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Create a New User

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

In this article, we will show you how to create a new user account for a staff member; assign that user to a user group(s), and how to activate their account in Gingr. 

This article includes:


Helpful Hints: Before you begin

  • "Admin" users are users in your app with the highest level of permissions. These users can add, edit, and remove user groups, edit others' user accounts, access all admin pages, and more. Please note that you should restrict this access to only trusted employees as they will have access to many settings within the app. 

  • Non-admin users can be delegated select admin pages. Please see our article on User Groups and Permissions for more information on allowing certain users to access only select admin pages while retaining other restrictions on their access. 

  • Gingr does not ever delete users. When an employee leaves your company, you will set their status to Inactive. This way, records of actions, appointments, and reservations associated with the employee remain intact.  


Video Tutorial: A helpful tour.



How to: Create a new user
Create and Activate a New User Account
  1. Navigate to Left-hand Navigation: Reports & More » Users.


  2. Click Create a New User.


  3. Fill out the New User Form:

    Enter a temporary password for the user. They will log in for the first time with the temporary password you provide, and then they will be able to reset it. If you prefer to have your employee sign up on their own, please scroll down the bottom of this article for instructions.

Select the correct home Location for this user.

Important! You must set the location in order for the user to be able to log in to Gingr.


Choose the user's User Groups.

    • Select the group you would like this user to be in. They should only be a part of the user group with the highest level of permission you would like to grant. Having users as part of multiple groups can cause errors to be sure to select only one. 
    • Deselect groups they should not be in. Selecting user groups is an important step as it determines which user permissions the user will have (what they can or cannot do/ see in Gingr). It is recommended that users only be in one user group with the highest level of permissions they should have access to. 

Screenshot 2023-12-13 at 4.36.31 PM.png

Click Sign Up.

4. Upon clicking Sign Up, you will be directed back to the User Page




Edit / Update User Account Settings

  1. Click Edit from the Actions Menu.


  2. You will be navigated to the Edit User page.  

  3. From here, you can edit the username, contact information, home location and allowed locations (if multiple), and group permissions. 

  4. Click Save User.


Employee Sign-Up Instructions
If you would prefer, you can allow your employee to do the initial set up of their user account: 
  1. Direct your employee to: (Replace "companyname" with your sub domain).

  2. They will fill out the Sign Up form with their name, email address, phone number and password, and click Sign Up.

  3. Once they have done this, you can activate their account, set the home location, assign user groups (as shown above).

  4. Once you Save User, they will be able to log in for the first time.

How to: Import Users

It is possible to bulk-add users to the app. By default, users added via this upload will be assigned to Location ID 1 (which is the first location created in your app). If you need to change their allowed locations you can edit their account after. 
From Left-hand Navigation: Reports & More » Users, click Upload Users at the top.  
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You will be prompted to download an Excel file and fill out a template file that includes user first name, last name, email, cell phone number, and active status. 
Screenshot 2023-07-17 at 3.26.18 PM.png
After you have filled out this sheet, add the file to the app by clicking "Choose File" and click import. 
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After uploading, you can edit the location assignments and other details. 

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