crankwheel isn’t a full meeting scheduler, but you can create a “preview session” link ahead of time.
  • Just create a session, copy the link, and send it out in your calendar invite.

Pro tip: If you’re training a group, set expectations early—let them know they’ll just need a browser, no installs, and to watch for your link at the scheduled time.

What to ignore: Don’t bother using Crankwheel’s “phone sharing” unless you really need it. Unless your trainees are on ancient devices, browser-based sharing is faster and less confusing.

Step 4: Run the Session

Here’s where the rubber meets the road.

  1. Start the Session
  2. Click the extension, pick what to share, and send the link.

  3. You can see when they’ve joined (their name pops up on your dashboard).

  4. Walk Them Through

  5. Narrate what you’re doing—there’s a built-in voice call option, but honestly, most folks stick with Zoom/Teams audio and use Crankwheel for just the screen.

  6. Use the pointer tool if you want to highlight something specific—helpful, but don’t overdo it or it starts to feel like a lecture.

  7. Hand-Off Control (or Don’t)

  8. Crankwheel lets you request remote control, but it’s a bit clunky and not as smooth as some pricier tools.

  9. For onboarding, screen sharing and talk-through is usually enough unless you need them to click around.

  10. Share Files or Links

  11. You can send links or files through the session chat sidebar.
  12. Don’t use it for anything sensitive—it’s functional, not Fort Knox.

What works: The magic is in how quickly people can join. No software, no signup, no “can you see my screen?” moments.

What doesn’t: If your team likes face-to-face video, Crankwheel isn’t a replacement—it’s not a video call tool. Pair it with your existing video call platform for best results.

Pro tip: Have a backup plan. If someone can’t join (firewall, weird browser, etc.), be ready to switch to your usual video call sharing. It’s rare, but it happens.

Step 5: Follow Up and Troubleshoot

Crankwheel sessions are mostly smooth, but here’s what to look for after the fact:

  • Session Recaps: You can get basic logs of who joined and when. Not detailed analytics, but enough to check attendance.
  • Feedback: Ask your trainees if the experience was clear. Crankwheel is lightweight, but not always as smooth as Zoom for some folks.
  • Troubleshooting Common Issues:
    • If someone can’t see your screen, double-check you’re sharing the right window.
    • If audio’s choppy, don’t blame Crankwheel—it’s probably your call platform.
    • If someone’s browser is ancient or locked down, have them try on their phone or a different browser.

Ignore: Don’t waste time on Crankwheel’s marketing integrations or lead capture tools unless you’re in sales. For onboarding, you won’t need them.

Pro Tips for Smoother Sessions

  • Keep It Short: Crankwheel is great for 15-30 minute walkthroughs. Don’t try to run a 3-hour training unless you want everyone to zone out.
  • Be Patient: If you’re onboarding less tech-savvy folks, walk them through joining step by step. It’s dead simple, but technophobia is real.
  • Test Your Setup: Do a dry run with a teammate if it’s your first time. Catch any “oops, you’re seeing my desktop background” moments before the real thing.

When Crankwheel Isn’t Enough

Crankwheel is fantastic for fast, simple screen sharing. But if you need:

  • Whiteboarding
  • Persistent chat threads
  • HD video conferencing
  • Recording sessions (without jumping through hoops)

…you’ll need to supplement with other tools. Crankwheel doesn’t do everything, and that’s fine. Use it for what it’s good at: quick, no-hassle screen sharing.

Keep It Simple, Iterate As You Go

Setting up Crankwheel for remote onboarding and training is refreshingly straightforward. Don’t overthink it: start small, get your first sessions running, and adjust based on real feedback. If it makes onboarding smoother and cuts out technical headaches, you’re on the right track. If it doesn’t fit your workflow, don’t force it—there are plenty of other options.

Remember, the best onboarding tool is the one your team actually uses. Keep it simple, listen to your trainees, and don’t be afraid to tweak your approach as you go.