How to Create, Assign and Track Training Courses in GembaDocs

Courses let you take training from creation to a verified competence record, all inside GembaDocs. You build a course, assign it to your team members, test their understanding, and the training records update by themselves.

Onboarding is a good first course to build. If you manage it on paper or in a spreadsheet today, you can move it into GembaDocs in a few minutes.

Where to find Courses

• Open the Skills module.
• Select the Courses tab.

Create a course

1. Give your course a title, an estimated completion time, and a description. For example, “Onboarding - Line 3.”
2. Customize the training level terms if your company uses its own wording.
3. Add your training items. For a larger course, group them into sections.
4. Choose the competence level each trainee should reach: level 1, 2, 3, or 4.
5. Decide how to verify competence:
   • Self-certify - the trainee confirms they reviewed the material.
   • Assessment - the trainee completes a short test.

Use AI to create assessments

If a training item is a GembaDocs SOP, AI can write the assessment for you.

• GembaDocs reads the SOP and creates five multiple choice questions.
• You can edit, delete, or add your own questions.
• You get the speed of AI and full control over the final test.

Set completion and sign-off rules

You decide how strict each course should be. You can require:

• Manager sign-off before the training record is created

The trainee’s signature

• A photo of the trainee to confirm who completed the assessment

If an employee fails, you can set:

• How many retries they get
• Whether failed attempts show in their training history

Assign a course to your team

1. Pick individual colleagues, or filter by a skills matrix to select everyone on it.
2. Add a due date if needed.
3. Click Assign.

Get the training to your team

You have three ways to deliver a course:

• Share a link - Copy the unique link and send it by email, SMS, or WhatsApp. Your co-worker opens it on their own phone or computer.
• Print a training slip - Each slip has a QR code to scan and a unique access code.
• Kiosk mode - Turn a shared computer or tablet into a training station. Copy the kiosk link from the dashboard, open it on the device, and pin it to the browser. Staff enter the code from their training slip to start.

Kiosk security options:

• Regenerate the kiosk address at any time.
• Set the screen to reset after a period of inactivity.

What your trainee sees

• They open the course and see their list of training items.
• They view the material, confirm they completed it, and take the assessment.
• They can work through items at their own pace.
• Their training record updates as each item is finished.

Track progress

• Course tiles on the Courses dashboard show how many items you assigned and the progress toward completion.
• The Assignments tab shows progress by course and by person, so you can see what is complete, in progress, and outstanding.

View training records

Every completed course creates a full record you can view two ways:

• By person - see everything a staff member has been trained on in their training history.
• By SOP or training item - see everyone who has completed training on it.

GembaDocs also stores the assessment used to validate each record. All records show on your skills matrices too.

Note: Product visuals may vary slightly as we continue to improve and update the platform