Administration at a glance
- Purpose
- Find your way around Administration and see what each admin page is for.
- Who is this for
- Admins
- Permissions
- Admin role.
Administration is where Admins shape Gembaa for the whole workspace. Admins decide which fields exist, what things are called, which modules are on, who has access, how the app looks and what the left menu shows. Changes here affect every member, so most pages save only when you click a button and many ask you to confirm.
Open Administration
If you have the Admin role, a gear icon appears in the header. Click it to open Administration, or middle-click it to open Administration in a new browser tab. People without the Admin role do not see the gear.
Administration has its own left menu in place of the normal one. To return to your workspace, click the Gembaa logo in the header.
The Administration pages
There are ten pages, listed here in the order of the Administration menu.
| Page | What it is for |
|---|---|
| Entity & fields | Add and change fields on every table, set up formulas and rollups, and choose where fields appear in the record panel. Also holds each entity's name and ID prefix, and the Allocation settings tab. See Entities and custom fields and Terminology. |
| Members | The list of everyone with an account, with their roles and status. Also has the Access groups and Explain access tabs. See Members, SSO and provisioning, Access control and Permissions at a glance. |
| Presets | Create ready-made tabs for each page and choose who receives them. See Preset tabs. |
| Colors & themes | Create themes with your own colours, logo, favicon and font, and choose the workspace default. Also holds the PowerPoint template card. See Theme and colours and PowerPoint template. |
| Link types | Define the kinds of link people can draw between two records, such as blocks or relates to. See Link types. |
| General | Workspace-wide settings: date format, default language, First-time setup for new users and the Navigation card for the left menu. See Settings on the General page. |
| Features | Turn whole modules, such as Tasks, Pulse or Finance, on or off for everyone. See Turn features on or off. |
| Data | Switch the workspace to a seed profile. See Data and seed profiles. |
| Activity log | A timeline of what admins and members have changed. See Admin activity log. |
| Support | Let Gembaa staff into your workspace and choose what they can do. See Support and Gembaa staff access. |
Allocation settings, such as the working calendar and scenarios, sit on a tab in Entity & fields. See Allocation settings.
General page settings
General holds settings that apply across every module.
| Card | What it does |
|---|---|
| Date format | Choose European (day first) or US (month first). It controls how dates are shown and entered everywhere. Stored data is not affected. |
| Language | The default language, English or Français, for anyone who has not chosen one in Your settings. |
| First-time setup | The short guided flow new people see when they first open the workspace. |
| Navigation | Set the order of the left menu, hide items or collapse them under See more. See Arrange the left menu. |
Date format and Language save as soon as you choose an option. The other cards have their own save buttons.
Set up first-time flow
- Open Administration → General and find First-time setup.
- Turn Show first-time setup to new users on or off. The change saves at once.
- Optional: under What this workspace is, write the short description for the welcome step and click Save description.
- Optional: under Where to go first, click Add a destination to point new people at a page to visit first. Repeat for each page.
- Optional: drag the rows to reorder them. A reorder saves as soon as you drop a row.
- If you changed the destinations, click Save destinations.
Turning the flow off stops it appearing by itself. Nobody's saved answers are cleared, and anyone can still run it from their own settings. Leave the description empty to use the standard wording.
Show first-time flow again
- Under Reset for everyone, click Reset for all users.
- Confirm. Everyone sees the first-time setup at their next sign-in.
Their language, theme, mode and photo are untouched. See First-time onboarding for what members see.
Good to know
- The General page also shows a Sign-up email domains card. Gembaa does not check that list when accounts are created, because accounts come from your directory. See Members, SSO and provisioning.
- Hiding something from the left menu does not remove access to it. Access is controlled in Access control. For a lookup of what each action needs, see Permissions at a glance.
- Pages that edit several values save with one button. Click it before you leave the page, because unsaved changes can be lost.
- Most admin changes are recorded in the Admin activity log.
- If a module is switched off in Turn features on or off, its entity tab, settings card, navigation row or preset page stays listed in Administration, greyed and marked Feature disabled. Open it and click Open Features to go to the switches.