Frequently asked questions (FAQs)

Use your credit card and subscribe at gembadocs.com/plans check out this video https://youtu.be/JCuCtQQkCsY

There are 4 different User roles in GembaDocs.

View Only – can view SOP’s & Kanbans in the app

Employee – can view, create & edit SOP’s & kanbans

Admin – can invite / delete users, assign roles to users, create / delete tags, allocate tag access to users, define approvers, view, create & edit SOP’s & kanbans (an account can have multiple admins)

Approvers – approve / reject SOP’s within the document approval process if that feature is turned on

GembaDocs is hosted in an EU data centre and a backup is created every hour to multiple locations. We maintain backups for 30 days.

Your billing information is encrypted at all times, with all credit card information in a secure database using industry standard 256-bit encryption.

Our physical spaces are protected by keycard access.

All data endpoints are secured by tokens and our enterprise grade firewall allows only ssh, http and https requests.

Vulnerability Assessments are regularly conducted by an independent third party security vendor.

GembaDocs is able to fully comply with ISO9000 document control requirements. A document approval process can be switched on in our higher plans that prevents new or updated documents from going live until they have undergone the appropriate review processes. A change history is maintained for all documents as standard.

In fact, when it comes to making relevant documents available at points of use, GembaDocs helps you surpass the requirements, with SOP’s that can be created at the workplace and accessible via the mobile app or PC, QR code or less preferably the printed versions. Only the latest approved version is maintained in GembaDocs so there is no danger of obsolete documents falling into unintended use.

GembaDocs provides a central, secure point for identification, storage, protection, retrieval, retention and disposition, all in one easy solution. Previously created Work Instructions, SOP’s data sheets or operating manuals can be uploaded as PDF’s into GembaDocs, so that all documents can be maintained from one central location.

You can use any web browser to access the PC / Desktop version of GembaDocs. You don’t need to download the mobile app. We designed this version to make documenting computer-based processes easy and also to give users access on non-apple / android devices such as PC’s, desktop devices and devices such as Surface Pro’s.

The functionality is similar to the mobile apps but the “upload PDF” feature is only available on desktop.

For documenting “physical” processes, we strongly recommend the mobile app!

Check out the GembaDocs YouTube playlist for short “how to videos” on how to accomplish most routine tasks. https://youtube.com/playlist?list=PLiN3NzbH0xrkthdp7aNiZq8tWVnyCh_vC