SOP Hub App Overview

SOP Hub

1. What it is

SOP Hub lets you author step-by-step procedures, assign them to the right employees, and track who has completed each one. When steps change, everyone who already finished the procedure is automatically flagged to re-complete it. Completions can be set to need sign-off by a SOP Hub admin, and QR codes let frontline workers scan a label at a workstation to open the right procedure on their phone.

• Enablement: SOP Hub requires a license. An admin enables it from Admin → Apps → All Apps; it is off by default.
• What it is not: SOP Hub is not a training course builder. If you need quizzes, modules, or certification tracks, use Training Connect. The two apps integrate — you can require a training course before an employee is allowed to start a procedure.

2. Standing it up

1. Go to Admin → Apps → All Apps → SOP Hub and enable the app for your business.
2. Go to SOP Hub → Settings to review the defaults. The most important one is Default Re-completion Period (365 days) — this becomes the re-completion interval for every new SOP unless you override it per SOP. Set Require Supervisor Verification by Default if your procedures need sign-off.
3. Go to SOP Hub → Manage → New SOP. Give it a title, choose a type (Safety, Operations, Maintenance, etc.), and add at least one step. Each step has its own title, instructions, and optional time estimate. The page leads with Upload an SOP you already have, for a PDF or Word document. You can also open Or describe it and let AI draft it and describe the procedure in plain language.
4. Set the audience. By default Applies to all employees is off. Toggle it on, or choose specific departments, locations, or groups under Target Audience. Under Who else can find it, keep the SOP to Only the people it applies to, the choice for a new SOP, or open it to Everyone, labelled with who it’s for.
5. Leave Requires completion on (the default) so the app tracks who has finished the procedure.
6. Publish the SOP. Publishing triggers two things: the app creates a completion record for every employee in the target audience, and each person receives one notice asking them to complete it — in the app, and by email when they have an address. After that, a nightly check assigns the SOP to anyone who joins the audience later.
7. Confirm it worked: go to SOP Hub → Reports → Compliance Report. You should see the SOP listed with a compliance percentage and the count of employees who still need to complete it.

What silently does nothing until you also do it: a SOP in Draft status is invisible to employees. You can create and edit it freely, but no completions are scheduled and no notifications go out until you publish. Similarly, Multi-Language Support (on by default) must stay on in Settings for anyone to add translations to a SOP or for employees to read them.

Who can author and manage SOPs: everyone sees the Dashboard, My SOPs (their own pending and completed procedures) and Browse SOPs tabs. HR admins, business admins and above, and SOP Hub app admins also see the Manage, Templates, Manuals, Reports and Settings tabs. A SOP Hub app admin limited to certain locations or departments sees Manage, Templates, Manuals and Reports for the SOPs and manuals within their reach — they can use a template but not create or edit one — and does not see Settings.

3. How it fits together

SOP — a single procedure with a title, a type, steps, and an audience.

Each SOP has a type that categorizes it. The available types are Safety, Quality, Operations, Maintenance, Cleaning, Equipment, Customer Service, Emergency, Onboarding, Compliance, Food Safety, Health & Safety, Environmental, and Custom. You can also assign a category (Safety & Compliance, Quality Control, Daily Operations, Equipment Maintenance, Customer Service, Emergency Procedures, Training & Onboarding, Administrative, or Custom) and a difficulty level (Beginner, Intermediate, or Advanced).

A SOP moves through a lifecycle: Draft → Published → Archived or Retired. Only published SOPs are visible to employees and can be completed. Archiving takes a published SOP out of circulation; Reactivate as Draft brings it back. Retiring withdraws it — nobody is asked to complete it again, its QR labels say it is no longer in use, and its records are kept; Reactivate as Draft brings it back if you retire one by mistake. A SOP can be deleted only when it is not published, not retired, and nobody has a completion record for it — everyone it was assigned to has one, and those records are kept as the audit record of who did it.

A SOP contains an ordered list of steps. Each step has a title, written instructions, an optional time estimate, and an optional flag that marks it as requiring verification — any flagged step means the whole completion needs sign-off after the employee submits it. Employees complete steps one by one; the SOP is marked complete when every step is done. If the SOP also requires an acknowledgement, the employee must tick a “read and understood” confirmation before final submission.

Audience — determines which employees are assigned the SOP. You can toggle Applies to all employees or scope by department, location, or group. When a SOP is published with “Requires completion” on, the system creates a completion record for every employee in the audience and asks each of them to complete it. A nightly check assigns a published SOP to people who join its audience later, and tells those who joined the organization, a targeted department or a targeted location after it was published; people added to a targeted group are assigned it without a notice. A Teams or Slack message, where your organization connected one, goes out only when the SOP is published or its audience is widened, never from the nightly check.

Example: a “Daily Equipment Startup” SOP (type: Equipment, difficulty: Beginner, estimated duration: 10 minutes) has four steps — 1. Inspect safety guards, 2. Check fluid levels, 3. Power on and run self-test, 4. Log startup in the shift report. The admin scopes it to the Warehouse department and publishes. Every warehouse employee sees it on their dashboard under My SOPs → My Pending SOPs and ticks off each step in order. If the admin later edits step 3 to add a calibration check, every employee who already completed the SOP is flagged to re-complete it against the revised steps — their previous progress is cleared.

Completion — tracks one employee’s progress through one SOP. A completion moves through these states: Pending → In Progress (at least one step done) → Pending Verification (only when the SOP or one of its steps requires sign-off) → Completed. Three things re-open a completion:

• Period passed: if the SOP has a re-completion period set (defaulting to the tenant-wide setting), a completion expires that many days after it was done. A nightly check re-opens them.
• Steps changed: changing the steps of a published SOP that requires completion — by editing them or by restoring an earlier version — immediately re-opens every finished completion and clears the step progress of anyone part-way through. Only employees whose completion is newly re-opened by that change receive a notification — a second typo fix does not re-notify people who were already flagged.
• Sent back: a SOP Hub admin who finds the work was done wrong sends the completion back with a reason (see Verifying a completion).

A re-opened completion reads Re-completion Required, or Sent back on the worker’s own pages when an admin sent it back. After a period passes or the steps change, the worker has 30 days to redo it — or the SOP’s re-completion period, if that is shorter — and the completion reads Overdue once that deadline passes.

Automated reminders respect both a frequency throttle (the Reminder Frequency setting) and a cap of 5 reminders per completion. After 5 reminders, or roughly 90 days with no action, reminders stop.

Template — a reusable starting point. Templates can be system-provided (available to every business) or business-specific. Cloning a template into a SOP copies its steps, type, category, and audience defaults; the new SOP starts in Draft. A central template library is available at SOP Hub → Templates → Template Library. Ask AI can also draft an SOP from a plain-language description or an uploaded PDF/Word document, producing a draft SOP for review.

Procedure Manual — a collection of SOPs, custom text sections and chapter headers assembled into a branded, downloadable PDF. Manuals have their own publish lifecycle (Draft → Published → Archived) and can be shared via a public URL when sharing is enabled. Reset share link on the manual’s page issues a new token link and stops the old one; a custom slug URL keeps working until you change the slug. You can assign a document theme, set a custom slug for the URL, and brand the manual with a logo, colors, and header/footer text. A manual’s audience can be scoped to departments, locations, or roles, and employees see only the published manuals that apply to them. The table of contents is generated automatically from the section structure.

Translation — an AI-generated or human-edited rendering of a SOP’s title, description, summary, and steps in one of 15 supported languages. Translations are marked stale automatically when the source SOP’s content changes, and a human reviewer can verify or unverify each translation. The translation includes a disclaimer noting whether it was produced by AI or a human, and that the English version prevails in case of discrepancy.

The supported languages are: Spanish, French, German, Chinese (Simplified), Chinese (Traditional), Portuguese, Vietnamese, Korean, Japanese, Tagalog, Arabic, Hindi, Russian, Italian, and Polish.

How it connects to other apps:

• Training Connect — a SOP can require one or more training courses as prerequisites. The link types are Required Before SOP (the employee is blocked from starting the procedure until they pass the course), Recommended Training (shown but not enforced), and Certification Credit (completing the SOP grants credit toward a training enrollment). The prerequisite gate is enforced on the desktop, mobile, and QR code completion paths.
• Asset Pro — a SOP can be linked to a specific asset, letting you find the procedures that apply to that piece of equipment.

Verification — sign-off can be required at two levels. The SOP-level toggle (Require Supervisor Verification) requires verification of the entire completion. Individual steps can also be flagged as requiring verification. If either is set, the completion enters Pending Verification after the employee finishes, and the sign-off request goes to one person: a SOP Hub admin — the employee’s manager or the procedure’s author when they manage SOP Hub, otherwise an administrator. A manager who does not manage SOP Hub is not asked and cannot sign off.

Mobile — SOP Hub has a dedicated mobile view. Phone-class browsers are automatically redirected from the desktop dashboard to the mobile dashboard. QR-code scans render in a mobile-optimized layout. The mobile view supports step-by-step completion. When offline mode is enabled, a procedure opened by scanning its QR code keeps working if the connection drops, and so do the phone app’s SOP Hub pages — where emails and notifications open a procedure on a phone — once the procedure was started with signal. Step completions made without a connection are queued on the device and sent once it returns. Opening a procedure needs a connection.

Completion method — each completion records whether it was worked through from a scanned QR code or opened in SOP Hub directly. It is kept on the completion record for audit and appears in the completions list’s export, in the “Recorded through” column.

Content governance — SOP Hub participates in the platform’s content-governance system. The nightly governance scan checks published SOPs for stale content based on the re-completion period and flags findings for review. This is automatic and does not require separate configuration.

4. Running it

Reviewing compliance

Go to SOP Hub → Reports → Compliance Report. Each published SOP that requires completion is listed with the target audience size, the number completed, and a compliance percentage. You can send reminders per SOP or use Send All Reminders to nudge every pending completion across all SOPs. The report is downloadable as a CSV.

Reminders that have already been sent within the configured Reminder Frequency are skipped, and each completion stops receiving reminders after 5. The flash message after a send tells you how many were sent and how many were throttled.

Verifying a completion

When a SOP or any of its steps requires supervisor verification, the completion moves to Pending Verification after the employee finishes. The sign-off request goes to a SOP Hub admin — the employee’s manager or the procedure’s author when they manage SOP Hub, otherwise an administrator — by email and in-app notification, while Ask Supervisors to Sign Off on Completions is on.

Go to SOP Hub → Reports → All Completions, filter to Awaiting Verification, and click Verify. A sign-off can’t be undone. The employee is notified when it is signed off, while Confirm Sign-Off Back to the Employee is on.

If the work was done wrong, click Send back… instead and say what to redo — a reason is required. The employee’s steps are cleared, they are asked to complete the procedure again and told your reason (in-app, and by email when they have an address), and their SOP page shows who sent it back and why. The completion comes back for sign-off when they submit it again, while the procedure still asks for one. You can’t send back your own completion, one already signed off, or one on an archived or draft procedure, which nobody could open to redo, or the completion of someone who is no longer a member. On a phone, the Sign-offs waiting page has the same two choices.

Managing versions

Every edit to a published SOP increments its version number. The SOP detail page lists the latest versions in its Version History card; click View All to see every version with its change summary. Compare shows a side-by-side diff of the steps between any two versions, with counts of steps added, modified, and removed. Restore puts an earlier version’s title, description and steps back: on a published SOP it is saved as a new version, and if the steps differ, people who completed the SOP redo it just as after an edit.

Using QR codes

Each SOP is assigned a unique 8-character QR code at creation. Go to the SOP detail page and click QR Code to view, download as SVG or PNG, or print it. Print QR Labels on the SOPs list generates a printable sheet of labels for all published SOPs (filtered by type or search). Employees scan the code with their phone camera and are taken directly to the procedure’s mobile completion view.

QR codes only resolve to published SOPs. A label printed for a draft or archived SOP will not work.

Duplicating a SOP

On the SOP detail page, click Duplicate. This creates a new Draft copy with “(Copy)” appended to the title. The duplicate gets its own QR code and public token, and the SOP’s translations come with it (a reviewer’s sign-off on a translation does not). It does not inherit sample-data status.

Resetting a public link

If a SOP’s share link reached someone it shouldn’t have, click Reset share link on the SOP detail page: the old link stops working, and you share the new one with the people who still need it.

Building a procedure manual

Go to SOP Hub → Manuals and click Create Manual. Give it a title, pick a document theme for branding, and save. The manual opens on its page, where the Manual Builder card puts it together: Add SOP adds a published SOP, and Add Section adds a custom text section or a chapter header. Drag a section’s handle, or use its arrow buttons, to reorder, and expand a section to remove it. Each card on the Manuals list has a Manual Builder button that opens the card directly. Publish the manual; it becomes viewable by its target audience and downloadable as a branded PDF. If Enable Public SOP & Manual URLs is on in Settings, the published manual is also accessible at a public URL — either by its auto-generated token or by a custom slug you set on the manual.

Importing an existing procedure

On the New SOP page, upload a PDF or Word document containing an existing procedure. The app extracts the text and uses Ask AI to structure it into steps, landing you in the SOP editor with a draft ready for review. The document must contain at least 50 characters of extractable text.

Viewing the activity log

Go to SOP Hub → Reports → Activity Log for a chronological record of SOP creation, editing, publishing, completion, verification, and reminder events. The log is filterable by event type and date.

5. Settings

All settings are at SOP Hub → Settings. The Settings page also shows quick stats (total SOPs, published SOPs, templates, manuals, and total completions) and a sample-data card for loading or removing demo content.

Setting	Default	What it changes
Enable SOP Hub AI Agent	On	Lets employees ask questions about SOPs through Ask AI. When off, the SOP Hub agent does not respond.
Generate AI Summaries of Procedures	On	Writes a short summary of a procedure whenever its steps change (in production only). Summaries already written stay when it is turned off.
Allow AI to Draft Procedures	On	Shows the AI drafting panel — describe a procedure, or upload a PDF or Word document — on the new procedure and new template pages.
Default Re-completion Period (days)	365	The re-completion period a new SOP starts with; each SOP can change it, and existing SOPs keep their own. Also used as the content-governance review interval.
Reminder Frequency (days)	7	Minimum interval between automated completion reminders for the same employee. The daily reminder job skips anyone reminded more recently than this.
Require Supervisor Verification by Default	Off	When on, new SOPs start with verification turned on; existing SOPs keep their own setting, and each SOP can change it.
Enable Multi-Language Support	On	Allows SOPs to be translated into other languages. When off, the Translations page and language picker are hidden, and employees stop seeing existing translations until it is turned back on.
Enable Public SOP & Manual URLs	On	Allows SOP share links and published manuals to be opened at a public URL. When off, every public link is paused; the same links work again when it is turned back on.
Enable QR Code Access	On	Allows employees to scan QR codes to open SOPs on mobile. When off, QR scan routes, the QR Code page on each SOP, and the bulk-print labels page are all disabled.
Enable Offline Mode	Off	A procedure opened by scanning its QR code keeps working if the connection drops, and so do the phone app’s SOP Hub pages once the procedure was started with signal; step completions made without a connection are queued and sent once it returns. Completions started in a desktop browser on that same device queue as well. Opening a procedure needs a connection.
Notify Employees on SOP Updates	On	Sends email and in-app notifications to the SOP’s audience when the title, description, or steps of a published SOP are edited.
Tell Employees When a New Procedure Needs Completing	On	Tells employees when a published SOP is assigned to them — at publish (or when its audience is widened), and when the nightly check assigns it to someone who joined the organization, a targeted department or a targeted location after it was published. People added to a targeted group are assigned it without a notice. With it off the SOP is still assigned and tracked.
Send Reminders for Outstanding Completions	On	Turns the automated completion reminders (paced by Reminder Frequency) on or off.
Tell Employees When a Completion Has Expired	On	Tells employees when their completion has passed its re-completion period and must be done again.
Tell Employees When a Procedure They Completed Has Changed	On	Tells employees flagged for re-completion because the steps changed. With it off they are still flagged.
Ask Supervisors to Sign Off on Completions	On	Sends the sign-off request for completions that need verification. With it off nobody is asked.
Confirm Sign-Off Back to the Employee	On	Tells the employee once their completion is signed off.

6. More help

• SOP Hub FAQ — specific setup and operating questions, including limits, thresholds, and troubleshooting.
• Ask AI — the assistant answers questions about SOP Hub from these articles.