What you'll find in this guide
Before you begin
What you need:
User Profile application and record permissions set in security profile access.
If creating an employee user profile:
The person must already exist as an employee record in Jemini (including contractors with Employment Status = Contractor)
Having the employee's primary email address set up in their contact details will make this process smoother (fields auto-populate)
If creating a non-employee user profile:
You'll need the person's name, username, and email address
Make sure you know:
Which User Type to apply (Employee or Other)
Which Security Profile(s) to assign
Which employees and payrolls the user should access
How to add an employee User Profile
If a person exists as an employee record in Jemini (including contractors, casuals, or any employment status), set their user profile up as an ‘Employee’ user type.
Go to System > User Profiles or People > User Profiles.
Select Add user profile to open the ADD USER PROFILE panel.
In USER TYPE, select Employee from the dropdown list.
In EMPLOYEE, select the employee you want to create a user profile for.
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When you select an employee, Jemini automatically fills in the USER NAME and EMAIL ADDRESS fields using the employee's details (if their contact details are complete). It also assigns the appropriate security profiles (Employee, and Manager if they manage others).
Check the USER NAME field.
If the employee has a primary email address set up, this field will already be filled with either their email address or Jemini ID (depending on your system settings).
If this field is empty, it will auto-populate once you enter the email address in the next step.
Depending on your system settings, you might not be able to change this field.
In EMAIL ADDRESS:
If the employee has a primary email address set up in their contact details bubble, this field will already be filled.
If this field is empty, enter the email address manually. This auto-populates the USER NAME field.
The email address is mandatory for active user profiles. Jemini sends the account activation link to this address.
In SECURITY PROFILES, check the automatically assigned profiles and add any additional profiles needed.
Security profiles control what the user can access in Jemini.
In the FILTER EMPLOYEE AND PAYROLL ACCESS section, configure who this user can access:
Set ALL EMPLOYEES AND ALL PAYROLLS to Yes if the user needs access to all employees.
Set ALL EMPLOYEES AND ALL PAYROLLS to No if you want to limit access, then:
Select specific ORGANISATION COMPONENT ACCESS if needed.
Select specific LOCATION ACCESS if needed.
Select specific PAYROLL ACCESS if needed.
Select specific EMPLOYEE(s) if needed.
For each selection, use the include/exclude toggle to choose whether to include or exclude those selections.
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Even with ‘All Employees’ enabled, Employee users can only access people within their reporting chain. To grant broader access, use the Other user type instead.
For more information on filtering access, refer to How to filter employee and payroll access.
Set ACTIVE to Yes or No.
Set to Yes to make the profile immediately available.
Set to No and enter an ACTIVATION DATE if you want to activate it later.
Set SINGLE SIGN ON to Yes or No.
Set to Yes if your organisation uses single sign-on for Jemini.
Set to No if users will sign in with a Jemini username and password.
Select the Green Tick Button to save the profile.
After activating the profile, the user will receive an activation email asking them to set up their password and security questions (unless Single Sign On is enabled).
How to add a non-employee User Profile
If a person needs system access but doesn't have an employee record – like a system administrator or external consultant who isn't in your payroll system – set their user profile up as an ‘Other’ user type.
Go to System > User Profiles or People > User Profiles.
Select Add user profile to open the ADD USER PROFILE panel.
In USER TYPE, select Other from the dropdown list.
Enter the person’s NAME.
Enter the USER NAME this person will use to sign into Jemini.
Enter the person’s EMAIL ADDRESS.
The email address is mandatory for active user profiles. Jemini sends the account activation link to this address.
Select one or more SECURITY PROFILES for this user.
Security profiles control what the user can access in Jemini.
Other users can be assigned any security profile, including administrative profiles with full system access.
In the FILTER EMPLOYEE AND PAYROLL ACCESS section, configure who this user can access:
Set ALL EMPLOYEES AND ALL PAYROLLS to Yes if the user needs access to all employees (typical for administrators).
Set ALL EMPLOYEES AND ALL PAYROLLS to No if you want to limit access, then:
Select specific ORGANISATION COMPONENT ACCESS if needed.
Select specific LOCATION ACCESS if needed.
Select specific PAYROLL ACCESS if needed.
Select specific EMPLOYEE(s) if needed.
For each selection, use the include/exclude toggle to choose whether to include or exclude those selections.
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‘Other’ users can access employees across your entire organisation, regardless of reporting relationships. This makes them ideal for HR, payroll, and system administrators.
For more information on filtering access, refer to How to filter employee and payroll access.
Set ACTIVE to Yes or No.
Set to Yes to make the profile immediately available.
Set to No and enter an ACTIVATION DATE if you want to activate it later.
Set SINGLE SIGN ON to Yes or No.
Set to Yes if your organisation uses single sign-on for Jemini.
Set to No if users will log in with a Jemini username and password.
Select the Green Tick Button to save the profile.
After activating the profile, the user will receive an activation email asking them to set up their password and security questions (unless Single Sign On is enabled).
How to edit a User Profile
Go to System > User Profiles or People > User Profiles.
Find and select the User Profile you want to edit.
Make your changes in the USER PROFILE panel.
Select the Green Tick Button to save your changes.
Managing passwords
User Profiles offer two password management options:
Password Auto Reset
This sends an automated email with a password reset link to the user's email address.
When to use:
User has forgotten their password
Initial account setup for new users
User's password reset link has expired
How to use:
Open the User Profile.
In the PASSWORD AUTO RESET section, select Auto reset password.
Jemini will send an email with a temporary reset link to the user's email address.
The user follows the link to set their own password.
Important:
The user must have an email address in their profile.
Auto reset is disabled when Single Sign-On is enabled.
Reset links expire after a set period.
Manual Password Reset
This allows administrators to set a password directly for the user.
When to use:
Email delivery issues prevent auto reset
Immediate access is needed without waiting for email
How to use:
Open the User Profile.
In the Password manual reset section, set MANUAL PASSWORD RESET to Yes.
Enter a password in the NEW PASSWORD field.
Re-enter the password in the CONFIRM PASSWORD field.
Note the password complexity requirements displayed.
Select the Green Tick Button to save.
The user can now sign in with the password you set.
Important:
While manual reset is enabled, you can't change other User Profile settings.
Toggle manual reset back to No after setting the password.
Manual reset is disabled when Single Sign-On is enabled.
How to deactivate or delete a User Profile
Deactivating a profile
Consider setting User Profiles to inactive rather than deleting them to preserve audit history and maintain data integrity.
Go to System > User Profiles or People > User Profiles.
Open the User Profile you want to deactivate.
Set ACTIVE to No.
Select the Green Tick Button to save your changes.
Deleting a profile
Go to System > User Profiles or People > User Profiles.
Open the User Profile you want to delete.
Select the Delete icon.
Confirm the deletion.
When you can't delete
You can't delete a User Profile if:
It's a system profile (these are built-in profiles that Jemini requires).
The user has audit history that must be preserved.
The profile is currently active.
If you can't delete a User Profile, set it to Inactive instead.
