Writing SOPs is a strong first step. But for your safety and quality critical processes, how do you know everyone is properly trained?
This month is a big one for the Skills module. Here’s what’s covered:
- Courses, a new way to create, assign, assess, and record training
- Planned training on the skills matrix
- Skills matrix permissions
- An improved SOP landing page
- Advanced SOP customization
- Better SOP search and filtering
- A more detailed track audit dashboard
- A better help tray
Tom walks you through every update in the video below.
Courses
Building a course
- Give it a title, estimated completion time, and description
- Rename the training levels to match the terms your site already uses
- Add training items, and group them into sections for larger courses
- Set the competence level you want each person to reach, from level 1 to 4
Checking understanding
- Let people self-certify after reviewing the material, or require an assessment
- If the training item is a native GembaDocs SOP, AI reads the SOP and writes five multiple choice questions for you
- You can edit those questions, delete them, or add your own
- You get the speed of AI with full control over the final assessment.
Setting the rules for completion
- Require manager sign-off before the training record is created
- Ask for the trainee’s signature
- Require a photo of the trainee to confirm who completed the assessment
- Set how many retries someone gets after a failed assessment
- Choose whether failed attempts go on their training history
You decide how rigorous each course needs to be.
Assigning and delivering training
- Assign to individuals, or filter by skills matrix to assign to everyone on it
- Set a due date for everyone on the course
- Send a unique course link by email, SMS, or WhatsApp
- Print a training slip with a QR code and a unique access code
- Set up a shared computer or tablet on the shop floor as a training kiosk
Kiosk mode is built for operators who don’t have their own device. Open the kiosk link on your chosen device, pin it to the browser, and operators use the code on their training slip to get started. You can regenerate the kiosk address whenever you need to and set the screen to reset after a period of inactivity.
Completing the training
- Associates open the course and see their assigned items
- They review the material, confirm completion, and take the assessment
- They can work through it at their own pace
- Training records update automatically as each item is finished
Tracking progress and keeping the records
- Course tiles show items assigned and progress toward completion
- The Assignments tab shows who’s done, what’s in progress, and what’s outstanding, by course or by person
- Completed training appears on the associate’s training history and against the SOP or training item
- The assessment that validated each record is kept with it
- Everything feeds through to your training matrices
So you can look at it from either direction. Pick a person and see everything they’re trained on. Pick an SOP and see who’s been trained against it.
If you tried Skills before and it wasn’t quite right for you, give it another go. Go to the Skills tab in GembaDocs and you can extend your trial there.
Other Updates this Month…
Planned training on the skills matrix
- A small P indicator marks skills where training is already planned
- At a glance, you can tell a real training gap from one that’s already being handled
Skills matrix permissions
You now have tighter control over who can change your competence records.
- Decide whether each user can update skills matrices
- Set this under Invite and Manage Users
Improved SOP landing page
The main SOP landing page is cleaner and easier to use.
- The button layout is tidier
- The SOP preview is much closer to what the finished SOP looks like
- The actions that used to run down the right-hand side now sit under View, Print, and Share
Advanced SOP customization
Advanced SOPs can now match the way your organization works.
- Rename the standard Key Points and Reasons Why headings
- Add up to four fields per advanced SOP, such as Quality Tips or Knack Points
- Find it under Advanced Document Settings, then Advanced SOP Customization
Improved SOP search and filtering
As your SOP library grows, finding the right document gets easier.
- Filter by SOP type, including advanced, tracked, checklist, and video SOPs
- If you color code your SOPs, filter by header color
Track audit dashboard
- The track audit dashboard gives you a much fuller picture.
- New tabs for history, failed audits, and missed audits
- Export all of it
We’re still building out this area. If there’s something you’d like to see here, let us know.
Improved help tray
The help tray is reorganized so you can find support and self-serve faster.
- Watch Tom’s product guide and walkthrough, worth a look even if you’ve used GembaDocs for years
- Access GembaDocs Academy, including Kanban training
- Read customer case studies
- Reach the support hub and the bugs and improvements page