--- title: "User Profiles – Getting Started" slug: "user-profiles-getting-started" updated: 2025-12-19T05:05:36Z published: 2025-12-19T05:05:36Z canonical: "knowledgejems.jemini.com/user-profiles-getting-started" 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. # User Profiles – Getting Started ## 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 1. **Login credentials** - Username - Email address - Password settings - Single Sign-On (SSO) configuration 2. **Access control** - Which Security Profile(s) to assign - Active or inactive status 3. **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 > [!NOTE] > 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: 1. Search by name - Enter an employee name to search - Works for Employee user types only 2. User type - Filter by Employee, Manager, or Other - Select multiple types to see all selected types - Leave empty to show all types 3. 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 > [!NOTE] > 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 > [!NOTE] > 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](/support/docs/how-to-filter-employee-and-payroll-access). ![inactive icon(2)](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/inactive%20icon(2).png) The inactive icon indicates the items that are locked and unusable elsewhere in the system.