Step 1: Log in as an administrator

You need administrator access to turn on SOP feedback. This setting lives in the admin area, not in individual SOPs.

Step 2: Turn on the global feedback setting

• Go to Settings
• Select SOP Request and Feedback
• Open SOP Feedback
• Switch the feature on
• Once it’s on, GembaDocs automatically adds a feedback QR code to the PDF version of every SOP. Anyone who scans the code goes straight to the feedback form.

Step 3: Enable feedback on an individual SOP

The global setting covers every SOP, but you can also switch on feedback for one SOP at a time. This adds the QR code as a dedicated final step inside the SOP itself, not just on the PDF.

To do this:

• Open the SOP in edit mode
• Go to Functional Options
• Enable Feedback QR Code as the last step
• This puts the QR code directly in front of the operator as they finish the SOP. It’s easy to miss a code printed on a PDF. It’s much harder to miss a dedicated step at the end of the process.

Step 4: What happens when someone submits feedback

When an operator scans or clicks the QR code, they land on the feedback form. Whatever they submit, whether that’s an unclear instruction, an outdated step, a tool change, or a suggested improvement, goes straight to the owner of that SOP.

The SOP owner reviews the feedback and decides whether to make a change. Nothing updates automatically. The feedback just gives you a direct line from the shop floor back to whoever is responsible for keeping that SOP accurate.

Tips and common mistakes:

• If you only turn on the global setting, operators only see the QR code on the printed or PDF version. Add it as a SOP level step for any process you want operators to flag issues on regularly.
• Feedback goes to the SOP owner, so make sure ownership is assigned correctly. Feedback sent to the wrong person won’t get reviewed.
• This is a review, not an auto-update. Someone still has to act on the feedback for the SOP to actually improve.