Summary and recommendation
Gem user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
Gem is an all-in-one recruiting platform covering ATS, CRM, sourcing, scheduling, and analytics. User management is role-based, with Admin, Recruiter, and Hiring Manager as the documented role types. Granular permission boundaries and custom role support are not publicly documented.
SSO and SCIM are both gated to the Enterprise plan. For teams below Enterprise, provisioning and deprovisioning happen manually, and most configuration requires contacting Gem's support or customer success team rather than self-serve admin controls.
Without automation, every app in your recruiting stack - including Gem - requires a separate manual action for every joiner, mover, or leaver.
Quick facts
| Admin console path | Settings / Team or user administration inside the Gem workspace; detailed public help articles are gated, but Gem publicly documents SSO and SCIM as account-level admin features |
| Admin console URL | Official docs |
| SCIM available | Yes |
| SCIM tier required | Enterprise |
| SSO prerequisite | Yes |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Admin | Full platform access; manages users, settings, integrations, and billing. | All plans | Specific admin capabilities per plan tier are not publicly documented. | ||
| Recruiter / Standard User | Access to sourcing, CRM, ATS, scheduling, and analytics features as permitted by plan. | Cannot manage users or billing settings. | All plans | Exact permission boundaries between roles are not publicly documented. | |
| Hiring Manager | Typically limited access to review candidates, provide feedback, and view pipeline for their requisitions. | Cannot manage sourcing campaigns or admin settings. | Whether Hiring Manager is a distinct named role or a permission configuration is not confirmed in public documentation. |
Permission model
- Model type: role-based
- Description: Gem uses role-based access control. Specific role names, permission granularity, and whether custom roles are supported are not publicly documented.
- Custom roles: Unknown
- Custom roles plan: Not documented
- Granularity: Not documented
How to add users
- Sign in to Gem with administrative access and open the team or user-administration settings.
- Invite the new user with their work email address or provision them through SCIM if the account is on Enterprise and configured with Okta.
- Assign the appropriate access level for the user, such as admin or standard recruiting access.
- If the company uses Enterprise SSO, verify the user is assigned in the IdP before first login.
- Validate that the user can access the intended recruiting workflows, ATS connections, and analytics views after onboarding.
Required fields: Email address, Role or access level
Watch out for:
- SSO is only available on the Enterprise plan; lower-tier plans use email/password authentication.
- SCIM auto-provisioning was added in 2025 and is limited to Enterprise plan with Okta as the confirmed IdP.
- Manual invite steps are not publicly documented in Gem's help center without a logged-in session.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | Unknown | Not documented |
| Domain whitelisting | Unknown | Automatic domain-based user add |
| IdP provisioning | Yes | Enterprise |
How to remove or deactivate users
- Can delete users: Unknown
- Delete/deactivate behavior: Gem's public documentation does not specify whether users can be permanently deleted or only deactivated. SCIM deprovision (Enterprise/Okta) likely handles deactivation automatically.
- Open the departing user's record in Gem's admin settings.
- Deactivate the account or revoke the user's workspace access.
- If SCIM is enabled on Enterprise, confirm the IdP-side deprovision event has removed access as expected.
- Reassign any candidate ownership, sequences, or reporting responsibilities that should not remain tied to the departed user.
| Data impact | Behavior |
|---|---|
| Owned records | Not documented |
| Shared content | Not documented |
| Integrations | Not documented |
| License freed | Not documented |
Watch out for:
- Deprovisioning behavior when using SCIM via Okta is not publicly detailed beyond the feature existing.
- Impact on candidate records, pipeline ownership, and shared sequences upon user removal is not publicly documented.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Full Seat (Essentials) | Core recruiting CRM and sourcing features; $139/month flat rate. | $139/month (billed annually) |
| Full Seat (Professional) | Expanded features over Essentials; $199/month flat rate. | $199/month (billed annually) |
| Full Seat (Startups) | Full platform for companies up to 100 FTEs; $270/month billed annually. | $270/month (billed annually) |
| Full Seat (Growth) | Custom pricing for 101–1,000 FTE companies. | Custom |
| Full Seat (Enterprise) | Custom pricing for 1,000+ FTE; includes SSO, SCIM, advanced analytics. Estimated ~$3,600–$4,000/seat/year. | Custom (~$3,600–$4,000/seat/year) |
- Where to check usage: Not documented
- How to identify unused seats: Not documented
- Billing notes: Essentials and Professional plans appear to be flat monthly rates rather than per-seat. Startup program offers first 6 months free, then 50% off for 1–30 FTE companies. Growth and Enterprise are custom-quoted. Per-seat pricing structure for lower tiers is not clearly published.
The cost of manual management
Without SCIM, provisioning and deprovisioning in Gem is a support-dependent process with no self-serve documentation publicly available outside a logged-in session. IT and recruiting ops teams depend on Gem's customer success team to complete routine access changes.
The impact on offboarding is particularly acute: what happens to candidate records, pipeline ownership, and shared sequences when a recruiter is removed is not publicly documented. That ambiguity creates compliance risk that compounds with headcount.
What IT admins are saying
Reviewers on G2 consistently flag that admin and permissions controls feel limited or opaque, especially on sub-Enterprise plans. A recurring theme is that user access and role changes require direct involvement from Gem's customer success team rather than self-serve admin tooling.
The absence of publicly accessible user-management documentation is noted across multiple reviews. Teams that need audit-ready access controls or frequent role changes report friction.
Common complaints:
- Users on G2 and similar review sites note that admin and permissions controls can be limited or opaque, particularly on lower-tier plans.
- Some reviewers mention difficulty managing user access and roles without direct support from Gem's customer success team.
- Lack of self-serve documentation for user management is a recurring theme; most configuration requires contacting Gem support.
The decision
Every app in a recruiting tech stack creates an access management obligation - and Gem's automation story is tier-dependent. SCIM provisioning requires the Enterprise plan, SSO enabled as a prerequisite, and Okta as the IdP. No other IdPs are confirmed.
If your organization runs Okta and is already on Enterprise, automated lifecycle management is available, though the SCIM endpoint and bearer token must be obtained from Gem's team rather than generated self-serve.
For teams on Essentials, Professional, or Growth plans, there is no automated provisioning path. Manual user management is the only option, and the process is not self-documented publicly.
Bottom line
Gem's user management story is straightforward at the top tier and opaque below it. Enterprise customers with Okta get SCIM-based provisioning added in 2025, which covers the core lifecycle operations.
Everyone else manages access manually through Gem's support team, with limited visibility into permission boundaries, deactivation behavior, or seat utilization - making access hygiene an ongoing operational cost rather than a solved problem.
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