How do you demo a workflow involving two different users?

Label the perspective on every step, not just where it changes -- a caption beginning "Dispatcher:" or "Driver:" is enough. Give the handoff its own step showing the sent or pending state, and keep the same record ID visible on both sides so it reads as one workflow.

Should a multi-user demo show every role?

No. Show one pass through the workflow -- submit, approve, done -- and let a caption say the rest works the same way. A demo covering three participants and two round trips is accurate and unwatchable.

Is it better to make separate demos for each role?

When the roles are genuinely different buyers -- a manager evaluating and a field worker who will be told to use it -- yes. One demo asking each audience to sit through the other half converts worse than two focused ones.

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How to Demo a Workflow With More Than One Person In It

August 22, 2026

A great deal of B2B software exists because work passes between people — a request is submitted and approved, a draft is written and reviewed, a job is dispatched and accepted.

Demoing that is harder than demoing a single-user tool for one reason: the viewer needs to know, at every step, whose screen they are looking at. Lose that and the whole sequence becomes noise.

Label the perspective on every step

Not just the steps where it changes — every step. A viewer who joins the sequence mid-scroll, or who looks away and back, has no way to recover the context otherwise.

The cheapest version is a caption that starts with the role: "Dispatcher: assigns the load." "Driver: accepts it on their phone." Four words of prefix and the confusion disappears.

Make the handoff itself a step

Do not cut straight from one screen to the other. That reads as a glitch rather than a transition.
Give the handoff its own step showing the moment it leaves — the sent state, the pending badge, the notification.
Change something visible at the switch, so the eye registers it: a different device frame, a different account name in the corner.
Keep the object constant. The same invoice number or job ID on both sides is what proves it is one workflow rather than two demos stapled together.

Pick one direction and stay in it

A workflow with three participants and two round trips is accurate and unwatchable. Show one pass through — submit, approve, done — and let the caption say the rest happens the same way.

The instinct to demonstrate every branch is the same instinct that makes demos too long everywhere else. Completeness is not the goal; the viewer deciding your product handles their workflow is.

Two demos is sometimes the better answer

If your two roles are genuinely different buyers — a manager evaluating and a field worker who will be told to use it — one demo serves neither well.

Recording the same workflow twice, once from each side, gives you something to send to each audience. It is more work up front and it converts better than a single demo asking both to sit through the other half.

Frequently asked questions

How do you demo a workflow involving two different users?: Label the perspective on every step, not just where it changes -- a caption beginning "Dispatcher:" or "Driver:" is enough. Give the handoff its own step showing the sent or pending state, and keep the same record ID visible on both sides so it reads as one workflow.
Should a multi-user demo show every role?: No. Show one pass through the workflow -- submit, approve, done -- and let a caption say the rest works the same way. A demo covering three participants and two round trips is accurate and unwatchable.
Is it better to make separate demos for each role?: When the roles are genuinely different buyers -- a manager evaluating and a field worker who will be told to use it -- yes. One demo asking each audience to sit through the other half converts worse than two focused ones.

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