systemHUB FAQ
Everything you need to know about systemHUB, the SYSTEMology framework, and how to build a business that runs without you.
What is systemHUB and SYSTEMology?
The foundations: what the platform is, what the framework is, and how they fit together.
What is systemHUB?
systemHUB is business systems software that helps owners document, organise, and manage their standard operating procedures in one central platform.
It is built on the SYSTEMology framework, a proven 7-step methodology for business systemisation created by David Jenyns. Unlike generic document tools or project management software, systemHUB combines SOP documentation with AI-powered tools, 100+ ready-made process templates, team training features, and a structured implementation methodology.
Businesses across 40+ industries use systemHUB, from construction and healthcare to digital agencies and non-profits, typically with 10 to 50 employees. Pricing starts at $95 per month with a free 14-day trial.
The short version: systemHUB is where your business processes live so your team can find, follow, and improve them without coming to you for every answer.
Start your free 14-day trial →
What is SYSTEMology?
SYSTEMology is a 7-step framework for systemising a business: Define, Assign, Extract, Organise, Integrate, Scale, Optimise.
It was created by David Jenyns, who used the methodology to systemise and ultimately sell his own digital agency, Melbourne SEO Services. The framework starts with mapping your Critical Client Flow (the core delivery process on one page), then uses a Systems Champion (a dedicated team member) to extract and document processes from the people who know them best.
The book SYSTEMology has a foreword by Michael Gerber, author of The E-Myth Revisited, who called it "the book I wish I had written."
SYSTEMology is the methodology. systemHUB is the software platform purpose-built to implement it. You can use the methodology without the software, but the two work best together.
Get the SYSTEMology book free →
What is a Critical Client Flow?
The Critical Client Flow (CCF) maps your core delivery process, from first customer contact through to delivery and follow-up, in 7 to 12 steps on a single page. It is your business on one page.
The rule is simple: one client, one product, one journey. This focus prevents the common mistake of trying to systemise everything at once. Each step in the CCF identifies the systems that need to be captured, who is responsible, and where the gaps are.
The CCF is always the starting point in SYSTEMology. It answers the question every business owner asks: "Where do I begin?"
Real example: David Drimmie, a business coach, showed a client their CCF for the first time. The client's response: "Why didn't you show me this before?" It made their entire business visible on a single page.
What is a Systems Champion and do I need one?
A Systems Champion is the person in your business who drives the systemisation process: scheduling extraction sessions, documenting processes, and maintaining your systems library.
The critical rule: this is not the business owner. The whole point of SYSTEMology is to free the owner from being the bottleneck, so delegating the documentation work to a champion is essential.
The ideal champion is organised, curious, a good communicator, and detail-oriented. They do not need to be the most senior person. They need to be persistent and good at following through.
Real example: Kaleb at Lime Therapy was a junior occupational therapist who became Systems Champion and cut invoicing time by 90%. Eryn at Stannard Homes started in selections and rose to assistant manager through the systems role.
You can hire an external champion (a virtual assistant works well) or appoint someone internally. systemHUB's Champion plan includes dedicated training for this role.
Is systemHUB right for my business?
Questions about fit, stage, industry, and whether this is the right time to start.
What size business is systemHUB designed for?
systemHUB is built for established businesses with 10 to 50 employees and $1M to $15M in revenue. This is the sweet spot where the owner is wearing too many hats and things are falling through the cracks.
The Starter plan supports up to 10 users, the Accelerator up to 20, and larger plans scale to 250+ users. It works for businesses that have outgrown spreadsheets and shared drives but do not need or want to pay for enterprise-grade complexity.
If you are a solo operator with no team, you probably do not need systemHUB yet. If you have at least 5 team members and you are the one everyone comes to with questions, you are the right fit.
Does systemHUB work for my industry?
Yes. The SYSTEMology framework has been implemented across 40+ industries including construction, healthcare, professional services, digital agencies, manufacturing, education, retail, hospitality, non-profits, and more.
The methodology is industry-agnostic. The 7-step framework and CCF process apply regardless of what you sell. Only the specific steps in your flow change.
Results across industries:
- Construction: Ryan at Stannard Homes scaled from 7 to 15 staff and takes 7-week holidays
- Healthcare: Lime Therapy cut invoicing time by 90%
- Animal Services: DiggiddyDoggyDaycare systemised and sold to PETstock for a premium valuation
- Non-profit: Humane Society Pikes Peak Region documented 19 departments serving 25,000 animals per year
- Digital Agency: Michael Coleman hired a GM and stepped out of daily operations
systemHUB includes 100+ ready-made process templates that can be customised for any industry.
See case studies from your industry →
Can I systemise my business if I don't have time?
This is the most common objection, and it is exactly why SYSTEMology exists. The methodology is designed so that the business owner does not create the systems.
Here is how it works: you identify a Systems Champion (a team member or VA). They interview your subject matter experts using a structured 8-step extraction process. The expert demonstrates, the champion documents. With AI tools in systemHUB, transcription and formatting happen automatically.
Time commitment for the owner: map your CCF (a few hours), then hand off to your champion. The target pace is 2 systems documented per week. You do not need to document hundreds of systems. The CCF identifies just 7 to 12 core systems to start. The full Minimum Viable Systems map targets 42 systems across 6 departments.
"Bit overwhelmed at the moment as a business owner working in the business day to day... Can't see the light at the end of the tunnel yet." — Nathan Corbett, before starting. His business transformed after following the SYSTEMology process.
We've tried documenting processes before and it didn't stick. What's different?
Most systemisation attempts fail for one of three reasons: the owner tried to do it all themselves, there was no structured framework, or the team was not brought along for the journey.
SYSTEMology addresses all three. A Systems Champion owns the process (not you). The 7-step framework provides clear structure. And the Integration stage specifically tackles team adoption and culture.
The methodology addresses the three reasons teams do not follow systems: "I don't know how" (clear documentation), "I didn't know it was my job" (assignments and tracking), and "I don't want to" (cultural integration).
systemHUB is purpose-built for this. It is not a wiki or Google Doc that gets abandoned. It is a dedicated platform with templates, team assignments, approval tracking, and progress visibility.
"I am not new to systems, just new to well executed systems." — Laura Whitlock, MEP Delta Designs, Texas
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Do I need SOP software, or can I just use Google Docs?
You can start with free tools. David Jenyns says Ray Kroc built McDonald's with a paper manual. The methodology matters more than the tool.
But here is what typically happens with generic tools: SOPs get scattered across folders, there is no way to track who has read what, version control is manual, templates do not exist, and within six months the documentation is abandoned.
systemHUB solves these problems with a structured folder hierarchy designed for SOPs, team assignment and tracking, approval workflows, 100+ pre-built templates, AI-powered documentation tools, and PDF export for offline use.
If you have fewer than 5 team members, Google Docs may be fine for now. Once you are at 10+ people and systems are critical to operations, a purpose-built platform saves significant time and prevents the documentation graveyard problem.
How does it work?
The methodology, the process, and how to make your team actually follow it.
How do I get started with systemHUB?
Four steps:
Step 1: Map your Critical Client Flow. Identify the 7 to 12 core steps in your main delivery process. systemHUB includes a CCF builder tool and templates to guide this.
Step 2: Identify your Systems Champion. Choose the team member who will drive documentation. Not the owner.
Step 3: Start extracting. Your champion interviews subject matter experts using the structured extraction process. systemHUB's AI tools can transcribe and format the output automatically.
Step 4: Organise and assign. Upload or create systems in your folder structure, assign to team members, and start building your systems library.
The Champion plan includes a 90-day live implementation sprint with guided workshops. Starter and Accelerator plans include self-guided onboarding with templates. Most businesses have their first 5 to 10 systems documented within the first 2 to 3 weeks.
Start your free trial → | Book a demo →
How long does it take to systemise a business?
It depends on scope, but here is a realistic timeline:
- Week 1-2: Map your CCF and identify your first 7 to 12 core systems
- Week 3-8: Extract and document 2 systems per week (your champion does this, not you)
- Month 3-6: Complete your Minimum Viable Systems map (42 systems across 6 departments)
- Ongoing: Continuous improvement, refine, update, and expand
The Champion plan is structured as a 90-day implementation sprint for exactly this reason.
Key mindset: your first systems will be your roughest, and that is fine. A messy documented system is infinitely better than a perfect system that only exists in someone's head.
"Your first video/systems will be your worst and every version that follows will get better. A random, long, all-over-the-place video is better than nothing." — Dave Jenyns
How does AI help me document processes faster?
systemHUB includes AI-powered documentation tools that dramatically reduce the time to create SOPs:
- Master Prompt Builder: Generates structured SOP drafts from brief descriptions or transcripts
- 5-Minute Process Mapping: Turn a short description into a formatted, step-by-step system
- Transcription to SOP: Record an extraction session and AI converts the transcript into a documented procedure
The SYSTEMology approach is "process first, then AI." You capture how things are actually done by your best people, then use AI to format, structure, and polish the documentation. AI assists the process. It does not replace the human knowledge.
AI tools are available on Accelerator plans ($195 per month) and above.
Try the AI tools free for 14 days →
How do I know which processes to document first?
Start with your Critical Client Flow. It identifies the 7 to 12 systems that matter most to your core delivery.
Use SYSTEMology's litmus test for each system. It must be:
- Essential: Crucial to your core business function
- Repeatable: Performed regularly with minimal variation
- Delegatable: Can be moved down the chain of experience
Do not try to document everything. The Minimum Viable Systems framework targets just 42 systems across 6 departments. That is the full scope for most small businesses.
"Make sure there is an ROI on the path forward. People get into their groove and start systemising anything with a heartbeat." — James Brown, SYSTEMologist
How do I get my team to actually follow the systems?
Team adoption is the number one concern business owners raise, and it is baked into Stage 5 of the SYSTEMology framework: Integrate.
The methodology addresses three root causes of non-compliance:
- "I don't know how" — Clear, step-by-step documentation in systemHUB with video, screenshots, and checklists
- "I didn't know it was my job" — System assignments, approval tracking, and role-based access
- "I don't want to" — Cultural integration, framing systems as empowerment rather than control
The framing matters. Do not position it as "we're broken." Involve team members as subject matter experts during extraction. When they see their expertise being captured and valued, resistance drops.
"WE ARE NOT BROKEN. We are a solid business doing well. We are doing this to be better — and who doesn't want to be better?" — Joe Hilliard, Amada Senior Care
Results and ROI
What real businesses have achieved with systemHUB and the SYSTEMology framework.
What results can I expect from systemising my business?
Results vary by business, but here are documented outcomes from systemHUB and SYSTEMology users:
- Shannon Schmidt, Smart Business Solutions: 998 hours saved annually through process automation
- Kaleb at Lime Therapy: Cut invoicing time by 90% after becoming Systems Champion
- Ryan at Stannard Homes ($15-20M construction): Doubled headcount from 7 to 15 staff. Takes 7-week holidays while the business runs
- BiOptimizers (Haley Santos): Scaled from 40 to 150 people with a dedicated systems team
- DiggiddyDoggyDaycare: Systemised operations and sold to PETstock for a premium multiple
- Humane Society Pikes Peak Region: Documented 19 departments serving 25,000 animals per year, drastically reduced onboarding time
The most common outcomes: reduced owner dependency, faster team onboarding, fewer errors, more consistent delivery, and a business that can grow without the owner being involved in every decision.
Can systemising my business increase its value?
Yes. Documented, repeatable systems are one of the biggest drivers of business valuation. A business that depends on the owner is worth less than one that runs independently.
SYSTEMology maps four stages of business maturity:
- Survival: Chaos, owner-dependent (lowest valuation)
- Stationary: Stable but still owner-dependent
- Scalable: Systems in place, business can grow without the owner
- Saleable: Runs independently, maximum valuation
DiggiddyDoggyDaycare used SYSTEMology to document their entire operation, then sold to PETstock for a high multiple of profit. David Jenyns himself used the framework to systemise Melbourne SEO Services, hired a CEO, stepped away, and sold the business.
Even if you are not planning to sell, a systemised business gives you optionality: the freedom to step back, bring in a GM, or scale without being the bottleneck.
How much time will I save with systemHUB?
Time savings depend on your starting point, but documented results include:
- Shannon Schmidt saved 998 hours annually (that is 19 hours per week returned to the business)
- Kaleb at Lime Therapy reduced invoicing time by 90%
- Ryan at Stannard Homes gets new hires productive in 3 to 6 weeks instead of months
- Multiple businesses report cutting onboarding time by 50% or more after documenting processes
The biggest savings come from eliminating the "where do I find this?" and "how do I do this?" questions that interrupt your day. When every process is documented and accessible, your team stops coming to you for answers.
Calculate your potential savings →
How much is a lack of systems really costing you?
Use our free Cost of Chaos Calculator to put a dollar figure on the time, mistakes, and missed growth your business loses every year.
Features and platform
What systemHUB includes and how the software works.
What features does systemHUB include?
Documentation
Create and organise unlimited systems with rich text, video embeds, checklists, and step-by-step formatting. Unlimited storage on all plans.
AI-Powered Tools
Master Prompt Builder, 5-minute process mapping, and AI transcription. Turn recordings into formatted SOPs in minutes. Accelerator plan and above.
Templates
100+ expert-built process templates and 50+ preloaded policy templates. Customise for your business rather than starting from scratch. Accelerator plan and above.
Team Collaboration
Assign systems to team members, track who has read what, approval workflows, commenting, agreement logs, and learning tracks for onboarding.
Organisation
Department-based folder structure with drag-and-drop. Visual workflow canvas for mapping processes. Smart search to find any system instantly.
Sharing and Export
PDF export via Print Manuals. Share links for non-users (contractors, clients). QR code integration to link physical workspaces to digital SOPs. Mobile-responsive access.
Is there a free trial?
Yes. systemHUB offers a free 14-day trial with full access to the platform. No credit card required.
During your trial, you can create systems, explore templates, invite team members, and experience the AI documentation tools. After 14 days, choose the plan that fits: Starter ($95 per month), Accelerator ($195 per month), or Champion ($695 per month).
If you are not ready to continue, you can export all your content via the Print Manuals feature before your trial ends. You own your content.
Can I collaborate with my team in systemHUB?
Yes. systemHUB is built for team collaboration:
- System Assignments: Assign individual systems to specific team members based on their role
- Commenting: Team members can suggest improvements or flag issues directly on a system
- Approval Tracking: Track who has reviewed and approved each system
- Agreement Logs: Record when team members have read and agreed to follow a system
- Learning Tracks: Create guided learning paths for onboarding new team members
- Share Links: Generate links for contractors and clients without requiring a systemHUB account
Starter plan supports up to 10 users, Accelerator up to 20, and larger plans scale to 250+.
Can I take my systems with me if I cancel?
Yes. You can download all of your content at any time using the Print Manuals feature, which exports your entire systems library to PDF. You own your content. systemHUB stores and organises it, but it is your intellectual property.
There are no lock-in contracts on monthly plans. Cancel anytime.
Does systemHUB integrate with other tools?
systemHUB is designed as your central systems hub, the single source of truth for how your business operates. It works alongside your existing tools:
- Video hosting: Embed Loom, Vimeo, Wistia, or YouTube videos directly in systems
- Project management: Use systemHUB for the "how" (documented processes) while Asana, Monday.com, or Trello handle the "what" and "when"
- Recording: Pair with Loom, Zoom, or Scribe for screen recordings during extraction sessions
- Export: PDF export for offline use, share links for external stakeholders
The platform is intentionally focused on SOP management rather than trying to be an all-in-one tool. Simple and purpose-built.
Plans, pricing, and billing
Transparent pricing, plan comparison, and billing details.
How much does systemHUB cost?
| Plan | Monthly | Annual | Users | Best for |
|---|---|---|---|---|
| Starter | $95/mo | $995/yr | Up to 10 | Teams that need the software platform |
| Accelerator | $195/mo | $1,995/yr | Up to 20 | Teams that want AI tools, training, and 100+ templates |
| Champion | $695/mo | $6,995 one-time | Up to 20+ | Full implementation support and live coaching |
All prices are in USD. All plans include unlimited storage. A free 14-day trial is available on all plans with no credit card required. Annual plans save approximately 15%. In Australia, 10% GST applies.
Which plan is right for my business?
Choose Starter if: You already know the SYSTEMology framework (or have read the book), you have a team of up to 10, and you just need the software platform to organise your systems.
Choose Accelerator if: You want the full package: AI documentation tools, training courses, 100+ process templates, and 50+ policy templates. Best value for teams up to 20 who want to move fast with ready-made resources.
Choose Champion if: You want hands-on support. The 90-day live implementation sprint, monthly AMA calls, and private community give you guided accountability. Best for businesses that want results in 90 days with expert support.
Not sure? Start with the 14-day free trial. You can upgrade or change plans at any time.
Start free and upgrade when ready →
Do you offer payment plans or annual billing?
Monthly billing: Pay month-to-month on any plan. Cancel anytime with no lock-in contracts.
Annual billing: Save approximately 15% with annual plans. Starter: $995 per year. Accelerator: $1,995 per year.
Champion plan: Available as 12 monthly payments of $695 or a one-time payment of $6,995.
All payments are by credit or debit card. Prices are in USD.
Do you offer discounts for non-profits or education?
Contact us to discuss options for registered non-profits and educational institutions. We have worked with organisations like the Humane Society Pikes Peak Region (25,000 animals per year across multiple sites) and are open to supporting mission-driven organisations.
systemHUB vs. alternatives
How systemHUB compares to other SOP tools, project management software, and free alternatives.
How is systemHUB different from Trainual?
Both are SOP platforms, but they serve different needs:
- Methodology: systemHUB is built on the SYSTEMology framework, a proven 7-step system for business systemisation. Trainual is a platform without a proprietary methodology.
- Pricing: systemHUB Starter is $95 per month for up to 10 users. Trainual starts at $249 per month with a 10-seat minimum. That is more than 2.5 times the cost.
- Templates: systemHUB Accelerator includes 100+ process templates and 50+ policy templates.
- Implementation support: systemHUB's Champion plan includes a 90-day live implementation sprint. Trainual offers an optional $1,000 onboarding fee.
Bottom line: If you want a proven framework plus software at a lower price point, systemHUB is the better fit. If you are a larger team (50+ employees) focused primarily on employee training and onboarding, Trainual may suit.
Try systemHUB free for 14 days →
How is systemHUB different from Notion or Google Docs?
Notion and Google Docs are general-purpose tools. Excellent for many things, but not purpose-built for SOP management.
What you miss with generic tools:
- No structured methodology for deciding what to document or how
- No team assignment tracking (who has read what, who has approved what)
- No SOP-specific templates
- No implementation framework, which is why documentation efforts get abandoned
- No learning tracks or onboarding sequences for new hires
What systemHUB adds: The SYSTEMology framework tells you what to document and in what order. 100+ pre-built templates mean you are not starting from scratch. Team assignments, approval workflows, and agreement logs keep your systems alive. AI tools turn recordings into formatted SOPs.
Generic tools work for businesses under 5 people. Once you are at 10 or more and systems are critical, purpose-built software pays for itself.
How is systemHUB different from Process Street or Whale?
vs. Process Street: Process Street is strong for compliance-focused workflows and checklists, but pricing requires contacting sales, setup is complex, and it targets enterprises. systemHUB is simpler, more affordable ($95 per month with transparent pricing), and includes the SYSTEMology methodology.
vs. Whale: Whale is AI-first with strong onboarding features and targets EOS-run companies. systemHUB offers a broader, framework-agnostic methodology, more templates (100+ vs Whale's smaller library), and more affordable pricing.
The systemHUB difference: No other SOP platform includes a proprietary, proven business systemisation methodology. Competitors sell software. systemHUB gives you the methodology that tells you what to document, the software that gives you where to put it, and the training that shows you how to make your team actually use it.
Can't I just use a project management tool like Asana or Monday.com for my SOPs?
Project management tools answer "what needs to be done and when." SOP software answers "how do we do it." They serve different purposes and work best together.
- Asana / Monday.com: Task assignment, deadlines, project tracking, team workload
- systemHUB: Process documentation, training, knowledge management, onboarding
The common mistake: businesses try to store SOPs inside their PM tool. The processes get buried alongside tasks, are not searchable, cannot be assigned for training, and new hires cannot find them.
Use your PM tool for the daily "do this by Friday" work. Use systemHUB as the reference library your team goes to when they need to know how to do something.
Quick answers
Are your prices in USD?
Yes. All prices on systemHUB are in USD. In Australia, a 10% GST is applicable on purchases.
What payments do you accept?
We accept credit and debit card payments. Monthly and annual billing options are available on all plans.
Is there a mobile app?
systemHUB does not have a dedicated mobile app, but the platform is fully mobile-responsive and works well on phones and tablets. Your team can access systems from any device with a browser.
How do I get support?
Reach us at systemhub.com/support, use the chat widget on any page, or email support directly. Champion plan members also get access to a private community, monthly AMA calls, and expert-led workshops.
What is a SYSTEMologist?
A SYSTEMologist is a certified professional trained to implement the SYSTEMology framework in other businesses. Think of it as a business systems consultant with a proven methodology.
The SYSTEMologist Certification ($6,995 or $695 per month for 12 months) includes core training, 12 one-on-one mentorship calls, a complete business kit (contracts, proposals, marketing assets), directory listing, and reseller program access.
Ideal for business coaches, consultants, and advisors who want to add systemisation as a service offering.
Still have questions?
Our team is happy to help. Reach out anytime or start exploring with a free trial.