As a GEMS Admin, you are responsible for evaluating user access needs and applying those decisions in the system. This includes confirming who needs access to GEMS, determining the appropriate level of access required based on job responsibilities, and ensuring alignment with your organization’s license agreement. Each decision directly affects data security, compliance, and overall system risk.
User access decisions begin before a user is created and continue throughout the user lifecycle.
Make access decisions
To make effective decisions, focus on three key considerations that will guide how GEMS access should be assigned and maintained.
Click on each Decision to view additional details.
Step 1: Determine if access to GEMS is needed
Step 1: Determine if access to GEMS is needed
Confirm the user does not already have access to GEMS.
Grant access only when there is a validated business need.
Distinguish between employees who truly require access to GEMS versus those who just need to receive data outputs or reports.
Step 2: Define the appropriate level of GEMS access
Step 2: Define the appropriate level of GEMS access
In GEMS, access permission levels are applied through User Types and Roles.
Assign the User Type and permissions that align with the user’s job responsibilities.
Start with the lowest level of access and increase only when necessary.
Step 3: Confirm GEMS access can be supported
Step 3: Confirm GEMS access can be supported
Verify that the required access aligns with available GEMS license capacity.
Periodically review active users to ensure access is still appropriate. For example, during team changes or quarterly audits.
Adjust access if a user’s role changes.
Disable users when access is no longer needed, including when users leave your organization.
Determine the appropriate GEMS User Type
When creating a user in GEMS, you must select one of two User Types: Browse User or Edit User. Choosing the approperiate type helps ensure users receive the level of access required for their role.
Admin Users are assigned the Edit User Type then granted an admin User Role separately.
Selecting the appropriate user type helps ensure users have the access they need while maintaining data security. The table below provides an overview of each user type.
Type | Description | Example |
Browse Users | Users with read-only access to entity data | A member of the executive team who needs to review entity information and run reports. |
Edit Users | Users with read and edit access to entity data | A legal or corporate governance team member who maintains entity records and updates company information. |
Admin Users | Users with the ability to set up other users, support access requests, assist other GEMS users and customize GEMS interfaces, and configure system-wide settings. | A person who assigns and reviews GEMS permissions to ensure access to GEMS is secure and appropriate. |
Review GEMS License
Before assigning or updating user access, review your organization's GEMS license information. This helps ensure the requested access level aligns with your licensed user allocations and available license types. See [Review your GEMS license information] for details.