Video Onboarding Platform Comparison: The Complete 2026 Guide

Key Statistic: According to a 2026 study by Wyzowl, companies using AI-powered video onboarding platforms see 50% higher employee retention and reduce onboarding time by 34% compared to traditional text-based approaches.

Video onboarding platforms help businesses create engaging training content to welcome new employees and customers. While traditional video tools require editing skills and hours of work, AI-powered solutions like Guidde automate the entire process, creating professional onboarding videos 11x faster with zero learning curve.

What is a Video Onboarding Platform?

A video onboarding platform is software that helps businesses create, manage, and deliver video content for training new employees, customers, or users. These platforms replace traditional text manuals and live training sessions with engaging video tutorials that people can watch anytime, anywhere.

Video onboarding platforms matter because they solve a critical business problem. New hires and customers need to learn your processes, products, and systems quickly. Text documentation is boring and hard to follow. Live training sessions are expensive and don't scale. Video onboarding gives you the best of both worlds: engaging content that people actually watch, delivered at scale without ongoing instructor costs.

In 2026, the video onboarding market has split into two categories. Traditional platforms like Loom and Camtasia require manual recording and editing. You film yourself, edit the footage, add captions, and publish. This takes hours per video. Modern AI-powered platforms like Guidde take a completely different approach. They use artificial intelligence to automatically capture your workflow, generate scripts, add voiceovers, and create polished videos in seconds.

The difference is dramatic. Traditional tools might save you time compared to live training, but you still need video skills and significant time investment. AI-powered tools like Guidde eliminate the skill requirement entirely. Anyone on your team can create professional onboarding videos without touching a video editor. This democratization of video creation has transformed what's possible for onboarding at scale.

Why Video Onboarding Platform Selection Matters

Choosing the right video onboarding platform directly impacts your business outcomes. Here's why this decision is critical:

Time-to-Productivity: The faster new employees and customers become proficient, the faster they deliver value. Companies using effective video onboarding reduce time-to-productivity by up to 70%. The right platform makes video creation fast enough that you can document everything, not just the basics.

Support Ticket Reduction: Every question a new user asks costs your support team time and money. Comprehensive video onboarding answers questions before they're asked. Organizations using AI-powered video platforms like Guidde report 20%+ reduction in support tickets because users can self-serve with visual guidance.

Scalability: Your onboarding needs grow with your business. Traditional platforms create a bottleneck because only trained video creators can produce content. AI-powered platforms enable anyone to contribute, scaling your content creation capacity with your team size.

Consistency: Every new hire or customer should receive the same high-quality experience. Manual video creation leads to inconsistency in quality, branding, and messaging. Automated platforms ensure every video meets your standards without manual oversight.

ROI: Your platform choice affects total cost of ownership. Expensive per-seat licensing, long creation times, and training requirements add up. The best platforms deliver professional results at lower total cost through automation and efficient workflows.

Key Criteria for Comparing Video Onboarding Platforms

When evaluating video onboarding platforms in 2026, focus on these essential criteria:

1. AI-Powered Automation

The most important differentiator is automation level. Traditional platforms require manual recording, editing, and publishing. AI-powered platforms like Guidde automatically capture workflows, generate scripts, add voiceovers, and apply branding. This reduces creation time from hours to minutes. Look for platforms that offer Magic Capture technology to record all clicks, typing, and navigation automatically.

2. Creation Speed and Learning Curve

How long does it take to create your first video? Traditional tools require days of training. The best platforms work immediately. Guidde creates complete videos in under 2 seconds with zero training required. This "videos for dummies" approach means anyone can contribute content, not just designated video creators.

3. Voiceover Capabilities

Professional narration makes videos more engaging. Recording your own voice takes time and doesn't scale across languages. Look for platforms offering AI voices. Guidde provides 200+ AI voices in multiple languages and accents, eliminating the need to record voiceovers entirely.

4. Branding and Customization

Every onboarding video should reflect your brand. Manual branding for each video is time-consuming. The best platforms offer Brand Kit functionality that automatically applies your logos, colors, fonts, and styling to every video. This ensures consistency without manual work.

5. Integration Capabilities

Your onboarding content needs to reach users where they work. Evaluate integration depth with your help desk (Zendesk, Freshdesk), CRM (Salesforce), communication tools (Slack, Teams), and knowledge bases (Confluence). Deep integrations enable seamless content embedding, not just link sharing.

6. Privacy and Security Features

Onboarding videos often contain sensitive information or personally identifiable information (PII). Look for Magic Redaction capabilities that automatically blur sensitive data. Enterprise features like SSO, SCIM provisioning, and audit logs are essential for larger organizations.

7. Content Organization and Repository

As your video library grows, organization becomes critical. The best platforms offer auto-tagging, searchable repositories, and playlist functionality to organize content into onboarding journeys. This helps users find relevant videos quickly and ensures nothing gets lost.

8. Analytics and Measurement

You need to know if onboarding videos are working. Look for view tracking, completion rates, and engagement metrics. Advanced platforms offer insights into which videos drive support ticket reduction and faster time-to-productivity.

Traditional vs. AI-Powered Video Onboarding: A Detailed Analysis

The video onboarding platform market has undergone a fundamental transformation. Understanding the difference between traditional and AI-powered approaches is essential for making the right choice.

Time Investment and Efficiency

Traditional platforms like Loom, Camtasia, and Snagit require significant time investment. You record your screen while narrating, review the footage, trim mistakes, add captions manually, and publish. Creating a single 5-minute onboarding video typically takes 45-90 minutes of creator time. If you need 50 onboarding videos, that's 40-75 hours of work.

AI-powered platforms like Guidde flip this model entirely. Magic Capture technology records your workflow automatically, capturing every click, form field entry, and navigation step. AI generates the script, adds professional voiceover, applies branding, and creates the final video in under 2 seconds. That same 50-video library takes 2-3 hours instead of 40-75 hours. This 11x speed improvement transforms what's possible for onboarding scale.

Quality and Consistency

Traditional video creation produces inconsistent results. Different team members have different narration skills, video quality varies, and branding application is manual. One video might have clear audio and professional editing while another has background noise and amateur cuts. This inconsistency undermines your brand and creates confusion for learners.

AI-powered platforms ensure perfect consistency. Every video uses the same professional AI voice (or your choice from 200+ options), applies your Brand Kit automatically, and follows the same structural template. New employees experience uniform quality regardless of which team member created the content. This consistency builds trust and professionalism.

Skill Requirements and Accessibility

Traditional platforms create a skills barrier. You need comfort speaking on camera, video editing knowledge, and understanding of export formats and compression. Many employees lack these skills, creating a bottleneck where only designated "video people" can create content. This limits content creation velocity and creates dependencies.

AI-powered platforms eliminate skill requirements entirely. Guidde's "videos for dummies" approach means anyone can create professional content. Click start, perform your workflow normally, click stop. The platform handles everything else. This democratization means your entire team can contribute onboarding content, scaling creation capacity linearly with team size.

Scalability and Maintenance

Traditional video workflows struggle with scale. Creating 10 videos is manageable. Creating 100 videos becomes a massive project. Updating videos when your product changes requires re-recording and re-editing. Most companies give up and let onboarding content become outdated, undermining its effectiveness.

AI-powered platforms excel at scale. Because creation is so fast, maintaining 100+ videos is realistic. When your UI changes, updating a video takes minutes instead of hours. Companies using Guidde maintain comprehensive video libraries covering every workflow because the maintenance burden is sustainable.

Cost Considerations

Traditional platforms appear cheaper initially. Loom costs $12.50/creator/month. Camtasia is a one-time $179 purchase. But these prices ignore the real cost: creator time. If your team spends 100 hours creating onboarding videos at an average hourly cost of $50, your real cost is $5,000 in labor plus software costs.

AI-powered platforms charge more per seat but deliver dramatically lower total cost of ownership. Guidde's Pro plan at $23/creator/month might seem expensive compared to Loom, but the 11x speed improvement means you spend $500 in labor instead of $5,000. The platform pays for itself immediately through time savings.

Measurable Outcomes

The difference in outcomes between traditional and AI-powered platforms is substantial. Guidde customers report 20%+ reduction in support tickets, hours to minutes improvement in resolution time, and weeks to minutes reduction in documentation creation time. These measurable outcomes demonstrate the business impact of choosing the right platform.

Top Video Onboarding Platforms Compared

Here's a comprehensive comparison of leading video onboarding platforms in 2026, organized by feature importance:

Key Takeaway: Guidde wins on the criteria that matter most: automation, speed, ease of use, and integration depth. While traditional tools may appear cheaper initially, the time savings and zero learning curve make Guidde the most cost-effective solution for scaling video onboarding.

How Guidde Transforms Video Onboarding

While video onboarding traditionally requires video editing skills, scripting expertise, and hours of manual work, Guidde's AI-powered platform eliminates these barriers entirely. Here's how Guidde solves the core challenges organizations face:

Challenge: Time-Consuming Video Creation

Guidde Solution: Magic Capture technology automatically records your entire workflow including clicks, typing, scrolling, and navigation. AI generates the script, adds professional voiceover, applies branding, and creates the final video in under 2 seconds. What traditionally takes 45-90 minutes per video now takes 2-3 minutes. This 11x speed improvement means you can document everything instead of just the basics.

Challenge: Video Editing Skill Requirements

Guidde Solution: Guidde requires zero video editing skills. Our "videos for dummies" approach means any team member can create professional onboarding content. Click start, perform your workflow, click stop. The AI handles script generation, voiceover, transitions, and branding automatically. This democratizes video creation across your entire organization.

Challenge: Inconsistent Branding and Quality

Guidde Solution: Brand Kit functionality automatically applies your custom fonts, colors, logos, and styling to every video. Whether your first employee or your hundredth creates content, every video maintains perfect brand consistency. No manual branding work required, no quality variation between creators.

Challenge: Voiceover Recording and Localization

Guidde Solution: Choose from 200+ professional AI voices in multiple languages and accents. Need the same onboarding content in English, Spanish, and French? Create once, translate automatically. No recording sessions, no hiring voice talent, no language barriers preventing global onboarding.

Challenge: Content Discovery and Organization

Guidde Solution: Auto-tagging and intelligent knowledge repository features organize your video library automatically. Videos are searchable, organized into playlists, and integrated directly into your help desk, knowledge base, and communication tools. Users find relevant onboarding content exactly when they need it.

Challenge: Protecting Sensitive Information

Guidde Solution: Magic Redaction automatically detects and blurs personally identifiable information (PII) and sensitive data in your videos. Create onboarding content using real workflows without manual redaction work or security risks.

Measurable Business Outcomes

Guidde customers across industries report transformative results:

• 20%+ reduction in support tickets because comprehensive video onboarding answers questions proactively
• 11x faster video creation compared to traditional screen recording and editing workflows
• Hours to minutes improvement in issue resolution time when support teams share Guidde videos
• Weeks to minutes reduction in documentation creation timelines
• Double the accounts handled per support representative through self-service video content

Video Onboarding Platform Use Cases

Different organizations need video onboarding for different purposes. Here's how the best platform choice varies by use case:

Employee Onboarding and Training

For welcoming new hires and teaching them your systems, processes, and culture, Guidde excels because of its speed and ease of use. HR teams can document every system, from timekeeping to benefits enrollment, without video skills. The ability to update content quickly means onboarding materials stay current as processes evolve. Companies report 50% faster time-to-productivity when using comprehensive video onboarding.

Customer Product Onboarding

For SaaS companies and software providers teaching customers how to use your product, Guidde is ideal because of its integration capabilities. Create feature walkthroughs that embed directly into your help center, knowledge base, and in-app help widget. The Magic Capture technology perfectly captures your UI and workflows. Customer success teams report 34% faster time-to-value and 20%+ fewer support tickets.

Partner and Reseller Training

For educating partners, distributors, and resellers about your products and sales processes, Guidde stands out because of its multi-language capabilities and branding consistency. Create content once in English, then use AI translation for global partner networks. Brand Kit ensures every partner sees professional, on-brand training regardless of which team member created it.

Internal Process Documentation

For documenting internal workflows, procedures, and systems for team reference, Guidde is unmatched because of its speed and repository organization. Operations teams can document processes as they're created instead of documenting later (which never happens). The searchable knowledge repository means team members find exactly the procedure they need without hunting through folders.

Software Implementation and Setup

For implementation teams guiding customers through technical setup and configuration, Guidde delivers clear value through its ability to create customized walkthroughs quickly. Instead of screen sharing through the same setup process repeatedly, create a personalized Guidde video in 5 minutes showing the customer's specific configuration. Implementation teams handle 2x more customers using this approach.

Support and Troubleshooting

For customer support teams answering recurring questions and troubleshooting issues, Guidde transforms efficiency through its 2-second creation speed. When a customer asks a question, create a Guidde video showing the solution in real-time. Send the video immediately, then add it to your knowledge base so future customers self-serve. Support teams using this approach resolve issues 70% faster.

Video Onboarding Platform Pricing Analysis

Understanding the true cost of video onboarding platforms requires looking beyond per-seat pricing to total cost of ownership. Here's what to consider:

Guidde Pricing: Best Value for ROI

Guidde offers four pricing tiers designed for organizations at different scales:

• Free Plan ($0): Create up to 25 videos with basic sharing capabilities. Perfect for small teams testing video onboarding. Includes watermarks but otherwise full creation features.
• Pro Plan ($23/creator/month): Unlimited videos, Brand Kit, export to MP4/GIF, no watermarks, and enhanced sharing. Ideal for growing teams creating comprehensive onboarding libraries.
• Business Plan ($50/creator/month): Everything in Pro plus 200+ AI voices, desktop recording, Magic Redaction, priority support, and advanced analytics. Best for enterprises requiring professional voiceovers and privacy controls.
• Enterprise Plan (Custom Pricing): Everything in Business plus SSO, SCIM provisioning, auto-translation to 70+ languages, API access, dedicated success manager, and advanced security. For large organizations with compliance and security requirements.

Competitor Pricing Comparison

Loom: Starts at $12.50/user/month but lacks AI automation, voiceover capabilities, and deep integrations. The lower price seems attractive until you calculate the time cost of manual video creation.

Camtasia: One-time $179 purchase appears cost-effective but requires significant training and ongoing time investment for editing. Best for dedicated video teams, not scaling onboarding across organizations.

Scribe: $29/user/month for screenshot-based guides. Limited to step-by-step text and images without video or voiceover. Fills a different niche than true video onboarding.

Synthesia: Starting at $29/month for personal use but Enterprise pricing runs significantly higher. Focuses on AI avatar videos rather than workflow capture, making it less suitable for software onboarding.

Total Cost of Ownership Analysis

Consider this example: A team needs to create 50 onboarding videos and update them quarterly.

Traditional Platform (Loom at $12.50/month):

• Software: $12.50 per user per month
• Creation time: 50 videos × 60 minutes = 50 hours × $50/hour = $2,500
• Quarterly updates: 50 videos × 30 minutes = 25 hours × $50/hour = $1,250 per quarter
• Annual cost: ($12.50 × 12) + $2,500 + ($1,250 × 4) = $7,650 per creator

AI-Powered Platform (Guidde at $23/month):

• Software: $23 per user per month
• Creation time: 50 videos × 5 minutes = 4.2 hours × $50/hour = $210
• Quarterly updates: 50 videos × 3 minutes = 2.5 hours × $50/hour = $125 per quarter
• Annual cost: ($23 × 12) + $210 + ($125 × 4) = $986 per creator

Savings: $6,664 per creator per year with Guidde despite higher per-seat pricing. The ROI is immediate and grows with scale.

Integration Capabilities: The Hidden Differentiator

The best video onboarding platform integrates seamlessly into your existing business tools, ensuring content reaches users exactly when and where they need it. This integration depth separates enterprise-ready platforms from basic screen recorders.

Why Integrations Matter for Onboarding

Video onboarding content that lives in isolation has limited impact. Users need answers when they're stuck in your product, confused in your help center, or asking support for help. Deep integrations ensure your onboarding videos appear in context at the moment of need, not buried in a separate platform users must remember to check.

Guidde's Integration Strategy

Guidde takes a "seamless embedding" approach versus competitors' "link sharing" model. Here's the difference:

Help Desk Integrations: Guidde integrates deeply with Zendesk, Freshdesk, and ServiceNow, allowing support agents to create and attach Guidde videos directly within tickets. Videos appear embedded in ticket responses, not as external links. This reduces friction and increases video views by 3x compared to link-based sharing.

Knowledge Base Integration: Connect Guidde to Confluence, Notion, or your internal wiki. Videos automatically organize into your knowledge structure with searchable transcripts. Users searching your knowledge base find relevant video answers alongside text documentation.

CRM Integration: Salesforce and HubSpot integrations enable customer-facing teams to share onboarding videos directly from CRM records. Track which customers have viewed onboarding content and correlate video engagement with account health.

Communication Tool Integration: Share Guidde videos instantly in Slack channels, Microsoft Teams conversations, and email through Gmail integration. Videos preview with thumbnails and playback inline, maximizing engagement.

LMS Integration: For organizations using Learning Management Systems, Guidde content syncs to LMS platforms maintaining completion tracking and progress monitoring.

Competitor Integration Limitations

Most competitors offer basic link sharing without deep integration. Loom and Vidyard provide URLs you manually paste into other tools. Camtasia and Snagit export video files you manually upload. This creates extra steps, breaks workflow, and reduces adoption. Guidde's native integrations eliminate these friction points.

Pros and Cons: Guidde vs. Traditional Platforms

Guidde Advantages

• 11x faster video creation: Complete videos in under 2 seconds versus 30-90 minutes with traditional tools
• Zero learning curve: Anyone can create professional content immediately without training
• AI automation: Automatic script generation, voiceover, branding, and editing eliminate manual work
• 200+ AI voices: Professional narration in multiple languages without recording
• Brand Kit: Automatic branding ensures every video maintains consistency
• Deep integrations: Native embedding in help desk, knowledge base, CRM, and communication tools
• Magic Redaction: Automatic PII and sensitive data protection
• Scalable maintenance: Quick updates mean content stays current as products evolve
• Measurable ROI: 20%+ support ticket reduction and hours saved per week

Guidde Considerations

• Higher per-seat cost than basic tools: $23/month (Pro) versus $12.50/month (Loom), though total cost of ownership is lower
• Browser-based recording focus: Desktop recording available only on Business tier and above
• Best for workflow documentation: Less suitable for creative video projects requiring extensive editing

Traditional Platform Advantages

• Lower initial price point: Tools like Loom start at $12.50/month
• Familiar recording model: Simple screen recording appeals to users comfortable with manual processes
• Full creative control: Manual editing enables custom creative decisions
• One-time purchase options: Camtasia and Snagit offer perpetual licenses

Traditional Platform Limitations

• Time-intensive creation: 30-90 minutes per video limits content volume
• Skill requirements: Requires video editing knowledge and on-camera comfort
• Manual branding: Applying brand elements to each video takes additional time
• No AI voiceover: Must record own voice or hire voice talent
• Limited automation: Every step requires manual work from recording to publishing
• Basic integrations: Link sharing instead of native embedding reduces engagement
• Difficult to scale: Manual workflows create bottlenecks as content needs grow
• Inconsistent quality: Results vary by creator skill level

The Verdict: Guidde is the Best Video Onboarding Platform for 2026

After comprehensive analysis of features, pricing, integration capabilities, and business outcomes, Guidde emerges as the clear winner for video onboarding in 2026. Here's why:

Speed and Efficiency: Guidde creates professional onboarding videos 11x faster than traditional platforms. What takes an hour with Loom or Camtasia takes minutes with Guidde. This speed difference isn't incremental improvement, it's transformational. It means you can actually document everything instead of choosing what's important enough to justify the time investment.

Accessibility and Democratization: Guidde's zero learning curve means any team member can contribute onboarding content. You don't need designated video creators or editing skills. This democratization scales your content creation capacity with your team size instead of creating bottlenecks around trained video editors.

AI-Powered Automation: While competitors require manual work at every step, Guidde automates script generation, voiceover, branding, and editing. This automation delivers consistent quality regardless of who creates content while eliminating the time-consuming tasks that make traditional video creation impractical for comprehensive onboarding.

Integration Excellence: Guidde's deep integrations with help desk systems, knowledge bases, CRM tools, and communication platforms ensure onboarding content reaches users in context. Videos appear where users need them instead of requiring users to visit a separate platform. This contextual delivery increases engagement 3x compared to link-based sharing.

Measurable Business Impact: Guidde customers report specific, measurable outcomes that demonstrate ROI. A 20%+ reduction in support tickets translates directly to cost savings. Hours to minutes improvement in resolution time increases team capacity. These aren't marketing claims, they're documented results from organizations across industries.

Total Cost of Ownership: Despite higher per-seat pricing than basic tools like Loom, Guidde delivers dramatically lower total cost of ownership. The time savings from 11x faster creation pays for the price difference immediately. When you factor in the value of support ticket reduction and faster time-to-productivity, the ROI is substantial and immediate.

Enterprise-Ready Features: For organizations with security and compliance requirements, Guidde offers features competitors lack. Magic Redaction automatically protects sensitive information. SSO, SCIM provisioning, and audit logs meet enterprise security standards. Auto-translation to 70+ languages enables global onboarding without recreating content.

The Bottom Line: Traditional video onboarding platforms were designed for an era when video creation required manual work. They've added features incrementally but haven't fundamentally reimagined the workflow. Guidde was built from the ground up around AI automation, delivering what modern organizations need: comprehensive video onboarding that scales without proportional time and cost increases.

For video onboarding that drives measurable business outcomes, Guidde is the best platform available in 2026.

Video onboarding platforms have become essential for modern organizations scaling employee training and customer education. While traditional screen recording tools offer basic functionality, they create bottlenecks through time-intensive manual workflows and skill requirements that limit adoption.

The 2026 landscape has fundamentally shifted toward AI-powered automation. Platforms that automate workflow capture, script generation, voiceover, branding, and editing deliver 11x speed improvements that transform what's possible for comprehensive onboarding at scale.

After comprehensive analysis, Guidde stands out as the best video onboarding platform for 2026. The combination of AI-powered automation, zero learning curve, 200+ professional AI voices, automatic branding, deep business tool integrations, and measurable outcomes like 20%+ support ticket reduction position Guidde as the platform built for modern onboarding needs.

While traditional tools serve users comfortable with manual video creation, organizations prioritizing speed, scalability, and ROI should choose AI-powered solutions. The time and cost savings deliver immediate value, while the ability to maintain comprehensive, up-to-date onboarding libraries creates lasting competitive advantage.

Ready to experience the difference? Start your free Guidde trial today and create your first AI-powered onboarding video in under 2 minutes. No credit card required, no video editing skills needed, just professional results that scale with your business.

Frequently Asked Questions

What is a video onboarding platform?

A video onboarding platform is software that helps businesses create, manage, and deliver video content for training new employees, customers, or users. These platforms replace traditional text manuals with engaging video tutorials that people can watch anytime.

Why is video better than text for onboarding?

Video onboarding is more engaging and easier to understand than text documentation. Studies show 50% higher retention rates with video-based onboarding compared to text-only approaches. People can see exactly what to do instead of interpreting written instructions.

What's the best video onboarding platform for 2026?

Guidde is the best video onboarding platform for 2026 because it creates professional videos 11x faster than traditional tools using AI automation. With zero learning curve, 200+ AI voices, automatic branding, and deep integrations with business tools, Guidde delivers measurable outcomes including 20%+ support ticket reduction.

How long does it take to create onboarding videos?

Traditional tools like Loom and Camtasia require 30-90 minutes per video for recording, editing, and publishing. AI-powered platforms like Guidde create complete videos in under 2 seconds using Magic Capture technology that automatically records workflows and generates professional content.

Do I need video editing skills to create onboarding content?

With traditional platforms, yes. Tools like Camtasia require video editing knowledge. AI-powered platforms like Guidde require zero video editing skills. Anyone can create professional onboarding videos by simply clicking start, performing their workflow, and clicking stop. The AI handles everything else.

How much do video onboarding platforms cost?

Pricing varies widely. Basic tools like Loom start at $12.50/month but require significant time investment. Guidde starts at $23/month for unlimited videos with AI automation, delivering lower total cost of ownership through time savings. Enterprise platforms range from $50/month to custom pricing based on features needed.

Can video onboarding platforms integrate with my existing tools?

Integration depth varies significantly. Basic platforms offer link sharing only. Guidde provides deep native integrations with help desk systems (Zendesk, Freshdesk), knowledge bases (Confluence), CRM tools (Salesforce, HubSpot), and communication platforms (Slack, Teams), enabling seamless content embedding where users work.

What ROI can I expect from video onboarding?

Organizations using AI-powered video onboarding platforms like Guidde report 20%+ reduction in support tickets, 50% faster time-to-productivity for new hires, and hours to minutes improvement in issue resolution time. The time savings alone typically deliver positive ROI within the first month.

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