What teams use GembaDocs for
GembaDocs works wherever a process needs to be followed the same way every time. Here are the most common applications – from the shop floor to the office.
Machine Setup and Startup
The startup sequence that only three people know, documented once and available to everyone.
Assembly Work Instructions
Step-by-step visual instructions for assembly tasks, with photos and short video at each stage.
Quality Checks and Inspections
Inspection procedures with OK/Not OK image verification and critical step flags.
Changeover and Format Change
Document SMED changeover steps with photos and timed sequences.
Shift Handover
A documented handover procedure means the incoming shift gets the same information every time.
LOTO and Safety Procedures
Lockout/Tagout, PPE requirements, and emergency procedures – revision-controlled, approval-gated, and automatically updated.
Planned Maintenance and Cleaning
Maintenance checklists and cleaning routines with recurring task reminders attached.
New Operator Onboarding
SOPs available at the workstation by QR code on day one. New hires follow the procedure without needing perfect memory.
Inventory Replenishment
Kanban cards built and printed in the same platform as your SOPs. When stock drops to the reorder point, the card surfaces.
Operator Skills and Competency Tracking
A live digital skills matrix linked to your GembaDocs SOPs. See who is trained, who is not, and where your coverage gaps are.
Software and Screen Process Documentation
Use the GembaDocs Chrome extension to record any screen-based process – running a report, processing an invoice, onboarding in a new system.
Holiday and Absence Cover
Document every task that only one person knows before they go on leave. Folder of SOPs accessible by QR code or link, ready for whoever is covering.
Tribal Knowledge Capture
Film the experienced operator doing the task. GembaDocs automatically generates the written procedure from the recording.
Certification and License Records
Track external certifications – forklift, first aid, abrasive wheel, fire warden – alongside SOP-linked skills in the same matrix.
Training Sign-Off at the Machine
Trainers and operators sign off directly on a phone or tablet at the point of training.
HACCP and Food Safety
Hygiene procedures, allergen controls, cleaning protocols, and HACCP documentation – version-controlled, approval-gated, and accessible on the floor without printing. Updated in seconds when something changes.
GMP and Validation Procedures
GMP-aligned documentation for pharma and medical device teams. Controlled revision history, named approvals, audit log of every procedure run, and SOC 2 certified infrastructure.
Audit Preparation
When an audit arrives, your procedures are current, your revision history is intact, and your compliance log is exportable to a spreadsheet.
Standard Work and Lean Documentation
Document standard work at the cell, takt-aligned with planned time per step. Capture improvements as they happen and publish updates immediately.
Finance and Admin Procedures
Monthly close, expense approvals, bank reconciliation, payroll processing. Documented once in GembaDocs, followed consistently.
Multi-Language Procedures
Translate any published SOP into another language with one action. Mixed-language teams each see the procedure in the language they work in.
Works on the floor. Works at a desk.
GembaDocs runs on mobile, tablet, and desktop. What you build at a computer, you can build standing at a machine. No specialist hardware, no IT project, and no long implementation.