Frequently asked questions (FAQs)

Use your credit card and subscribe at gembadocs.com – for more help, check out this guide video

There are 4 different User roles in GembaDocs.

1. View Only – can view SOP’s & Kanbans in the app
2. Employee – can view, create & edit SOP’s & kanbans
3. 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)
4. Approvers – approve / reject SOP’s within the document approval process if that feature is turned on

The answer is VERY! All customer sensitive data is encrypted at rest and security between your browser, your mobile app and our servers is always encrypted in transit/end-to-end by Secure Sockets Layer (SSL). GembaDocs is hosted in an EU data centre and backed up hourly to multiple locations for redundancy. 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. Copies are available on request under NDA.

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 PCs, desktop devices and devices such as Surface Pros.

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.

Kanban literally means “signal” in Japanese, which is where many lean manufacturing terms come from.

The Kanban cards in GembaDocs are designed for material control to help maintain an optimal inventory level. Each card contains key information such as what it looks like (a photo), any part number, replenishment lead time, supplier details and so on. The supplier can be external or internal. The Kanban should be physically placed at the physical point where the re-order level is, along with the “Kanban pulled” card. This is to mistake proof the card being lost, or not triggered when the stock is too low. The Kanban then gets moved to trigger either an external purchase, or an internal production item. The purpose of the “Kanban pulled” card is to let anyone who now looks at that inventory location that the primary card is being pulled an dealt with.

Ordering item URL & inspection method URL can be pasted into the Kanban card entry screen to generate QR codes on the physical card, that when scanned can shortcut the user to the relevant website/supplier details/GembaDoc inspection method to save time when that activity needs to take place. It helps you put the answer where the question is, so that we don’t need to go looking or asking for what to do!

When kanbans are printed from GembaDocs, you get 2 versions. One is approximately “business card sized” and the other A6 sized, one to be used where the items are physically small, the other for large. You can choose which is appropriate. Just cut out the 2 cards, both Kanban and Kanban pulled, then laminate and place them where they need to go.

Here’s a video on how we use Kanban cards at Lumen Electronics which will provide you with a useful overview about how they are typically used in practice!