Master data
Users
Everyone with access to Gfacility — internal staff, external partners and functional accounts. The basis for access, routing and reporting.
Updated Jan 23, 2026
Configuration · Masterdata · 4M.1
In Gfacility you’ll find everyone who interacts with the system: employees who book and report, suppliers who carry out tasks, visitors you welcome, and functional accounts (such as a reception mailbox) that act on behalf of a team. Good user masterdata is the basis for access, routing, communication and reporting.
Why this matters to the business
"New staff only get access after a week"
Sync from Microsoft Entra ID or Google Workspace — accounts appear automatically on day 1.
"Suppliers in a separate tool"
External users in the same Gfacility environment — limited access, same flows.
"Reception books on behalf of everyone"
Functional group account → reception can organise meetings on behalf of visitors.
"Leavers lose their history"
Unlicensed users remain visible on old tickets — no data lost.
Three user classes
The class is descriptive — what a user is actually allowed to do is determined by the groups they belong to (see Building Blocks → Groups).
User
The internal employee. Books, reports, carries out tasks. Default case — usually comes from IdP sync.
External
Someone from outside — supplier, consultant, partner. Limited access via an external group.
Group
Functional account such as a reception mailbox that can act on behalf of a team, e.g. as a meeting organiser.
How do users get in?
| Source | What & when |
|---|---|
| Standard integration | Office 365 or Google Workspace integration syncs first name, last name and email. Default for most customers. |
| Custom integration | For other HR/IdP systems — built once. Keeps onboarding and offboarding in sync. |
| Manual | For externals, suppliers or small teams not in your IdP. "Add user" button. |
| Self-service kiosk | Visitors enter their details themselves via the kiosk. Temporary registration, no licence required. |
Default user settings
When syncing from an IdP only name and email come through. The rest (group, location, organisation, language, dashboard) is filled in from the default user settings — one central template that applies to every newly synced user. Set it up once and every newcomer lands directly with the right permissions and context.
Signing in
Users don’t receive a separate password. Sign-in happens with their Microsoft or Google account, or via SSO. Configuration sits outside Gfacility — with IT.
Which decisions will you make?
Which user classes do you have?
Alongside staff, also externals or functional accounts? Decide now — otherwise workarounds appear.
Sync from IdP or manual?
Entra ID, Google Workspace, both or none — drives licence strategy and admin process.
What goes into the defaults?
Which group, which language, which cost centre do new users get by default?
Who gets a licence?
Only licensed users can sign in and are searchable in pickers — cost vs. visibility.