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Adding Users to Your Online Account

Our customers have told us that they want the power to be able to add in multiple employees into their online account with the ability to control and monitor their purchasing – We have listened (we always try) and built Gemaire.com with this very powerful user management functionality. 

Quick Definitions: User Types, Account Levels

User Types

There are three possible user types that can be setup within your online Gemaire.com account. The Company Admin is the highest / most powerful user type of account. The Company Admin needs to the one at your company to first establish the Gemaire.com online account. They will be able to set up all the users and set their purchasing rights. There can only be one Company Admin but there can be unlimited Company Managers and Company Buyers

Company Admin: The Company Admin is the super user on the account with all access and control. They have full rights to all pricing, accounts and have the ability to set up Company Managers and Company Buyers.

Company Manager: The Company Manager accounts will have access to view other Company Buyer accounts, toggle all billing accounts, access all order templates, and view orders that they have created and orders that all buyers have created.  Managers will not be able to view orders made by other company managers or orders created by the Company Administrator.  

Company Buyer: The Company Buyer will be placing the orders online for the company. When setting up the Company Buyers, the Company Admin can choose to hide pricing from buyers, limit their ability to edit order templates, grant permission to some or all available accounts to the buyer, and can set order permission thresholds and approvals.  Buyers will only be able to view all of the orders that they have placed.

Account Levels

There are three different types of Gemaire.com account structures. Each structure is easy to set up and this structure can be easily updated at any time. The Company Admin has complete control over setting up the users and the structure or permissions/rights that these users have. The Gemaire.com account structures are very flexible and once they are set up they are easy to add in new users or change account settings. If you would like assistance in setting up your account structure, please consult with one of our Ecommerce Customer Service staff as they will be happy to help

One Level:  All buying activity is handled by one person at a company. This person will be set up as the Company Admin account and will have full access. No other users will need to be added on to this account.

Two Level:  A typical two level account is where the owner or senior manager establishes the company Gemaire.com Company Admin account and then sets up one or more employees as Company Buyers to place orders. Each Company Buyer can be set up, if needed, with account limitations such as what accounts they can purchase from, spending limits, approval requirements and can be even be limited to buy only certain products thru the Order Template system.

Three Level: This account structure is usually for large companies with multiple business units or offices where each business unit is responsible for managing and placing orders for their own needs. The Company Admin sets up a Company Manager for each of the business units. These Company Managers may be placing the orders online or they can set up Company Buyers who work under their control to conduct business. It is important when setting up a Three Level structure that you set up the Company Admin first then all the Company Managers and finally the Company Buyers.

 

How to Setup Multiple Users on Gemaire.com:

If you would like to setup a new account with Gemaire.com, please follow these instructions to complete the process:



Step 1: 

The Company Admin account needs to sign in to their account and go to the Manage Users section of the dashboard. 



Adding Users Step 1
 

Step 2:

Select “Add User” on the account management “Manage Users” page

 

Adding Users Step 2
 

Step 3: Adding a New User

Simply fill in the user contact information, password and select the User Role. 

PRO TIP: You must select a "User Role" before a new user can be created. Company Buyer roles have additional selections / permissions that are described here:

Adding a Company Manager

Select "Company Manager" from the User Role dropdown menu. The Company Manager accounts will have access to view other Company Buyer accounts, toggle all billing accounts, access all order templates, and view orders that they have created and orders that all buyers have created.  Managers will not be able to view orders made by other company managers or orders created by the Company Administrator.  

Adding a Company Buyer

Select “Company Buyer” for the User Role. Upon selection of User Role, additional settings will appear and are described next in Step 4.



Adding Users Step 3
 

Step 4: User Settings, Permissions & Assignments

After setting up all the configurable values for a new user just click on the blue “Add User” button and they will be immediately added to the account. They will receive an email with their username and password. 

Settings

Display Pricing: This allows you to hide all product pricing from displaying on the site. The Company Buyer will be able to create an order on the site but they must be approved by the person that is set up in his account as the approver for that order to be placed with Gemaire. The person approving the orders will be notified by email and they can see all pending orders in their Gemaire.com online account.

Can Edit Order Templates: This setting establishes if the Company Buyer can change products that appear on Order Templates or create new Order Templates.

Permissions

Does Not Require Approval: Full access to place orders directly on Gemaire.com

Always Requires Approval:  All orders created by the Company Buyer will need to be approved before they are sent in to Gemaire.com. The designated person to approve the orders for the Company Buyer will be emailed directly that an order is pending. They will be able to see all pending orders in their Gemaire.com Account Management screen. All they have to do is click the Approve Order to send the order in to Gemaire.com for processing.

Sometimes Require Approval: Here you can set a dollar value threshold that if the order exceeds will trigger the order to be held in pending for approval. Orders below the threshold will be automatically sent in to Gemaire.com for processing. The designated person to approve the orders for the Company Buyer will be emailed directly that an order is pending. They will be able to see all pending orders in their Gemaire.com Account Management screen. All they have to do is click the Approve Order to send the order in to Gemaire.com for processing. They can also decline

Assignments

Assign Order Templates: The Company Buyer can be set to have access to purchase from All Order Templates or just the ones you choose.

Assign Account Numbers: The Company Buyer can be locked into certain business accounts for purchasing.


Adding Users Step 4
 

Need More Help?

If you have any questions about our help topics please feel free to contact us at support@gemaire.com or by phone at 888-601-0038. Check back often as we will be adding more help sections soon.

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