Work instructions that are simple to create, deploy, and update

GembaDocs makes work instructions simple to create at the point of work, access in seconds from any device, and update without reprinting a thing.

Trust by over 1000 organizations, worldwide

Create

Create work instructions where the work happens.

Photo + caption.

Done.

Take a photo, speak the caption out loud and voice to text transcribes it instantly with AI Polish to clean it up.

Film the task.

GembaDocs writes it.

Record the task on your phone. GembaDocs automatically cuts it into steps and generates a written description for each one.

Already have a document? Bring it in.

Existing PDFs upload directly and publish through the same QR and link system as everything else.

Built for everyone on the team. Not just the people comfortable with a keyboard.

Voice to Text

Operators speak the step description – GembaDocs transcribes it on the spot. No desk or specialist device required.

One-Click Translation

Publish in one language, translate in one action. Mixed-language teams each see the instruction in their own language – and edit for language nuances.

AI Polish

One tap cleans up grammar, spelling, and clarity after voice capture or rough notes. The operator who’s never written a procedure before produces the same clear output as anyone else.

Deploy

One work instruction. Every way to access it.

QR code at the workstation.

Fix it to the machine, the bench, or the wall beside the task. The operator scans it and the current version opens on their phone step by step.

Live in the GembaDocs app

Every published work instruction is accessible inside the app on [App Store] and [Play Store]. Operators can browse by tags, folders or search by name.

Printable PDF

A formatted PDF is generated automatically, easily printable for teams that prefer a physical copy – formatted and ready, no manual layout required.

Direct link

Every work instruction has a shareable URL. Paste it into a message, an email, a training document, or a task card. Anyone with the link can open the current version in a browser.

Update

Update one step. It goes live everywhere.

No reprinting.
No new QR codes.
No re-uploading a PDF.

Edit on mobile or desktop.

Add a step, change a photo, update a measurement, reorder a sequence. Full editing available in the mobile app and in the browser. The person on the floor who spotted the error can fix it in the same app they use to follow the instruction.

Pending state before it goes live.

Changes don’t publish immediately. A revised work instruction sits in a pending state until it’s approved. The current version stays live until the new one is signed off – no gap in coverage, no half-finished instruction reaching the floor.

And maintain

Compliance and revision history.

Tag-based approval routing.

Set up approvals through settings – by admin or by tag. Tag an approver as “Fabrication” and only fabrication work instructions are routed to them for sign-off. Approvers see what’s relevant to their area, not every pending change across the whole platform.

Admin approval for full control.

Alternatively, route all approvals through a single admin. Every change goes through one sign-off point before it goes live – straightforward control for smaller teams or tightly regulated environments.

Approval workflows built for real operations.

+ ISO-compliant document control is available on qualifying.

Full revision history on every instruction.

Every change is logged with the date, the user, and what was changed. Roll back to a previous version if needed. The audit trail shows exactly what the instruction said at any point in time – not just the current version.

PDF history trail.

Every approved version is stored as a PDF record. For audits and compliance reviews, you can produce the exact version that was live at any given date. The paper trail is automatic – not something you have to build separately.

Teams use us for

Detailed Work Instructions and Processes

Machine Startup and Shutdown Sequences

Quality Inspection and Pass/Fail Criteria

Safety, LOTO, and Compliance Procedures

Equipment Setup and Changeover

New Operator and New Starter Onboarding

If any of this sounds familiar, GembaDocs was built for you.

You want to standardise your processes but you didn’t think you had the resources.

All the burden for creating work instructions for the entire shopfloor is falling on you.

Your work instructions are in Word documents - updating one step means reformatting the whole thing and reprinting
The instruction fixed to the machine is months old and nobody's sure if it's still the current version
Operators follow what they were shown on their first day, not the latest revision
Writing a new work instruction takes a day of formatting at a desk before it gets anywhere near the floor
Your auditor found a discrepancy between your documented procedure and what's actually happening

When a Simple SOP Isn’t Enough: Using TWI for Critical Processes