---
title: "How to add, edit, and delete User Profiles"
slug: "how-to-add-edit-and-delete-user-profiles"
updated: 2025-12-19T05:11:36Z
published: 2025-12-19T05:11:36Z
canonical: "knowledgejems.jemini.com/how-to-add-edit-and-delete-user-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 User Profiles

## What you'll find in this guide

1. [**How to add an employee User Profile**](/support/docs/how-to-add-edit-and-delete-user-profiles#how-to-add-an-employee-user-profile)
2. [**How to add a non-employee User Profile**](/support/docs/how-to-add-edit-and-delete-user-profiles#how-to-add-a-nonemployee-user-profile)
3. [**How to edit a User Profile**](/support/docs/how-to-add-edit-and-delete-user-profiles#how-to-edit-a-user-profile)
4. [**Managing passwords**](/support/docs/how-to-add-edit-and-delete-user-profiles#managing-passwords)
5. [**How to deactivate or delete a user profile**](/support/docs/how-to-add-edit-and-delete-user-profiles#how-to-deactivate-or-delete-a-user-profile)

> [!NOTE]
> 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.

1. Go to **System > User Profiles** or **People > User Profiles**.
2. Select **Add user profile** to open the ADD USER PROFILE panel.
3. In **USER TYPE**, select **Employee** from the dropdown list.
4. In **EMPLOYEE**, select the employee you want to create a user profile for.

> [!NOTE]
> TIP
> 
> 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).
5. 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.
6. 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.
7. In **SECURITY PROFILES**, check the automatically assigned profiles and add any additional profiles needed.
  - Security profiles control what the user can access in Jemini.
8. In the **FILTER EMPLOYEE AND PAYROLL ACCESS** section, configure who this user can access:

For each selection, use the include/exclude toggle to choose whether to include or exclude those selections.

> [!NOTE]
> TIP
> 
> 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**](/support/docs/how-to-filter-employee-and-payroll-access).
  1. Set **ALL EMPLOYEES AND ALL PAYROLLS** to **Yes** if the user needs access to all employees.
  2. Set **ALL EMPLOYEES AND ALL PAYROLLS** to **No** if you want to limit access, then:
    1. Select specific **ORGANISATION COMPONENT ACCESS** if needed.
    2. Select specific **LOCATION ACCESS** if needed.
    3. Select specific **PAYROLL ACCESS** if needed.
    4. Select specific **EMPLOYEE**(s) if needed.
9. 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.
10. 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.
11. 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.

1. Go to **System > User Profiles** or **People > User Profiles**.
2. Select **Add user profile** to open the ADD USER PROFILE panel.
3. In **USER TYPE**, select **Other** from the dropdown list.
4. Enter the person’s **NAME**.
5. Enter the **USER NAME** this person will use to sign into Jemini.
6. Enter the person’s **EMAIL ADDRESS**.
  - The email address is mandatory for active user profiles. Jemini sends the account activation link to this address.
7. 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.
8. In the **FILTER EMPLOYEE AND PAYROLL ACCESS** section, configure who this user can access:

For each selection, use the include/exclude toggle to choose whether to include or exclude those selections.

> [!NOTE]
> TIP
> 
> ‘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**](/support/docs/how-to-filter-employee-and-payroll-access).
  1. Set **ALL EMPLOYEES AND ALL PAYROLLS** to **Yes** if the user needs access to all employees (typical for administrators).
  2. Set **ALL EMPLOYEES AND ALL PAYROLLS** to **No** if you want to limit access, then:
    1. Select specific **ORGANISATION COMPONENT ACCESS** if needed.
    2. Select specific **LOCATION ACCESS** if needed.
    3. Select specific **PAYROLL ACCESS** if needed.
    4. Select specific **EMPLOYEE**(s) if needed.
9. 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.
10. 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.
11. 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

1. Go to **System > User Profiles** or **People > User Profiles**.
2. Find and select the User Profile you want to edit.
3. Make your changes in the USER PROFILE panel.
4. 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:

1. Open the User Profile.
2. In the **PASSWORD AUTO RESET** section, select **Auto reset password**.
3. Jemini will send an email with a temporary reset link to the user's email address.
4. 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:

1. Open the User Profile.
2. In the **Password manual reset** section, set **MANUAL PASSWORD RESET** to **Yes**.
3. Enter a password in the **NEW PASSWORD** field.
4. Re-enter the password in the **CONFIRM PASSWORD** field.
5. Note the password complexity requirements displayed.
6. 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.

1. Go to **System > User Profiles** or **People > User Profiles**.
2. Open the User Profile you want to deactivate.
3. Set **ACTIVE** to **No**.
4. Select the **Green Tick Button** to save your changes.

### Deleting a profile

1. Go to **System > User Profiles** or **People > User Profiles**.
2. Open the User Profile you want to delete.
3. Select the **Delete icon.**
4. 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.

![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.

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

Select this rubbish bin icon to delete your content or configuration. If the icon is greyed out, the delete function is deactivated.