Setting up Users & Customers

This guide explains how to create system users, link them to customer business identities, and manage those relationships in GC.AUTH — using either the guided wizard or manual entry.

Method A — User & Customer Wizard [Recommended]

The fastest way to onboard a new user together with their business identity. The 3-step wizard creates both records and links them in a single flow.

Step 1 — Open the User & Customer Wizard

Navigate to Users & Customers → Users. In the top-right corner of the Users list, click User & Customer Wizard.

Fig. 1 — The User & Customer Wizard button in the top-right corner of the Users list.

Step 2 — Enter user details (1 of 3)

The wizard opens on the User step. Choose New User (or Existing User if the account already exists) and fill in:

User (Email) — login address for the new account
First Name and Last Name
Phone — include the country dialling prefix

Wizard step 1 — user details — Fig. 2 — Wizard Step 1: fill in the user's email, name, and phone number, then click Next.

Step 3 — Link a business identity (2 of 3)

After clicking Next you land on the Customer step, with two options.

Option A — Select an existing customer. The table lists all business identities. Use the built-in column filter to narrow the list, then click the select icon on the right of the desired row — the row moves to a confirmation bar at the top.

Selecting an existing customer — Fig. 3 — Customer list with column filter active. Click the select icon to the right of the desired customer.

Customer selection confirmed — Fig. 4 — Selected customer confirmed in the green bar. Click Next to continue.

Option B — Create a new customer. Switch to the New Customer tab. Fill in Type, Customer Number, Tax ID, Company Name, contact details, and address.

Creating a new customer — Fig. 5 — New Customer tab. Complete all required fields and click Next.

Step 4 — Review summary and finish (3 of 3)

The final Summary step shows exactly what will be created: the user record and the linked customer (labelled New if freshly created). Review the details, then click Finish.

Wizard summary step — Fig. 6 — Summary step: both the new user and the new customer are shown before final confirmation.

Onboarding complete with temporary password — Fig. 7 — Onboarding complete. Copy the temporary password now — it will not be shown again.

Warning

The temporary password is only shown once. Copy it immediately and share it securely with the new user. They can change it on first login.

Method B — Manual user creation [Alternative]

Use this approach when you need to create a user account first and link a business identity afterwards, or when you only need a user without any customer association.

Step 1 — Click "Add User"

From the Users list, click the + Add User button in the top-right corner.

Step 2 — Fill in user details and click "Create"

Enter the same fields as in the wizard — email, first/last name, and phone. Click Create when done.

Fig. 9 — Manual Add User form. Fill in the required fields and click Create.

Step 3 — Copy the temporary password

As with the wizard, a one-time temporary password is displayed immediately after creation. Use the copy icon to capture it.

One-time password after manual creation — Fig. 10 — User created successfully. Copy the one-time password before closing this dialog.

Warning

This password will not be shown again after you close the dialog. Share it securely with the user.

Method C — Linking a business identity to an existing user [Manual]

If a user was created without a linked customer, or you need to add another business identity later, follow these steps.

Step 1 — Select the user and open "Linked Customers" edit

Click the user row in the list. In the detail panel below, switch to the Linked Customers tab. Click the pencil / edit icon on the right side of the tab bar to open the management dialog.

User with no linked customers — Fig. 11 — A user with no linked customers yet. The edit (pencil) icon opens the link management dialog.

Step 2 — Choose "Link Customer" or "Create & Link"

The Linked Customers dialog has two actions in the header bar:

Link Customer — search for and link an existing business identity
Create & Link — create a brand-new customer record and immediately link it to this user

Link Customer / Create & Link toolbar — Fig. 12 — The dialog toolbar: Link Customer (left) and Create & Link (right).

Step 3 — Fill in customer details and click "Create"

If you chose Create & Link, the Add Customer form opens. Fill in the Type, Customer Number, Tax ID, Company Name, and contact details. Click Create to save and link simultaneously.

Add Customer form via Create & Link — Fig. 13 — Add Customer form opened via Create & Link. Complete the fields and click Create.

Step 4 — Customer linked, setup complete

After creating the customer record, the user list immediately shows the linked business identity in the Linked Customers column. The detail panel below confirms the association.

User with linked customer — Fig. 14 — The user now shows the linked customer in both the user list and the Linked Customers tab.

Done

Your user is fully set up with their business identity correctly linked. They can now log in and access the system with the appropriate customer context.

Method D — Managing users: filter, unlink & remove [Administration]

Filtering the user list

Click any column header in the Users table to activate an inline text filter. Type to narrow results instantly; dismiss the filter with the × icon.

Column filter on user list — Fig. 15 — Column filter active on the User (Email) column. Type to narrow the list; click × to clear.

Unlinking a customer from a user

In the Linked Customers edit dialog, each linked customer row has an Unlink Customer button (chain-break icon). Click it to remove the link. The customer account is not deleted.

Unlink customer icon — Fig. 16 — The Unlink Customer icon appears on hover to the right of each linked customer row.

Removing a user & resetting passwords

Open any user row and click the edit (pencil) icon in the User Details tab. The Edit User dialog provides:

Remove — permanently deletes the user account. Available only when no customers are linked to the user.
Set New Password — generates a new temporary password for the user.
Edit name, phone, and token fields inline, then click Save.

Tip

To remove a user who has linked customers, first unlink all customers via the Linked Customers tab, then return to Edit User to use the Remove button.

In GC.AUTH: User = email address, Customer = business identity.