User Profiles control who can access Jemini
Each person who needs to access Jemini requires a User Profile. It controls what they can see and do within the system.
User Profiles let you manage
Login credentials
Username
Email address
Password settings
Single Sign-On (SSO) configuration
Access control
Which Security Profile(s) to assign
Active or inactive status
Access to employees and payrolls
Which employees the user can view and manage
Which payrolls the user can access
Filtering by organisation component, location, payroll, or individual employees
TIP
User Profiles are different from Employee Profiles. An Employee Profile contains personal and employment information about an employee, while a User Profile controls system access.
Access User Profiles from two locations
System > User Profiles (For system administrators managing security and access controls alongside other system settings)
People > User Profiles (For HR administrators managing employee access alongside other HR tasks)
Both locations access the same User Profile functionality. Use whichever location fits your workflow.
User profile cards and how to view them
When you open User Profiles, you'll see user profile cards. By default, Jemini only shows Active users.
Filter controls
Use the filters on the left to find specific user profiles:
Search by name
Enter an employee name to search
Works for Employee user types only
User type
Filter by Employee, Manager, or Other
Select multiple types to see all selected types
Leave empty to show all types
User status
Filter by user status (Active, Locked Out, Not Active Yet, etc)
Select multiple statuses to show all selected statuses
Default: Active status is already selected when you open User Profiles
TIP
To see all users regardless of status, remove the Active status from the User status filter.
What's on the user profile cards
Each card shows:
Username: The username for signing in
User type: Employee or Other
Name: The person's display name (from their employee record or manually entered)
User status: Active, Inactive, Locked Out, etc.
Card visual indicators
Warning icon: User has an expired activation link, is locked out, or had an activation email failure
Inactive icon and darker card: User profile is inactive
System icon: User profile is system-generated and can't be deleted
Common user statuses
Active: User can sign in
Not Active Yet: User profile created but not yet activated
Temporarily Inactive: User profile deactivated (scheduled activation date may exist)
Locked Out: User locked out due to too many failed sign-in attempts
First Time Active: User needs to complete initial account setup
User types – Employee and Other
When you create a User Profile, you need to select a user type: Employee or Other.
When to use Employee user type
Use Employee when the person exists as an employee record in Jemini, regardless of their employment status:
Permanent employees
Contractors (with Employment Status = Contractor in their occupancy)
Casual staff
Fixed-term employees
Anyone who's paid through your payroll and has an employee record
If they have an employee record in the system, use Employee user type.
When to use Other user type
Use Other when the person does NOT exist as an employee record in Jemini:
System administrators who aren't employees in your organisation
External consultants who aren't in your payroll system
Third-party support staff
Anyone who needs system access but isn't tracked as an employee
If they don't have an employee record in Jemini, use Other user type.
Filtering employee and payroll access
The Filter Employee and Payroll Access section controls which employees and payrolls a user can view and manage in Jemini.
Giving access to all employees and payrolls
Set ALL EMPLOYEES AND ALL PAYROLLS toggle to Yes to give the user access to all employees and payrolls in your organisation. This works well for:
HR administrators
Payroll managers
System administrators
Other users who need organisation-wide access
TIP
Even with "All Employees" enabled, Employee user types can only access people within their reporting chain. To grant broader access across the organisation, use the Other user type instead.
Custom filtering options
When you set ALL EMPLOYEES AND ALL PAYROLLS to No, you can create custom filters to control exactly which employees and payrolls the user can access.
You can filter by:
Organisation Component
Limit access to specific divisions, departments, or organisation units
Useful for divisional managers or department heads
Location
Limit access to employees at specific work locations
Useful for site managers or location-based administrators
Payroll
Limit access to employees in specific payrolls
Useful for payroll officers who manage particular pay groups
Employee
Limit access to specific individual employees
Useful for specialised roles or exceptions
For each filter, toggle between Include (only selected items) or Exclude (everything except selected items).
Detailed instructions
For step-by-step guidance on configuring these filters, refer to How to filter employee and payroll access.
.png)