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Advice and answers from the Gem Team

Gem Admin Guide

  • Updated

As a Gem Admin, you have access to the Team Settings dashboard to help you manage your users and team-level features: https://www.gem.com/admin

 

Below are some common actions you may need to perform as the Admin for your team:

 

Inviting a user to Gem

The steps to add or invite a user to Gem can be found here.

 

Setting user access levels

Gem currently provides three levels of permissions access. You can use these levels to restrict or increase capabilities in Gem.

 

By default, all new Gem users will start off with Standard access. This can be changed by Gem Admins from the Team Settings dashboard.

 

The three levels are:

  1. Standard (default) - Users have access to all Gem features that are a part of your plan, except the Team Settings dashboard.

  2. Admin - Feature set is identical to Standard, but with access to the Team Settings dashboard.

  3. Limited (by request) - Contact your Gem Customer Success Manager to learn more about Limited access. Access to specific features with this user role will depend on the plan you are on.

 

To edit a user’s access:

  1. Go to your Team Settings Dashboard: https://www.gem.com/admin

  2. Under “Team members”, find your user and look under the “Access” column.

  3. Click on the dropdown menu button and select the desired level.

 

Deprovisioning a user

Users can be deprovisioned if they leave your company or will no longer be using Gem.

  1. To log in, Gem relies on a user’s Google or Microsoft credentials. If an employee leaves your company, work with your IT team to ensure their Google or Microsoft account is deactivated so they cannot log into Gem on any new devices.

  2. If there are any devices the individual has access to where they are logged into Gem, Gem Admins can email support@gem.com and request that we forcefully stop all Gem sessions for the user. Please include the user’s name and email address in your request.

  3. To remove their stats from being displayed in Gem, go to your Team Settings dashboard Team members find the user click on the gear icon to the right of the page select “Deprovision User”. This does not delete their historical data - it hides it.

 

Holiday Settings

Review and set your holidays to prevent outreach to candidates on specific days. Additional information on this can be found here.

 

Email Sending Limits

You can throttle the number of emails sent by users per day or minute, as well as the number of emails a prospect can receive per day or week through Gem.

 

The default value is "Unlimited" for all fields and you can choose to configure each one based on what works best for your team.

 

 

Setting up Team SAML Configurations

Gem supports Single Sign-On (SSO) for your team, configurable through the Team Settings Dashboard. There, you will be able to set up SAML configurations for any domain already connected to your team. The dashboard will also help you end-to-end test the entire SSO login process before enforcing SSO for your whole team.

 

If you need help performing these steps, please consult your IT team for assistance.

 

Identity Provider Configuration

The following configuration information is for Okta, but can apply to other identity providers, as well. (Parameter names may differ slightly from provider to provider.):

  • Single Sign On URL: https://www.gem.com/api/saml/sso/<insertdomain.com>

  • Audience URI (SP Entity ID): https://www.gem.com/api/saml/sso/<insertdomain.com>

  • Application username: email

Attribute Statements:

  • first_name (Name Format: Basic) should map to the user’s first name

  • last_name (Name Format: Basic) should map to the user’s last name

The following fields should be left in their default states:

  • Default RelayState

  • Name ID format

 

Creating a new SAML configuration in Gem

  1. Open the Additional settings tab in the Team Settings dashboard. You can also access this page at gem.com/admin/additional.

  2. Click Edit/Create SAML Configuration.

  3. Select the chosen domain that you want to create a SAML configuration for.

  4. Paste in your IDP metadata XML.

  5. Fill in users who you want to test SSO with before it is enforced globally. Make sure that you have confirmed they are users who are able to test and troubleshoot SSO login issues on your team.

  6. The Enforced checkbox is disabled in the creation window because we want to make sure that your team is able to test end-to-end and confirm that the SSO login process works for your test users before it is enforced globally to the rest of the team.

  7. Save your changes.

Now that this new configuration is saved, any testing users will now be able to test the SSO login process. Once you are able to confirm that each of your testing users are able to successfully login via SSO, you can proceed to enforcing SSO for all team members.

 

Editing an existing configuration

  1. Click Edit.

  2. Check the Enforced box.

  3. Save your changes.

SSO is now enforced for your whole team! In the event that you encounter errors anywhere in the process, review your SAML configuration and make sure that everything is set correctly. If errors persist, please contact the Gem Support team at support@gem.com with the details of your issue.

 

Create a "Do Not Contact" company list

You can prevent members of your team from contacting candidates that are currently working at specific companies. More information on this can be found here.

 

Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.

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