Ongoing user management is a critical part of your administrative responsibilities in GEMS. When users or their responsibilities change, it’s essential to keep GEMS accounts accurate, up-to-date, and aligned with the appropriate level of access.

Most updates begin with the Basics Screen, where you can review and edit a user’s core user account. This section includes key fields that define how a user is set up and how they interact with GEMS, including access configuration, contact information and system notifications.

Explore the sections and fields below to learn what information they contain and how they support effective user management.

Control whether the user can access GEMS.

Disable accounts when access is no longer required (for example, extended leave or departure) to prevent unauthorized use.

Re-enable only after confirming the user still requires access and their permissions remain appropriate.
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Maintain accurate user identity within GEMS.

Update name details when user information changes to ensure records remain searchable, audit trails are clear, and system activity is linked to the correct user.
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Define the level of access a user has in GEMS.

Update the User Type (Browse or Edit) when responsibilities change to ensure the user has the appropriate level of access based on what they need to do in the system.

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Grant or restrict specialized editing capabilities.

Add or remove this permission based on whether the user needs to modify charting data in GEMS.

Ensure user contact and organizational information is current.

Update contact details to support communication, user identification, and alignment with organizational structure, such as position or site location.

Control how users receive system-generated emails.

Adjust email settings to ensure users receive the right information at the right frequency, supporting awareness without overwhelming users with unnecessary notifications.

Save your updates to ensure they’re reflected in the system.

Learn how to update a user's Basics Screen by following the steps in [Update a user's Basics Screen article.]