---
title: "How to add, edit, and delete Security Profiles"
slug: "how-to-add-edit-and-delete-security-profiles"
updated: 2025-12-10T04:11:43Z
published: 2025-12-10T04:11:43Z
canonical: "knowledgejems.jemini.com/how-to-add-edit-and-delete-security-profiles"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledgejems.jemini.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to add, edit, and delete Security Profiles

> [!WARNING]
> Who can benefit from this guide?
> 
> System Administrators and HR Administrators with the right permissions.
> 
> If you need access to Security Profiles, please speak to your system administrator or [raise an iHelp through Infusion](https://infusion.fusion5.com/).

> [!NOTE]
> What you’ll find in this guide
> 
> 1. [How to add a new Security Profile](/support/docs/how-to-add-edit-and-delete-security-profiles#how-to-add-a-new-security-profile)
>   1. [Option 1: Create from scratch](/support/docs/how-to-add-edit-and-delete-security-profiles#option-1-create-from-scratch)
>   2. [Option 2: Clone an existing profile](/support/docs/how-to-add-edit-and-delete-security-profiles#option-2-cloning-an-existing-profile)
> 2. [How to edit a Security Profile](/support/docs/how-to-add-edit-and-delete-security-profiles#how-to-edit-a-security-profile)
>   1. [Editing custom profile details](/support/docs/how-to-add-edit-and-delete-security-profiles#editing-custom-profile-details)
>   2. [Editing system profile details](/support/docs/how-to-add-edit-and-delete-security-profiles#editing-system-profile-details)
> 3. [How to deactivate or delete a Security Profile](/support/docs/how-to-add-edit-and-delete-security-profiles#how-to-deactivate-or-delete-a-security-profile)
>   1. [How to deactivate a security profile](/support/docs/how-to-add-edit-and-delete-security-profiles#how-to-deactivate-a-security-profile)
>   2. [How to delete a security profile](/support/docs/how-to-add-edit-and-delete-security-profiles#how-to-delete-a-security-profile)
> 
> For an indepth guide on Permissions, refer to [How to configure Permissions](/support/docs/how-to-configure-permissions).

> [!NOTE]
> Before you begin
> 
> Make sure you have:
> 
> - Permission to create security profiles (typically System Administrator access)
> - A clear understanding of what access the new profile should have
> - Documentation of the role requirements
> - A test user account for verification
> 
> **TIP:** Spend time planning permission requirements before you start. It's easier to get it right the first time than to troubleshoot access issues later.

---

## How to add a new Security Profile

### Option 1: Create from scratch

Use this option when the profile is completely unique or very different from existing profiles.

![Screenshot of Security Profiles with Add Security Profile panel open and pre-filled with sample data](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1762998296381.png)

1. Go to **SYSTEM > SECURITY PROFILES**.
2. Select **Add security profile** to open the ADD SECURITY PROFILE panel.
3. Enter the **PROFILE NAME**.
  - Use a descriptive name that identifies the role and access level.
  - Example: ‘Payroll Administrator’, ‘HR Coordinator - Read Only’, ‘Team Leader’.
4. Select an **EMPLOYEE ACCESS** level from the dropdown.
  1. Choose the most restrictive level that allows the user to perform their role.
  2. Refer to [Security Profiles – Getting Started](/support/docs/security-profiles-getting-started#employee-access-controls-which-employees-a-user-can-see-and-manage-in-jemini) for detailed explanations of each level.
5. Set **ACTIVE** to **Yes** or **No**.
  - Set to **Yes** to make the profile immediately available for assigning to users.
  - Set to **No** if you want to configure it fully before making it available.
  - If inactive, the profile won’t appear in user assignment dropdowns.
6. (Optional) Configure **REPORTS**:
  - Use the **REPORTS** backpack to select specific reports this profile can access.
  - To learn more, refer to [How to give users access to new reports](/support/docs/how-to-give-users-access-to-new-reports).
7. Select the **Green Tick Button** to save the profile.

Jemini saves the security profile details and opens the permissions panel automatically. You can also open it later by selecting the profile card.

### Option 2: Cloning an existing profile

Use this option when a similar profile exists and you want to use it as a template. It will clone all profile details and permissions, which you can then modify.

![Screenshot of security profiles with manager system profile cloned using 'clone this security profile' action button. The 'clone security profile' panel is open and outlined](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1763005765970.png)

1. Go to **SYSTEM > SECURITY PROFILES**.
2. Find the security profile you want to use as a template.
3. Select the profile card to open it, then select **Actions > Clone this security profile**.
4. The **CLONE SECURITY PROFILE** panel opens with the template profile's details pre-filled.
5. Enter a new **PROFILE NAME**.
  - Must be unique and descriptive.
  - Example: If cloning ‘Manager’, you might name it ‘Team Manager’ or ‘Department Manager’.
6. Review and adjust the **EMPLOYEE ACCESS** if needed.
  - Jemini copies the employee access level from the original profile.
  - You can change it if your new role needs different employee visibility.
7. Review the **ACTIVE** setting.
  - Usually set to **Yes** so the profile is immediately available.
  - Set to **No** if you want to fully configure it before making it available to assign.
8. Review the **REPORTS** configuration.
  - Jemini copies the report assignments from the original profile.
  - You can modify them now or after creating the profile.
9. Select the **Green Tick Button** to save the cloned profile.

Jemini creates the new security profile and copies all permission settings from the template profile. You can modify them to match your specific requirements.

---

### Configuring permissions

Once you’ve created a new security profile, the permissions panel will open. This is where you can control what functional areas users can access in Jemini.

To learn more, refer to [How to configure Permissions](/support/docs/how-to-configure-permissions).

![Screenshot of the permissions for a security profile called learning and development manager. Some tickboxes are ticked to show how this security profile's permissions could be configured](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1762998847772.png)

---

## How to edit a Security Profile

This section focuses on editing the profile details. If you want to edit permissions, refer to [How to configure Permissions](/support/docs/how-to-configure-permissions).

> [!WARNING]
> IMPORTANT
> 
> Changes to security profiles affect all users assigned to that profile immediately. If you're making significant changes, consider creating a new profile instead to avoid disrupting existing users.

![Screenshot of custom security profile panel opened by selecting the 'Edit this security profile' action button. The panel and button is outlined in red to indicate how to access the panel](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1763006156558.png)

### Editing custom profile details

1. Go to **SYSTEM > SECURITY PROFILES**.
2. Select the profile card to open it.
3. Select **Action > Edit** this security profile. The SECURITY PROFILE panel opens.
4. Make any necessary changes:
  - **Name:** Change to a more descriptive name (custom profiles only)
  - **Employee Access:** Adjust the visibility level
  - **Active:** Toggle between Yes and No
  - **Reports:** Modify which reports this profile can access

> [!NOTE]
> TIP
> 
> If the profile is already in use, you can only edit report access.
5. Select the **Green Tick Button** to save your changes

### Editing system profile details

System profiles (Employee, Manager, System Administrator) have restrictions:

#### You CAN modify:

- Report assignments

#### You CANNOT modify:

- Profile name
- Employee Access level
- Active status

You also can’t delete system profiles.

> [!NOTE]
> TIP
> 
> If you need different settings, clone the system profile to create a custom variant that you can fully configure.

---

### Editing permissions

If you need to edit the security profile’s permissions, not the profile details, simply open the security profile card to display the permissions panel.

Tick or untick the various Enable, View, Add, Change, and Delete boxes to grant or remove access, then select the **Green Tick Button** to save.

To learn more, refer to [How to configure Permissions](/support/docs/how-to-configure-permissions).

---

## How to deactivate or delete a Security Profile

When you **deactivate** a profile, it remains in Jemini but becomes inactive and can’t be assigned new users. Use this option when the profile is no longer needed but you want to keep the configuration for reference or when the role is temporarily on hold or you want to gradually phase out the existing profile and replace it with a new one.

When you **delete** a profile, it’s permanently removed from Jemini. All configration and permission history is lost. Use this option if you’ve created the profile by mistake or you’re absolutely certain your organisation will never need the profile again.

> [!NOTE]
> TIP
> 
> When in doubt, deactivate rather than delete. You can always delete later, but you can't undelete.

### How to deactivate a security profile

![Screenshot of opened security profile via 'Edit this security profile' action button and the Active toggle outlined in red to indicate location in the Security Profile panel](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1763006354300.png)

#### Checking if the profile can be deactivated

1. Go to **SYSTEM > SECURITY PROFILES**.
2. Select the security profile card you want to deactivate.
3. Select **Action > Edit this security profile**. The SECURITY PROFILE panel opens.
4. Review the **USAGE** information in the profile details:
  - **Users Active:** Number of active users currently assigned this profile
  - **Users Inactive:** Number of inactive users who previously had this profile

**If Users Active = 0:** The profile can be deactivated immediately. **If Users Active > 0:** You need to reassign those users to different profiles first.

#### Reassigning users before deactivation

If active users exist:

1. Go to **SYSTEM > USER PROFILES**.
2. For each user with the profile you want to deactivate:
  1. Select the user profile card.
  2. Open the **SECURITY PROFILE** backpack.
  3. Select a different appropriate security profile.
  4. Save the changes.
3. Return to **SYSTEM > SECURITY PROFILES** to deactivate the now-unused profile.

#### Deactivating the profile

1. Go to **SYSTEM > SECURITY PROFILES**.
2. Select the security profile card you want to deactivate.
3. Select **Action > Edit this security profile**. The SECURITY PROFILE panel opens.
4. Set **ACTIVE** to **No**.
5. Select the **Green Tick Button** to save.

#### You’ve now deactivated the Security Profile. The profile:

- Remains visible in the Security Profiles list (marked as inactive).
- Can't be assigned to new users.
- Doesn't appear in the User Profile security profile selection dropdown.
- Has all configuration preserved.
- Can be reactivated by setting Active to Yes.

### How to delete a security profile

![Screenshot of custom security profile selected and 'Delete this security profile' action button outlined in red](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1763006538885.png)

#### Checking if the profile can be deleted

1. Go to **SYSTEM > SECURITY PROFILES**.
2. Select the security profile card you want to delete.
3. Check the system profile indicator:
  - If it says ‘System Profile’, you cannot delete it.
  - If there's no system profile indicator, it's a custom profile and can be deleted.
4. Review the **USAGE** information:
  - Users Active: Must be 0.
  - Users Inactive: Can be any number, but consider if historical data is important.

#### Requirements for deletion:

- Must be a custom profile (not a system profile).
- Must have zero active users assigned.
- Profile must not be currently in use.

If the profile has assigned users (active or inactive), you'll need to decide:

- If only inactive users: You can delete, but you'll lose the historical record of what access those users had.
- If active users exist: Reassign them first (see ‘[Reassigning users](/support/docs/how-to-add-edit-and-delete-security-profiles#reassigning-users-before-deactivation)’ section above).

#### Deleting the profile

1. Go to **SYSTEM > SECURITY PROFILES**.
2. Select the security profile card you want to delete.
3. Select **Action > Delete this security profile**.
  - If the Delete option is greyed out (disabled), check:
    - Is this a system profile? (Cannot delete).
    - Does it have active users? (Reassign them first).
    - Has it been used in audit records? (Consider deactivating instead).
4. A confirmation message will appear asking if you're sure.
5. Select **Go ahead** to permanently delete the profile.
  - Or select **Go back** if you've changed your mind.

Jemini permanently removes the security profile.

> [!WARNING]
> IMPORTANT
> 
> You can’t undo deletion. If you're unsure, deactivate the profile instead.

![save or submit icon](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/save%20or%20submit%20icon.png)

Select this button to save and submit your content and close the panel.