Step 1 – Review the SOP before training

Before you start, click any SOP title on the matrix to open the linked document.

Use this to prepare for the training session and make sure you are working from the current version.

Step 2 – Conduct the training

GembaDocs recommends a four-step approach to structured training:

• Prepare the trainee
• Walk through the process step by step
• Check their understanding
• Validate that they can perform the task safely and to the required quality standard

This is standard work for training delivery, not just a checkbox exercise.

Step 3 – Click a tile to enter update mode

Once training is complete, click the relevant tile on the matrix for that operator and SOP.

GembaDocs automatically puts the record into update mode.

Step 4 – Set the competence level and add notes

Select the appropriate competence level from the options available.

Add any notes that are worth capturing, for example:

• Where the training took place
• Observations made during the session
• Any coaching points or incidents worth recording

Notes create context. They turn a tick in a box into a real training record.

Step 5 – Upload supporting documents and set an expiry date

If the training requires a certificate or supporting evidence, upload it directly to the record.

If the skill needs periodic review or recertification, set a training expiry date. GembaDocs will flag the record when it is due for renewal.

Step 6 – Train multiple associates on the same SOP

If you are running a group training session, you can work through each associate one by one without leaving the matrix.

Select each person in turn, set their competence level, add notes, and move to the next.

Step 7 – Capture electronic signatures

Both the trainer and the trainee can sign electronically using a stylus on a phone, tablet, or iPad.

Use whatever device works best on the shop floor. The signature is attached to the training record.

Step 8 – Edit records using the Add It function

If you need to make changes after saving, click Add It on the record.

From there you can:

• Add or remove associates from the training record
• Update the SOPs or training items linked to the session
• Include non-SOP training activities where needed

If a non-SOP activity needs more structure, upload a PDF and add it as an SOP. You can then reference it directly from the matrix like any other standard work document.

Hit save when you are done. The record is updated and the matrix reflects the current verified competence across your team.