Step 1: Go to Users and Roles
From your GembaDocs account, navigate to Users and Roles. This is where all user management happens.
Step 2: Invite a New User
Select the option to invite a new team member and enter:
- First name
- Last name
- Email address
Once submitted, they’ll receive an invite to join your account.
Step 3: Assign Tags
If you’ve set up tags in your account, you can assign them to each user during the invite process.
Tags control what content a user can see. This is useful if you have separate content for different shifts, departments, or sites and only want users to see what’s relevant to them.
Step 4: Set Up Domain Matching (Optional)
If you want to cut down on manual invites, you can enable auto-add domain matching.
When this is turned on, anyone who signs up using your company email domain can request to join your account. You review and approve them – no need to invite each person individually.
It keeps onboarding moving without giving up control.
Step 5: Manage Existing Users
Every user in your account has a three-dot menu on their tile. From there you can:
- Update their tags
- Change their role
- Resend an invite email
- Remove them from the system
Step 6: Understand the Five Roles
GembaDocs uses five roles. Here’s what each one covers:
- Team Member – Can view, create, and edit SOPs and Kanban cards
- Admin – Can manage users, roles, tags, and system setup
- Approver – Reviews and approves SOPs within approval workflows
- View Only – Can view SOPs and content but cannot edit anything
- Training Associate – Used in the Skills module for training records only
Pick the role that matches what the person actually needs to do. Most operators will be Team Members. Supervisors managing the platform will be Admins. If you run formal SOP approval workflows, designate your Approvers separately.
