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. Supervisors can be required to verify completions, 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 the Apps Marketplace; 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 Apps Marketplace → 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 → SOPs → 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. You can also describe the procedure in plain language and let Ask AI draft the steps, or upload a PDF/Word document to import an existing procedure.
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.
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 an email and in-app notification that the SOP requires their completion.
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, enabling Multi-Language Support in Settings is required before you can add translations to any SOP.

Who can author and manage SOPs: HR admins, business admins and above, and SOP Hub app-admins. These same roles see the SOPs, Templates, Manuals, Reports, and Settings tabs. All other employees see only the Dashboard and My SOPs tabs (their pending and completed procedures).

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; it can be unarchived back to Draft. Retiring is a permanent withdrawal — the SOP leaves the published set but its completion records stay for audit history. A retired SOP can be reactivated as a Draft. A published or retired SOP cannot be deleted; archive it first.

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 supervisor verification. 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 notifies them.

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 → Pending Completions 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) → Completed → optionally Pending Verification → Completed (verified). Two automatic re-completion triggers exist:

• Content change: editing the steps of a published SOP that requires completion immediately flags every existing completion as Re-completion Required and clears step progress. Only employees whose completion is newly flagged by that edit receive a notification — a second typo fix does not re-notify people who were already flagged.
• Scheduled re-completion: if the SOP has a re-completion period set (defaulting to the tenant-wide setting), completions expire after that many days. The daily reminder job picks these up.

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, chapter headers, and dividers 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. 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 or asset category, letting you find all procedures that apply to a piece of equipment.

Verification — supervisor 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. The supervisor notification goes to the employee’s direct manager first; if no manager is set, the SOP’s author is notified instead.

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 and, when offline mode is enabled, caches procedures for completion without a network connection.

Completion methods — each completion records how it was performed. The possible methods are: Self (the employee completed it on their own), Supervised (completed under supervision), Training (completed as part of a training session), QR Scan (completed via a scanned QR code), and Offline (completed while offline). This appears in the completion record and the compliance report.

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 employee’s direct manager (or the SOP’s author, if no manager is set) receives an email and an in-app notification.

Go to SOP Hub → Reports → All Completions, filter to Pending Verification, and click Verify. You can add verification notes. The employee is notified when verification is complete.

Managing versions

Every edit to a published SOP increments its version number. Go to the SOP detail page and click History 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.

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. It does not inherit sample-data status.

Building a procedure manual

Go to SOP Hub → Manuals → New Manual. Give it a title, pick a document theme for branding, and add sections: published SOPs, custom text blocks, chapter headers, or dividers. Drag to reorder. Publish the manual; it becomes viewable by its target audience and downloadable as a branded PDF. If Enable Public Procedure 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.
Default Re-completion Period (days)	365	How often employees must re-complete SOPs. Applied as the default when creating a new SOP; each SOP can override it. 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 default to requiring supervisor sign-off on completions. Each SOP can still override this per-SOP.
Enable Multi-Language Support	Off	Allows SOPs to be translated into other languages. When off, the Translations tab and language picker are hidden and the translations controller rejects requests.
Enable Public Procedure Manual URLs	On	Allows published manuals to be shared via a public URL. When off, public manual URLs return an error.
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	Caches SOPs for offline completion on mobile and QR-code access. Does not apply to the desktop app.
Notify Employees on SOP Updates	On	Sends email and in-app notifications when a published SOP’s content changes and when completions are first scheduled after publishing.

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.