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Inviting Users to GATHER.nexus: Grant Team Access with Appropriate Permissions

Invite team members with appropraite permissions

Updated today

Before you begin

  • Ensure you have administrator privileges in GATHER.nexus

  • Have the new user's full name and business email address ready

  • Determine which Groups they should access and their role requirements

Navigate to user management

From your GATHER.nexus dashboard, look for the Users & Roles section in your main navigation. Click on the Users tile to open user management.

(The Users tile is highlighted in red - this is where you'll manage all user accounts and permissions.)

Review your current team setup

You'll land on a comprehensive users list showing:

  • Team member names and email addresses

  • Their assigned groups (the entities they can access)

  • Role levels (Admin, Finance Lead, or Viewer)

  • Account status (Active/Inactive toggle switches)

πŸ’‘Tip: Take a moment to review existing permissions. You might spot opportunities to update access levels based on recent team changes.

Start adding a new user

Click the Add User button located in the top right corner of the users list. This prominent button opens the user invitation process.

The Add User form will appear, presenting a clean interface for capturing new team member details.

Complete the user details

Fill in each field thoughtfully – these settings determine what your team member can see and do:

  • Name: Enter their full name as it appears professionally (e.g., "Emily Smith")

  • Email Address: Use their primary business email. This is where they'll receive their secure invitation link.

  • Role - Choose wisely based on their responsibilities

  • Phone Number: Include their direct line or mobile for two-factor authentication (format: +1-555-0123 for US or +44-7700-900123 for UK)

  • Group Selection: Assign the user to specific Groups they should access. You can select multiple Groups or provide access to all Groups. Consider organisational structure and reporting lines when making selections

Send the invitation

After completing all fields, click the Add button at the bottom of the form. This immediately:

  • Creates their user account

  • Sends a secure invitation email

  • Returns you to the updated users list


User activation process

Here's what happens after you add a user:

For the invited user:

  1. They receive an email invitation to join GATHER.nexus

  2. Click the activation link in the email

  3. Set up their password and complete account verification

  4. Access the platform with their assigned permissions


Managing users after setup

Once added, you can manage users directly from the users list:

Temporarily disable access: Use the toggle switch to disable accounts during leave periods or role transitions. This preserves their settings whilst preventing access.

Update permissions: Click Edit (pencil icon) to modify roles or group assignments as responsibilities change.

Remove users: Select Delete (bin icon) for permanent removal when team members leave your organisation.


Common questions:

Q: My team member didn't receive their invitation email
A: First, check their spam/junk folder. If not there:

  1. Verify the email address for typos

  2. If using Outlook/Exchange, IT may need to approve the sender

Q: Can I change a user's role or assigned groups after they've activated their account? A: Yes, you can modify user roles and assigned groups at any time from the users list. Changes take when user re-login to platform.

Q: What happens if someone leaves the company?

A: Immediately disable their account from the users list, then remove it entirely once you've confirmed they no longer need access.

Q: Can users belong to multiple Groups?

A: Absolutely. Users can have access to multiple Groups, which is common in organisations with complex entity structures.

Q: Is there a limit to how many users I can add?

A:No


What's next?

Once your new users are added and activated, they can:

  • Access assigned Groups and review financial data within their permission levels

  • Generate reports and participate in consolidation processes

  • Collaborate on month-end close activities and variance analysis

Your expanded team now has secure, appropriate access to GATHER.nexus, enabling better collaboration on financial management and reporting processes whilst maintaining proper data security.


Have questions or need assistance❓

Contact our support team at support@gather.nexus

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