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Creating User Roles & User Groups

Granular access to control who can see and do what on the platform

Alan Schmoll avatar
Written by Alan Schmoll
Updated this week

This guide provides a comprehensive overview of the different access levels available in GEP, helping you manage user permissions effectively. Whether you're setting up a new organisation or managing access to sensitive data, understanding how roles work is key to maintaining security and operational efficiency.

Navigation

To manage access, navigate to the Organisation section in the GEP sidebar. There, you’ll find two key tabs:

  • User Groups: View the three standard access levels (Super Admin, Admin, User) or create custom user groups with unique permission sets. You can also invite users directly into these existing or newly created groups.

  • User Directory: This is where you manage your user base — inviting users to join your organisation and assigning them access to relevant entities.

1. High-Level Summary

Key Differences Across Access Types

  • Super Admin (Full control across all features): Has the highest level of access, including full control over company settings, all user groups, all entities, documents, compliance events, and wallet transactions.

  • Admin (Broad control within assigned scope): Has significant access but with some restrictions compared to Super Admin. Can manage accessible user groups, accessible entities, documents, compliance events, and wallet transactions within their scope.

  • User (Limited, mostly own data and tasks): Has limited access, primarily focused on viewing and managing their own data and tasks. Cannot perform actions that affect other users or the overall company settings.

2. Detailed Coverage of Each Access Type

Super Admin

  • Company: View and update company details.

  • User Groups: View all user groups, create new groups, update and delete any group, invite and remove users from any group.

  • Entities: View all entities, create new entities, update and delete any entity, import and export entities.

  • Documents: Upload, view all documents, update, grant permissions, delete, lock, export, archive, and unarchive documents.

  • Audit Trail: View and export audit trail events.

  • Identity Profiles: View, create, update, merge, and delete profiles.

  • Compliance Tracker: View, create, update, and delete compliance events.

  • Task Wizard: View all conversations, create new conversations.

  • Entity Mapping: View entity mapping.

  • Wallet: View, create, and update wallet details, view balance and transactions, manage global accounts, conversions, transfers, and generate reports.

Admin

  • Company: View and update company details.

  • User Groups: View user groups they belong to, create new groups, update and delete groups they belong to, invite and remove users from groups they belong to.

  • Entities: View entities they are assigned to, create new entities, update and delete entities they are assigned to, import and export entities.

  • Documents: Upload, view documents they have created, update, grant permissions, delete, lock, export, archive, and unarchive documents they have created.

  • Audit Trail: View and export audit trail events.

  • Identity Profiles: View, create, update, merge, and delete profiles.

  • Compliance Tracker: View, create, update, and delete compliance events.

  • Task Wizard: View own conversations, create new conversations.

  • Entity Mapping: View entity mapping.

  • Wallet: View, create, and update wallet details, view balance and transactions, manage global accounts, conversions, transfers, and generate reports.

User

  • Company: View company details.

  • User Groups: View user groups they belong to, update and delete groups they belong to, invite and remove users from groups they belong to.

  • Entities: View entities they are assigned to, create new entities, update and delete entities they have created, import and export entities.

  • Documents: Upload, view documents they have created, update, grant permissions, delete, lock, export, archive, and unarchive documents they have created.

  • Audit Trail: View audit trail events.

  • Identity Profiles: View, create, update, merge, and delete profiles.

  • Compliance Tracker: View, create, update, and delete compliance events.

  • Task Wizard: View own conversations, create new conversations.

  • Entity Mapping: View entity mapping.

  • Wallet: View, create, and update wallet details, view balance and transactions, manage global accounts, conversions, transfers, and generate reports.

3. How to Create a Custom Group: Step-by-Step Explanation

Creating a custom group involves filling out several sections in the form. Here’s a detailed guide on how to complete each part:

  1. Click “Create Custom Group”.

    1. Navigate to the user groups section and click the Create Custom Group button.

  2. Fill in Group Details.

    1. Group name: Enter a clear, descriptive name for the group.

    2. Group description: Provide a brief description to explain the group’s purpose or role.

  3. Configure User Permissions for This User Group

    1. Select the appropriate permissions across all key areas of the platform:

      1. Company profile

      2. User groups

      3. User management

      4. Entity management

      5. Documents

      6. Audit trail

      7. Individual and corporate profile management

      8. Compliance tracker

      9. Geni (AI assistant)

      10. Entity map

  4. Set Access Permissions

    1. Global permissions: Decide if you want to grant access to all users or customize access for specific users.

  5. Add Members

    1. Email addresses: Enter the email addresses of the members you want to add.

    2. Use the “Add more team members” button to include additional members.

  6. Final Step

    1. Save: Once all fields are complete, click Save to create the group.

    2. Cancel: Click Cancel if you need to discard the changes.

By following these steps, you can successfully create and configure a custom group, ensuring that all necessary permissions and details are accurately set.

4. How to Create a User: Step-by-Step Explanation

Creating a new user involves filling out several fields in the "Add users" pop-up window. Here’s a detailed guide on how to complete each part:

  1. Email:

    1. Enter the email address of the new user in the "Email" field. This is a mandatory field and ensures that the user receives an invitation to join the platform.

  2. User Group:

    1. Select or assign a user group from the dropdown menu labelled "User group." This helps categorize the user based on their role or permissions within the organization.

  3. Add User:

    1. If you need to add more than one user, click on the "+ Add user" option. This allows you to enter multiple email addresses and assign groups to each user.

  4. Invite or Cancel:

    1. Once all users are added, click on the "Invite" button to send invitations. This action will send an email to each user with instructions on how to join the platform.

    2. If you need to discard the changes or stop the process, click the "Cancel" button.

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