Users

The User Profiles module governs system access in GEMS CRM — who can log in, what they’re permitted to do, and how the interface looks for them personally. Every User record is built on top of an existing Employee record, so identity details never have to be entered twice; the User layer adds only what’s specific to system access itself.

Users List View

A searchable overview of every user account in the system.

What You’ll See

• Header Badges – Total, Active, and Inactive counts; clicking a badge filters the grid to that status
• Users Grid – every user with their role, contact details, and status

Grid Columns

Column	Description
User ID	Unique, system-generated reference
Username	The login identifier
Name	The user’s full name
Role	The Business Role assigned to them
Email	Their email address
Status	Active or Inactive
Created At	When the record was created

Each row includes View, Edit, and Delete actions.

Toolbar Actions

• New – opens the Create Page
• Refresh, Column Settings, Filter, Sort, Reset
• Actions – bulk operations:
  • Activate Selected / Deactivate Selected – toggles status for the selected users
  • Mass Delete – soft-deletes selected users, subject to deletion restrictions
  • Generate Password – sends new login credentials to the selected user, so they can set their password and log in via the Galvinus CRM URL

Good to Know

• Inactive users are blocked from logging in entirely, regardless of what Business Role they hold — status is checked before anything else at login

Creating a New User

Linking an Employee

Every user starts with a Linked Employee ID lookup, which only shows Active Employees. The moment you select one, the system automatically pulls in:

• First Name, Last Name, Email, Phone Number (from their Mobile Number)
• Country and Time Zone

These fields aren’t meant to be re-typed — they come directly from the Employee record, and you generally can’t manually override them unless your configuration specifically allows it.

User Information

• Username – mandatory, and must be unique across every user in the system
• Business Role – mandatory; the dropdown only shows Business Roles that are currently Active, sourced from Access Management — a user can never be created without one
• Status – defaults to Active

Locale & Format Preferences

Purely personal display settings that only affect how the CRM looks for that individual user:

• Time Format – 12-hour or 24-hour
• Date Format – e.g., DD/MM/YYYY vs. MM/DD/YYYY
• Decimal Notation – decimal point vs. decimal comma

Contact Information

• Country and Time Zone come pre-filled from the linked Employee if available, though they can be changed where permitted
• State is filtered to only show states belonging to whichever Country is selected
• Postal Code and Street round out the address

Saving

On Save, the system checks all mandatory fields, confirms the Username and Email are both unique, and validates that the selected Business Role and linked Employee are both Active. Once everything passes, the User ID is generated automatically from your configured number range.

User Detailed View

Opens in read-only mode by default, covering Overview and Change History — switch into Edit mode to make changes.

Overview

Mirrors everything from the Create Page — User Information, Locale & Format Preferences, and Contact Information.

• User ID can never be edited, at any point, in any mode
• Changing the Linked Employee ID in Edit mode re-fetches and overwrites the auto-populated fields from the newly selected employee
• Status can technically be changed here too, though it’s more commonly managed through the List View’s Activate/Deactivate bulk actions

Change History

A complete, read-only audit trail of every change made to the user record — field, old value, new value, who made it, and when. Always read-only, in both View and Edit mode, and shown most-recent-first.

How Access Actually Works

A few things worth understanding about how this all comes together at runtime:

• Login requires Active status. If a user’s status is Inactive, they can’t authenticate at all — their assigned Business Role doesn’t matter until they’re reactivated
• Permissions come entirely from the Business Role. Once logged in, everything a user can or can’t do in the CRM is evaluated against the permission configuration of their currently assigned Active Business Role
• The Employee record stays the single source of truth for identity. The User record never duplicates personal data — it references the Employee record directly and layers on only what’s specific to system access: Username, Business Role, Locale Preferences, and Status