Give Every GaeaSynergy User the Right Level of Access

Create individual accounts, assign role-based privileges and keep administrative control aligned with each person’s responsibilities.

Four privilege levels help administrators balance productive access with practical control: Administrator, Power User, Limited User and Guest.

Separate Application Privileges from License Access

GaeaSynergy user management defines what an authenticated person can do inside the application. For a network installation, the License Manager separately authenticates the connection and confirms that a concurrent license is available.

Application privileges control access to functions and administration
Network authentication controls who can connect to the license service
Concurrent license availability controls whether a module seat can be allocated
Windows and shared-folder permissions remain part of the organization’s IT configuration

Important: Assigning a GaeaSynergy role does not replace Windows, network-share or database security. Configure those controls separately and test the complete user workflow.

Individual identityUnique username and password for accountable access

Application privilegeAdministrator, Power User, Limited User or Guest

Network eligibilityAuthorization to connect to a network installation

License availabilityA purchased concurrent module seat must be available

Four User Privilege Levels

Start with the least-privileged role that supports the person’s work, then increase access only when their responsibilities require it.

Full Control

Administrator

Configures users, network settings and shared application resources, with full access to project functions.

Manage users
Manage licenses and settings
Maintain global libraries
Perform project work

Advanced Work

Power User

Performs most project and technical functions without access to administrator-only user management.

Create and edit project data
Use technical modules
Generate outputs
No user administration

Defined Tasks

Limited User

Works with assigned project functions, commonly for controlled data entry and routine production tasks.

Enter and edit permitted data
Use relevant project tools
May have restricted settings
No user administration

View Oriented

Guest

Provides highly restricted access for viewing and producing available output without normal editing privileges.

View permitted information
Print available output
No project data editing
No administrative access

Typical Access by Role

This matrix summarizes the standard role model. Available functions can also depend on installed modules and application configuration.

Capability	Administrator	Power User	Limited User	Guest
Manage users	Yes	No	No	No
Manage network licenses	Yes	No	No	No
Maintain global settings and libraries	Yes	No	No	No
Create and edit project data	Yes	Yes	Assigned tasks	No
Use installed technical modules	Yes	Yes	As permitted	View oriented
View and print available output	Yes	Yes	Yes	Yes

Access to a function does not itself guarantee access to its files, folders, databases or a network license seat. Those dependencies must also be available.

A Practical User Setup Workflow

Use a consistent onboarding and review process so access stays appropriate as team responsibilities change.

Define Responsibilities

Identify the projects, modules, editing functions and administrative tasks the person needs.

Create a Unique Account

Give each person an individual username and password instead of sharing a team login.

Assign the Role

Select the least-privileged level that supports the person’s assigned work.

Configure Network Access

For network licensing, add the authorized user in the Network License Monitor and confirm client connectivity.

Test the Complete Workflow

Verify login, project access, required modules, permitted edits and expected output from the user’s workstation.

Review and Remove Access

Update roles when responsibilities change and promptly remove accounts that are no longer required.

Network User Access

Both network licensing and application privileges participate in the user experience.

1. Client sign-in
User submits individual credentials

2. Network authentication
License service verifies an authorized user

3. Concurrent allocation
An available purchased module seat is assigned

4. Application privilege
The user works within the assigned role

Administrator Security Checklist

Use a unique account for every person
Change initial administrative credentials during setup
Restrict Administrator privileges to designated staff
Use Limited User or Guest access where appropriate
Review accounts and roles when job responsibilities change
Remove inactive and departed-user accounts promptly
Back up the Main Database and relevant configuration
Coordinate application access with Windows and shared-folder permissions

User Administration Resources

Use the product overview to plan access and the technical guides for current setup instructions.

Roles and Permissions Guide

Review the GaeaSynergy privilege levels and recommended access-control practices.

Read the user management guide

Network User Setup

Follow the Network License Monitor workflow for adding, editing, importing and maintaining authorized users.

Read the network setup guide

Technical Support

Get help with access, registration, client configuration or an existing network deployment.

Contact GAEA Support

GaeaSynergy User Management