Access Global Settings

Go to your profile icon – available on both web and mobile – and select Settings.

Most options here require admin access, so make sure you’re logged in with the right permissions before you start.

Update Your Profile and Company Details

At the top of settings, you’ll find your profile and company information.

From here you can:

• Update your name and profile photo
• Set your company name and upload your logo
• Change language preferences
• Adjust notification settings

Your company logo will appear on all documents generated in GembaDocs, so get this set up early.

Manage Users and Roles

The Users and Roles section is where you invite and manage your team.

Add people, assign roles, and control who has access to what across the platform.

Passwords and Security

Under Passwords and Security, you can:

• Enable single sign-on (SSO)
• Turn on multi-factor authentication
• Restrict PDF access

These settings are important if you’re operating in a regulated environment or managing sensitive documentation.

Document Approval Workflows

This is where you enable approval workflows for SOPs and Kanban boards.

You can turn on:

• SOP approvals
• Revision notes
• Kanban approvals

This gives you control over document changes and supports formal quality management systems. GembaDocs has a separate video that walks through the full approval setup process.

Customize How Your System Behaves

This section has the most options. Key features include:

• PDF settings – default view and watermarking
• Dashboard options
• SOP tracking for task completion and audit records
• Image formatting for OK/not OK visuals on SOPs
• SOP review reminders to keep documents current
• Time and performance settings to support standard work timing

Organization and Access

Here you can:

• Enable tags to categorize SOPs
• Control access by tag
• Set up custom document approval workflows

SOP Requests and Operator Feedback

Two features worth knowing about:

• SOP Requests – operators can request new SOPs by scanning a QR code. The request goes straight into the system.
• Feedback – operators can suggest improvements directly on a live SOP. It goes straight to the person who created it.

Both of these help keep your documentation accurate without relying on someone to chase it down.

API Keys and Legal Information

At the bottom of settings, you’ll find your API keys and developer documentation, along with terms, policies, and legal information.