Everything in GembaDocs, explained

A full breakdown of every feature in the platform – what it does, how it works, and which plan it’s on.

What’s in the platform

GembaDocs includes three core products – SOPs, Kanban Cards, and Skills Matrix – plus a set of platform tools that sit around them. This page covers all of it.

It’s to help you evaluate and compare the platform: how SOPs are built, managed, tracked, shared, and controlled.

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1. Building SOPs

Feature	What it does	Plan
Standard SOP builder	Build step-by-step procedures using photos, short videos (under 60 seconds), and text. Steps are created automatically when you choose multiple images or videos at once.	All plans
Advanced SOP builder	Unlock additional step-level options, multi-image support, and large rich text descriptions. Available on all plans as a per-SOP setting.	All plans
Video SOP builder	Capture video on your mobile or on desktop through our Chrome Extension, and our AI will write your SOP for you, cut the video into steps, and allow you to redact any sensitive information.	All plans
Drag-and-drop step ordering	Reorder steps by dragging. Insert a step between any two existing steps without rebuilding the procedure.	All plans
Text-only steps	Mark individual steps as text-only where no photo or video is needed. Useful for instructions, warnings, or reference notes.	All plans
OK / Not OK image verification	Attach a reference image to a step showing what a correct outcome looks like versus an incorrect one. Operators mark each step pass or fail when following the SOP.	All plans
Critical step flag	Mark individual steps as critical. Critical steps are highlighted to operators and flagged separately in the audit log if not passed.	All plans
Planned time per step	Add an expected completion time to each step. Aggregate step times to calculate a total time for the procedure.	All plans
Process step time per part	Track time per unit or part within a step, not just per step overall. Useful for timed production tasks.	All plans
SOP Word Doc / PDF upload	Upload an existing PDF or Word Doc instead of building steps manually. GembaDocs stores and publishes it through the same QR and link system.	All plans
Bulk upload SOPs as PDFs	Upload multiple SOPs at once via a structured file. Avoids manual entry for teams migrating.	All plans
Bulk edit SOPs	Edit fields across multiple SOPs simultaneously - for example, updating ownership, sites or tags across a folder.	Premium Plus
Export all SOPs	Export your full SOP library in bulk.	Premium Plus
Cover sheet	Add a cover sheet to the PDF output of a procedure.	All plans
PDF orientation	Set each SOP to print as landscape or portrait. Configurable per SOP.	All plans
Steps per PDF page	Choose how many steps appear on each page of the printed PDF (2, 4, or 6 steps per page).	All plans
Full image display	Display images at full size across all output formats - PDF, step-by-step view, and mobile.	All plans

2. Capture methods

Feature	What it does	Plan
Mobile photo capture	Take photos directly in the GembaDocs app on the shop floor. Photos are attached to steps immediately - no file transfer required.	All plans
Mobile video capture	Record short video clips (under 60 seconds) per step using the mobile app. Video plays inline when operators follow the SOP.	All plans
Voice-to-text	Speak step descriptions out loud in the mobile and desktop apps. GembaDocs transcribes the speech and places the text in the step field.	All plans
Chrome extension (Video SOP)	Record a desktop screen process using the [Chrome extension]. GembaDocs turns the screen recording into a written step-by-step procedure automatically. For software and office-based workflows.	All plans
Choose multiple images/videos at once	For Advanced SOPs select all images and/or video for a step in one go.	All plans

3. AI tools

Feature	What it does	Plan
AI polish (Polish with AI tool)	After capturing steps by voice or text, Polish with AI reviews and rewrites the language for grammar, spelling, punctuation, and clarity. The original text is retained until you accept the suggestion.	All plans
Auto-generate thumbnail	GembaDocs automatically generates a thumbnail image for an SOP from its first step photo. Can also be set manually.	All plans
AI Integration via Public API	Connect GembaDocs to external AI tools using the Public API. Enables custom AI workflows built around your SOP data.	Limits per plan

4. Publishing and access

Feature	What it does	Plan
QR code access	Every SOP automatically generates a QR code when published. Scanning the QR code always opens the current live version. No reprinting when SOPs are updated.	All plans
Shareable PDF link	Each SOP has a direct PDF link that can be shared internally or externally. The link reflects the current published version.	All plans
Step-by-step mobile view	Operators can follow SOPs step by step on a phone or tablet, tapping through each step in sequence.	All plans
Password-protected PDF	Set an optional password on the PDF and step-by-step link for a specific SOP. Limits who can open the document from a shared or posted QR code.	All plans
PDF watermark	Add a watermark to printed PDFs. Useful for marking documents as controlled copies.	All plans
Disable view/print for view-only roles	Prevent users with view-only permissions from downloading or printing the PDF version of an SOP.	All plans
SOP PDF history	Retain a history of previous PDF versions of each SOP. Accessible for audit and compliance purposes.	Premium Plus

5. Document control

Feature	What it does	Plan
Reference number	Assign a reference number to each SOP. Reference numbers can be locked to prevent editing after first assignment.	All plans
Revision number and date	Track the revision number and date for each SOP automatically. Updated each time an approved revision is published.	All plans
Date raised	Record when the SOP was originally created.	All plans
SOP revision notes	Add notes to each revision explaining what changed. Visible in the document history.	All plans
SOP ISO document approval workflow	Require a named approver to sign off a new SOP or revision before it is published. Configurable as on or off per account.	Teams plan and above
Kanban approval workflow	Require approval before publishing new or revised Kanban cards. Configurable separately from SOP approvals.	Teams plan and above
SOP review	Schedule or trigger a formal review of an SOP. Tracks review status across the library.	All plans
Linked SOP behaviour	Define what happens when a linked SOP is updated - for example, whether references in other procedures are flagged for review.	All plans
Lock reference number	Prevent the reference number from being edited after it is first set. Maintains document control integrity.	All plans
Additional revision details	Display extended revision information on the SOP PDF and step-by-step view.	All plans

6. Organization

Feature	What it does	Plan
Folders	Group SOPs into folders. Folders are visible in both the list and grid view and can be assigned access tags.	All plans
SOP tags	Tag SOPs to restrict access to specific team members or groups. Tags can be applied per SOP or managed in bulk.	All plans
Tag groups	Organise tags into groups for more granular access control across larger teams.	Teams plan and above
Kanban tags	Apply the same tag-based access control to Kanban cards.	Teams plan and above
Filter and sort	Filter the SOP library by status, tag, folder, date, or owner. Sort by name, date modified, or reference number.	All plans
Search	Full-text search across SOP titles and content.	All plans
Grid and list view	Switch between a visual card view (with thumbnails) and a compact list view depending on how you prefer to navigate.	All plans
SOP thumbnails	Show a thumbnail image on each SOP card in the grid view, pulled from the first step photo or the auto-generated thumbnail.	All plans

7. Tracking and compliance

Feature	What it does	Plan
Track / Audit History	Full log of every time an SOP is followed. Records the user name, SOP title, revision number, operator name, start and end time, pass/fail status, passed items, failed items, comments, and duration.	All plans
SOP compliance tracking	Track whether each SOP run was completed in compliance with the procedure. Logged as ‘SOP Complied With: Yes/No’.	All plans
Pass / Fail per run	Each completed SOP run receives an overall pass or fail status based on whether critical steps were passed.	All plans
Step OK / Not OK	Operators mark each step as OK or Not OK during a procedure run. Results are captured in the audit log.	All plans
Batch serial number	Log a batch or serial number against a specific SOP run. Useful for production traceability.	All plans
Operator name	Record the name of the operator who performed the procedure, separately from the logged-in user.	All plans
Comments on completion	Operators can leave a comment at the end of a procedure run, captured in the audit log.	All plans
Duration tracking	Records the time taken to complete each SOP run from start to finish.	All plans
Audit log export	Export the full audit history to a spreadsheet for external reporting or compliance review.	All plans
Track Task	Attach a digital reminder to an SOP for recurring tasks. Prompts the assigned user when the task is due.	All plans
Date range filtering	Filter the audit log by date range - from a single day to the full account lifetime.	All plans

8. Feedback and requests

Feature	What it does	Plan
SOP feedback	Enable feedback on individual SOPs so operators can flag issues or suggest updates from the shop floor. Feedback is logged against the specific SOP.	All plans
Enable feedback on all SOPs	Turn on feedback for all existing SOPs in the account with a single setting.	All plans
SOP requests	Allow team members to request a new SOP be created. Requests are logged and can be assigned for action.	All plans

9. User management

Feature	What it does	Plan
Invite and manage users	Invite users by email and manage their access from the admin panel. Set roles and permissions per user.	All plans
User roles	Assign different permission levels to users - for example, full edit access versus view-only.	All plans
Training associates	Add training associates who can be recorded as having completed or observed an SOP, without needing a full platform account.	Skills module
Multi-Site	Manage SOPs and users across multiple sites or locations from a single account. Sites can have separate content with centralised oversight.	Multi-Site Plan Only

10. Security

Feature	What it does	Plan
Single Sign On (SSO)	Log in using your organisation’s existing identity provider. Supported via standard SSO protocols.	Multi-site Plan Only
Multi-Factor Authentication (MFA)	Enable MFA as an additional login security requirement for all account users.	Premium Plan and above
SOC 2 certified	GembaDocs is SOC 2 certified. Certification covers security, availability, and confidentiality controls. [Read more]	All plans
Change email	Users can update their account email address from within their profile settings.	All plans
Delete account	Users can delete their own account from within profile settings.	All plans

11. Language and translation

Feature	What it does	Plan
One-click translation	Translate a published SOP into another language with a single action. The translated version is published alongside the original.	Premium Plan and above
Multiple languages per SOP	A single SOP can be published in multiple languages simultaneously. Operators see the version in their set language.	Premium Plan and above
Platform language setting	Each user can set their preferred language for the GembaDocs interface.	All plans

12. PDF and branding

Feature	What it does	Plan
PDF border and header	Set a border and header colour on printed PDFs. Header and footer text colour can be set to black or white to match.	All plans
Green / Red QR PDF colours	Configure the background and text colours for the green (pass) and red (fail) QR variants of an SOP. Custom text can be added to the red card.	All plans
Hide GembaDocs logo	Remove the GembaDocs logo from printed PDFs and replace with your own branding.	Premium Plan and above
Kanban PDF paper size	Set the paper size for printed Kanban card PDFs independently of SOP PDFs.	All plans
Kanban printed flag	Mark a Kanban card as printed. Useful for tracking physical card distribution.	All plans

13. Analytics

Feature	What it does	Plan
Analytics dashboard	View usage data across your SOP library - including which SOPs are being followed, by whom, and how often.	All plans
Audit history export	Export the full audit and compliance log to a CSV for external analysis or reporting.	All plans

14. Integrations and API

Feature	What it does	Plan
Public API	Access GembaDocs data via a documented public API. Enables integration with external systems such as ERPs, MES, or custom tools.	All plans with limit
API documentation	Full API documentation is available to developers within the platform settings.	All plans
AI integration via API	Connect GembaDocs to external AI systems using the public API. Use cases include automated SOP generation or data analysis.	All plans with limit
Chrome extension	Install the GembaDocs Chrome extension to capture screen-based desktop workflows. Available from the browser extension store.	All plans

15. Kanban Cards – Module Included in Core

Feature	What it does	Plan
Standard Kanban card builder	Build digital Kanban cards on desktop or mobile. Add a part photo, supplier details, order quantity, reorder point, delivery lead time, and storage location. Cards print across four sizes.	All plans
Write-On Kanban	Variant format for teams where purchasing records order details by hand. Price and carriage print from GembaDocs. Date ordered, PO number, and delivery date are written on the card when the order goes in - no reprinting needed.	All plans
Four print sizes	Each card prints in Credit Card, A6, A5, and A4 sizes from two PDF sheets. Smaller sizes fit bins and shelves. A4 suits rack-mounted cards visible from a distance, or traveling cards that follow a part through production.	All plans
Part photo	Add a photo of the part to the card. Any operator can identify the item at a glance without needing to know the part number or supplier code.	All plans
QR code on card	Each Kanban card includes a QR code. Scanning it opens the supplier ordering page, triggers a reorder email, or pulls up the linked GembaDocs SOP for handling, making, or storing the part.	All plans
SOP link from card	Link a GembaDocs SOP directly to a Kanban card. The reorder signal and the procedure are accessed from the same QR code. A card traveling with a component through fabrication can carry the SOP for making it.	All plans
Card change history	Full log of every change made to a Kanban card - what changed, who changed it, and when. Visible in the card detail view.	All plans
Bulk edit Kanban library	Update supplier details, order quantities, or storage locations across multiple cards at once. Avoids card-by-card editing when a supplier changes or a location moves.	All plans
Kanban approval workflow	Require approval before publishing new or revised Kanban cards. Configured separately from SOP approvals. Switch on in admin settings when needed.	Teams plan and above
Kanban tags	Apply tags to Kanban cards for access control and filtering. Uses the same tag system as SOPs - one tag setup covers both.	Teams plan and above
Kanban PDF paper size	Set the paper size for printed Kanban card PDFs independently of SOP PDF settings.	All plans
Kanban printed flag	Mark a card as physically printed. Useful for tracking which cards have been laminated and placed in bins.	All plans
Kanban image search	Search the web directly inside GembaDocs and attach an image to a Kanban card, instead of downloading it elsewhere and uploading it manually.	All plans
CC/BCC on reorder emails	Add CC and BCC recipients to Kanban reorder email notifications, so a wider circulation list is kept in the loop.	All plans

16. Skills Matrix – Module Bolt-On

Feature	What it does	Plan
Matrix builder	Create a skills matrix for any department or work area. Name the matrix, add operators, pull in training items from your GembaDocs SOP library or add external items by name, set competency levels, and deploy.	Skills module
Customizable competency levels	Define your own labels for each training status level. Default labels (training required, in progress, complete, successfully validated) can be replaced with any terminology that matches your existing system.	Skills module
Competency display format	Show operator training status as circle quadrants, percentages, or numbers. Switch between formats at any time - the underlying data stays unchanged. QR code access on the shop floor reflects the selected format.	Skills module
Target coverage	Set a target competency level and minimum number of people per matrix. The gap between current coverage and target is displayed visually, showing supervisors exactly where to focus training.	Skills module
Training associates	Add operators to a matrix without giving them a full GembaDocs account. Training associates exist for training record purposes only - they appear on the matrix, receive sign-offs, and show in reports.	Skills module
Operator photos and details	Add a photo, clock number, and department tag to each training associate. Makes it easy for trainers and supervisors to identify operators on the matrix, especially on larger teams.	Skills module
Bulk CSV upload	Upload a list of training associates via CSV file. Avoids manual entry when adding large teams. Format the CSV using the provided template and upload in one action.	Skills module
SOP-linked training items	Link any published GembaDocs SOP directly to a matrix training item. When the SOP is updated, the matrix flags which operators need to re-verify their competency against the revised procedure.	Skills module
External (non-SOP) training items	Add training items that live outside GembaDocs - forklift certification, first aid, fire warden, abrasive wheel. Name the item, track competency, attach certificates, and set expiry dates. Managed in the same matrix as SOP-linked skills.	Skills module
Certificate attachment	Attach an external training certificate directly to an operator’s training record for that item. The certificate is stored against the record and accessible from the training dashboard.	Skills module
Training expiry dates	Set an expiry date for any training item. When the date passes, the cell turns red in the matrix. Expiring items appear in the training dashboard before they become a compliance issue.	Skills module
Planned training dates	Log a scheduled date for upcoming training. The planned date is visible as a reminder on the training dashboard until training is completed and signed off.	Skills module
Live signatures	Both the trainer and the operator can sign off training on screen using a tablet or phone at the point of training. Signatures are captured in the training record.	Skills module
Trainer identification	Record who delivered the training separately from who received it. The trainer’s name is logged in the individual training record for audit purposes.	Skills module
QR code matrix access	A QR code for each matrix can be posted in the work area. Scanning it opens the live matrix on any phone (auto fits) or tablet. No app login required to view. Training can also be signed off directly from the QR view on the shop floor.	Skills module
Archive operators	Archive a departed operator rather than deleting them. Training records are fully retained. The live matrix shows current staff only. Archived operators can be viewed and restored if needed.	Skills module
Training dashboard	View all matrices across the account in a single dashboard. See what is current, what training is planned, and what is expiring. Each department’s status is visible without opening individual matrices.	Skills module
Analytics	View a breakdown of training activity across the account - total activities completed, recent associates added, upcoming expiries, and planned training backlog.	Skills module
Export to Excel	Export all training records, matrix data, and analytics to Excel. Supports audit preparation, management reporting, and team reviews.	Skills module
Training items	New dedicated tab in the skills module bringing SOP-linked and external training items together in one place.	Skills module
Duplicate matrix	Duplicate an existing skills matrix, carrying over all people and training items, as a starting point for a similar matrix.	Skills module

17. On-Premise

Feature	What it does	Plan
On-Premise deployment	GembaDocs is available as an on-premise installation for organisations that require full data sovereignty or cannot use cloud-hosted software. Relevant for ITAR-controlled environments and regulated industries.	Separate product