Overview
Permissions → Users view is where you manage the organization's user accounts. Users are granted rights through permission groups and restricted in terms of which teams and customers they can see. New users can be created either directly or through email invitations. If you are using Entra ID integration, where your organization's IT department grants users access to the platform, there is usually little need to add new users manually. Below are instructions for manually adding a user.
Creating a New User Directly
Create a user by clicking + new
Enter the username (email). The system checks if the username is already in use.
- If the username already exists in the Gillie system under another organization, the user is added as an existing user — only teams and permissions are defined.
- If the username is new, also enter first name, last name, and password.
User Details
Identification Information
- Username (email)
- First name and last name
Authentication
- Passwords and permissions from Gillie — Gillie's own authentication. You can enable two-factor authentication here.
- Another option is organization-defined SSO integrations.
Permissions to Customer Data
This defines which customers and teams the user can see:
- Use allowed customers — a toggle that restricts the user to viewing only specified customers. If enabled, an allowed customers list is defined.
- Allow all teams — if enabled, the user sees all teams. If disabled, select allowed teams.
- Disallowed customers (disallowed_customers) — a list of explicitly blocked customers.
- Alert type groups — restricts which alert types the user can see.
- Default teams — pre-selected teams for the user.
Customer App Settings
If customer app settings have been defined in your organization, select a customer app configuration for the user or choose do not use customer app.
Permissions
Permissions are assigned to the user based on their role. The role determines what actions the user is allowed to perform.
User Invitations for External Persons
User invitations are emails sent by the administrator to ask a new user to join the organization in Gillie. The recipient receives a link to create a password and log in for the first time.
Opening the Invitations View
- Open Permissions → Invite Users from the main menu.
- The list view shows all invitations with their status: Sent, Accepted, Expired, Cancelled.
Sending a New Invitation
- Click + new.
- Select whether the person is a family member or a support worker.
- Select the customer app to be used.
- Enter the recipient's email address and name.
- Select the team(s) to which access is granted.
- Click Send Invitation.
The recipient receives an email with a link to accept the invitation.
Invitation Status
- Sent — awaiting acceptance.
- Accepted — the user has created an account and can log in.
- Expired — the link is no longer valid; send a new invitation.
- Cancelled — the administrator has cancelled the invitation.
Resending and Cancelling Invitations
- Open the invitation from the list by clicking it.
- Select Resend or Cancel.
Note. Use personal accounts instead of shared accounts so the audit trail shows who made the changes. An expired invitation does not create an account — the user must receive a new invitation from the administrator.
Tip. If a user works in multiple organizations, the same email address works in all — Gillie recognizes the existing user at step 1 and automatically combines organization permissions. If the invitation recipient cannot find the message, ask them to check their spam folder — you can also manually copy the invitation link from the invitation details.