Step 1 – Create a course

Go to the Skills module and open the Courses tab.

Create a new course and fill in:

• Course title, for example “Onboarding Demo Line 3”
• Estimated completion time
• Description

You can also customize the training level terminology to match the language your organization already uses.

Step 2 – Add training items

Add the SOPs and training items you want in the course.

For a larger course, you can organize items into sections. For a short course, a single list works fine.

Step 3 – Set the competence level and how it’s verified

Choose the competence level the trainee needs to reach – level 1, 2, 3 or 4.

Then decide how that competence is verified:

• Self-certify – the trainee confirms they’ve reviewed the training material
• Assessment – the trainee completes a test

If the training item is a native GembaDocs SOP, you can use AI to generate the assessment.

GembaDocs reads the SOP content and creates five multiple choice questions to check the training has been understood.

You stay in full control of the questions:

• Edit any question
• Delete questions you don’t need
• Add your own

Step 4 – Set your validation and retry rules

Decide how rigorous you want the process to be. You can require:

• Manager sign-off before the training record is created
• The trainee’s signature
• A photo of the trainee to confirm who completed the assessment

You also control what happens if someone fails:

• How many retries are allowed
• Whether failed attempts are recorded in their training history

Step 5 – Assign the course to your team

Once the course is built, assign it to your training associates.

You can:

• Select individual people
• Filter by a skills matrix and assign the course to everyone on it

Add a due date if needed, then select Assign.

Step 6 – Deliver the training

There are three ways to get training to your people.

Option 1 – Share the link

• Copy the course’s unique link
• Send it by email, SMS, WhatsApp, or however suits your team
• The associate opens it and completes the training on their own device

Option 2 – Print a training slip

• Print a physical slip for the associate
• The slip includes a QR code they can scan to open their training
• It also includes a unique code for kiosk access

Option 3 – Use kiosk mode

Set up a shared computer or tablet on the shop floor as a dedicated GembaDocs training kiosk.

• Find the setup instructions in the dashboard
• Copy the kiosk link
• Open it on your chosen device and pin it to the browser
• Associates enter the code from their training slip to access their assigned training

Kiosk security controls let you:

• Regenerate the kiosk address whenever you need to
• Set the screen to reset automatically after a set period of inactivity

Step 7 – Complete the training as an associate

When an associate opens their course, they see their assigned training items.

For each item, they:

• Open and review the training material
• Confirm they’ve completed it
• Complete the assessment, if one is required

They can work through the course at their own pace. Their training records update automatically as each item is completed.

Step 8 – Track progress on the Courses dashboard

The Courses dashboard gives you a quick overview of each course, including:

• How many training items have been assigned
• Progress toward completion

Open the Assignments tab to drill down by course or by individual associate. You can see at a glance:

• Who has completed their training
• What’s in progress
• What’s still outstanding

Step 9 – Review training records and assessments

Every completed training record is stored in two places:

• The associate’s training history – see everything one person has been trained on
• The training item or SOP history – see everyone who has completed training against it, and where an assessment was used

GembaDocs also keeps the assessment that validated each training record.

All completed training shows up on your skills matrices too, so your competence picture stays current without extra admin.