The Users module allows administrators to create and manage user accounts that provide access to GEMS ERP. Each user account represents an individual system login and can optionally be linked to an Employee record. Every user is assigned a Business Role, which determines the features and actions they can access throughout the application.

Users can be created independently or automatically during Employee creation, making user onboarding flexible while maintaining secure and auditable system access.

Purpose

The Users module enables your organisation to:

• Create and manage ERP user accounts.
• Provide secure login credentials.
• Link users with Employee records.
• Assign Business Roles.
• Control account status (Active/Inactive).
• Configure user preferences such as date, time, and time zone.
• Reset user passwords.
• Maintain complete audit history for user changes.

Navigation

Access Control → Users

Key Features

The Users module provides the following capabilities:

• User account creation
• Employee account linking
• Business Role assignment
• Username and email validation
• Password generation and reset
• User profile management
• Account activation and deactivation
• User preference configuration
• Change history
• Secure authentication

Screen Overview

The Users screen enables administrators to create and manage user accounts, assign roles, configure user preferences, and maintain secure access to GEMS ERP.

Section	Description
User Information	Captures the user’s personal details, username, email, phone number, and linked employee information.
Business Role	Assigns the Business Role that determines the user’s permissions throughout the system.
Preferences	Configures date format, time format, time zone, and other user preferences.
Status	Controls whether the account is Active or Inactive.
Audit Information	Displays creation, modification, and change history details.

Data Model

Each User record stores authentication, contact, organisational, and preference information.

User Account

The User Account is uniquely identified by a system-generated User ID.

Information Stored

Category	Information
User Information	User ID, First Name, Last Name, Username, Email, Phone Number
Employee Information	Linked Employee ID
Access Information	Business Role, Status
User Preferences	Date Format, Time Format, Time Zone, Decimal Format
Address Information	Country, State, Postal Code, Street
Audit Information	Created By, Created Date, Updated By, Updated Date

Entity Relationship

User
│
├── Employee
├── Business Role
├── Permissions
└── Login Credentials

Each User inherits permissions from the assigned Business Role. A User may optionally be linked to an Employee record.

Status Lifecycle

Status	Description
Active	The user can sign in and access the system according to the assigned Business Role.
Inactive	The account is disabled and cannot be used to log in.

How It Works

The typical user management process is:

1. Navigate to Access Control → Users.
2. Create a new User.
3. Optionally link an Employee record.
4. Enter user information.
5. Assign a Business Role.
6. Configure user preferences.
7. Save the User account.
8. Generate or reset login credentials when required.
9. Activate or deactivate the account as necessary.
10. View the Change History for auditing purposes.

Business Benefits

Using the Users module helps organisations to:

• Centralise user account management.
• Improve system security.
• Simplify employee onboarding.
• Ensure controlled access to ERP functions.
• Maintain complete audit trails.
• Support secure authentication and password management.

Best Practices

• Assign the correct Business Role before providing system access.
• Link the User to an Employee whenever applicable.
• Keep user information up to date.
• Use Active and Inactive status instead of deleting accounts.
• Reset passwords whenever access credentials need to be reissued.
• Review Change History regularly for audit purposes.

Next Steps

The Users module includes the following functional areas:

1. User List
2. Create User
3. Edit User
4. Generate Password
5. Activate/Deactivate User
6. Change History
7. View User