GeM Secondary User Registration & Role Management
As your business scales on the Government e-Marketplace (GeM), managing the portal solo becomes impractical. From monitoring daily bids and uploading catalogs to generating invoices and responding to incidents, the workload demands a team. However, sharing your master login credentials is a massive security risk and violates standard digital compliance.
The solution in the GeM v4 ecosystem is Secondary User Registration. This feature allows the Primary Seller (the account owner) to create sub-accounts with restricted, role-based access for employees. In this guide, we cover the complete process of setting up and managing secondary users in 2026.
Why Use Secondary Users?
Relying on a single login creates bottlenecks and security vulnerabilities. Implementing role-based access offers:
- Security: Prevents unauthorized access to sensitive financial data (like bank details and PAN).
- Efficiency: Allows parallel processing. One user can upload catalogs while another participates in bids.
- Accountability: Every action on the portal is tracked and linked to the specific secondary user's ID, providing a clear audit trail.
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GFR Rule Reference: Adhering to strict IT security protocols, government platforms require clear audit trails for all financial and contractual actions. Utilizing secondary users aligns with these enterprise security standards.
Understanding GeM Roles
Before creating a user, you must understand the specific roles available on the portal. GeM utilizes Principle of Least Privilege, meaning you should only give access necessary for the user's specific job.
| Role Name |
Access Level |
Ideal For |
| Catalog Manager |
Can upload, edit, and manage product/service catalogs. Cannot bid or accept orders. |
Data entry staff, inventory managers |
| Bid Participant |
Can search, view, and participate in Bids and Reverse Auctions. Cannot alter catalogs. |
Sales team, tender executives |
| Order Manager |
Can view orders, generate invoices, update dispatch details, and track CRAC. |
Logistics, billing, and fulfillment teams |
| Incident Manager |
Can view, raise, and respond to incidents and show cause notices. |
Legal or compliance officers |
Step-by-Step Checklist for Creating a Secondary User
Follow this process to add a new secondary user securely.
Step 1: Login as Primary User
Log into the GeM portal using the master credentials (the ID linked to the company PAN).
Step 2: Navigate to User Management
Go to My Account and select Secondary User Management from the dashboard menu.
Step 3: Initiate User Creation
Click on Add New Secondary User. You will need the employee's official details.
Step 4: Enter Details and Aadhaar Validation
Input the employee's Name, official Email ID, and Mobile Number.
Crucial Step: GeM requires Aadhaar-based e-KYC for all secondary users to ensure traceability. Enter the employee's Aadhaar number and validate via the OTP sent to their Aadhaar-linked mobile number.
Step 5: Assign Roles
Select the specific role(s) from the dropdown list (e.g., Catalog Manager). You can assign multiple roles to a single user if necessary.
Step 6: Activation
Once submitted, an activation link is sent to the employee's official email address. They must click the link and set their password to activate the account.
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Critical Warning: Never assign full administrative rights to a secondary user unless absolutely necessary. If a secondary user commits an infraction (e.g., uploading counterfeit catalogs), the GeM administration will penalize the Primary Account.
Best Practices for Role Management
To maintain a secure and efficient GeM operation, implement these best practices:
- Immediate Deactivation upon Exit: The moment an employee resigns or is terminated, immediately revoke their access in the 'Secondary User Management' tab.
- Regular Audits: Monthly review the list of active secondary users. Ensure their assigned roles still match their current job responsibilities.
- Official Emails Only: Always use company domain emails (
name@yourcompany.com) for secondary users, avoiding generic Gmail or Yahoo accounts.
Realistic Scenario: Managing a High-Volume Tender Desk
Context: Your company wins multiple high-value IT hardware contracts monthly and needs a streamlined workflow.
Implementation:
- You (Primary User) retain control over profile settings and bank accounts.
- You assign User A (Sales Lead) the Bid Participant role to hunt and apply for upcoming tenders.
- You assign User B (Warehouse Manager) the Catalog Manager and Order Manager roles to update stock and process dispatches.
- You assign User C (Accountant) the Order Manager role specifically for generating e-invoices and tracking PFMS payments.
Outcome: Your GeM operations run concurrently without any single team member having unsafe access to the entire business profile.
Frequently Asked Questions (FAQs)
Q1: Is there a limit to how many secondary users I can create?
Answer: As of the 2026 GeM policy, there is no strict limit on the number of secondary users, but it is advised to keep the list lean for security purposes.
Q2: Can a secondary user change the company's bank account details?
Answer: No. Core profile settings, including PAN validation and Bank Account modifications, are strictly restricted to the Primary User.
Q3: What happens if a secondary user's Aadhaar is not linked to a mobile number?
Answer: The Aadhaar validation will fail. The employee must visit an Aadhaar Seva Kendra to update their mobile number before they can be registered on GeM.
Q4: Can one Aadhaar be used for secondary user registration across multiple companies?
Answer: Yes, an individual can act as a secondary user for different primary sellers, provided the respective primary sellers authorize them.
Key Takeaways
- Secondary User Registration is essential for securely scaling your operations on GeM.
- Utilize Role-Based Access Control to restrict employees to only the functions they need (Bidding, Cataloging, Orders).
- Aadhaar e-KYC is mandatory for all secondary users to ensure accountability.
- The Primary Account holder is ultimately responsible for all actions taken by secondary users.
To learn more about optimizing your team's workflow on GeM, explore our resources at https://sahayakai.co.in/knowledge/.
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