--- title: "Managing Users" source: /gcxone/platform-fundamentals/managing-users locale: en updated: 2026-09-13 --- ## **What Managing Users Does** Once users are onboarded, administrators can modify their access, permissions, and entity visibility as their responsibilities evolve. All user management is done from **Settings → Users.** ## **Why It Matters** User access that isn't maintained becomes a security risk. Operators who change roles, leave the organization, or take on new sites need their access updated immediately — Managing Users ensures access always reflects current responsibilities. ## **How It Works** Each user in GCXONE has two layers of access control: - **Role** — Defines what the user can do (privileges and module access). - **Entity Access** — Defines which customers, sites, devices, and sensors the user can see. Both can be updated independently at any time. Changes take effect immediately — the user may need to refresh their browser to see updates. Entity access can be adjusted per user without creating or editing a role at all: **Override** replaces whatever the role grants with a custom selection, and **Merge** adds a custom selection on top of it — useful for temporary or one-off access without disturbing the shared role. ## **Key Capabilities** ### Viewing and Searching Users Navigate to **Settings → Users.** Use the search bar to find a user by name or email. ### Editing a User Editing a user opens the same Personal Information, Address Information, and Account Settings fields set when they were invited — including their Genesis Role, GCXONE Role, Customer Group, Session Timeout, Partner Login, and MFA — pre-filled for update. Saving takes effect immediately; the user's next action reflects the new access. For the full field list and the exact dialog, refer to [User Management](/gcxone/admin-guide/user-management). ### Editing User Entity Access Entity access is changed independently of the role, through Override or Merge mode (see How It Works above), with an **Include Children** option so a parent customer or site automatically carries any current and future sub-entities without being re-selected one by one. For the click-by-click steps, refer to [User Management](/gcxone/admin-guide/user-management). ### Removing a User Removing a user deletes their record from the platform immediately, with no confirmation step — the user disappears from the Users table as soon as you click Remove User, and the action cannot be undone. There is no way to restore a removed user's account; for temporary access removal, restrict their role or entity access instead of removing them outright. ## **Real-World Use Cases** - An operator is promoted to admin — their role is updated in under a minute and changes take effect immediately without re-inviting them. - A new site is added to a customer — admin uses Merge mode to add the site to the relevant operators' entity access without touching their existing permissions. - A team member leaves — admin removes their access immediately from the Users table and confirms during the next quarterly audit that no inactive accounts remain. ## **Best Practices** - **Quarterly Audits** — Review your user list every 3 months. Remove or restrict access for users who are no longer active. - **Offboarding** — Remove user access immediately when a team member leaves the organization. - **Avoid Shared Accounts** — Never share a single login between multiple people, as this destroys the audit trail. - **Double-check before removing** — Remove User has no confirmation prompt, so confirm you have the right row selected before clicking it. ## **Additional Details** ### Troubleshooting **User Cannot See a Site or Camera** Check their entity access via **Edit User Entities.** Ensure the relevant site or customer is selected with Include Children enabled. **Permission Changes Not Reflected** Changes take effect within 5 seconds. Ask the user to refresh their browser tab. **User Locked Out** Remove and re-invite the user if they cannot reset their password through the standard flow.