Step 1: Start With Your Task Board Setup

Most teams already use task boards to manage routine work.

These typically cover:

• Daily tasks
• Weekly checks
• Monthly activities

In GembaDocs, you’re keeping that same structure. You’re just digitizing it so you can track it properly.

Step 2: Open Your SOP in GembaDocs

Go into any SOP in GembaDocs, either on web or mobile.

From here you can:

• View your red/green cards
• Print them if needed

Each card represents a task tied to an SOP.

Step 3: Choose Your QR Code Type

Each task card can include a QR code. You have two options:

• PDF QR code
  Anyone can scan and access it
  Good for open access on the shop floor
• App QR code
  Requires login
  Better when you need control and traceability

Pick based on how tightly you need to manage access.

Step 4: Enable Task Tracking (Audit Trail)

If you want to track completion, turn on the audit feature.

Go to:

• Global Settings
• Advanced Document Settings
• Quality and Compliance
• Enable SOP Tracker Audit

This creates a digital record of every task completion.

Step 5: Turn On Task Tracking in the SOP

Next, go into the SOP tied to the task.

• Open Advanced Options
• Enable Track Task

Now the system will track when that task is completed.

Step 6: Set Task Frequency and Timing

Define how often the task should happen:

• Daily
• Weekly
• Monthly

Then set:

• A due time
• Reminders and notifications

This keeps operators on schedule without chasing them.

Step 7: Allow Quick Completion

For tasks operators already know well, you can allow quick completion.

This lets them:

• Mark tasks as done fast
• Keep work moving without extra steps

Step 8: Display Key Info on the Card

You can show important details directly on the red/green card:

• Task frequency
• Due time

No need for manual labels or updates on the board.

Step 9: Complete Tasks and Capture Issues

When a task is done, operators can:

• Mark it complete
• Add comments
• Upload images if something is wrong

This ties issues directly to the task instead of losing them elsewhere.

Step 10: Review the Audit History

All activity is stored in GembaDocs.

You can go back and see:

• What was completed
• When it was done
• Any notes or issues