Getting Started with GemColony
Get up and running with GemColony in under 30 minutes. Follow this guide to set up your workspace and make your first sale.
Quick Setup Checklist
Estimated setup time: 20–30 minutes
Need help? Contact usCreate Your Account
Sign up for GemColony and start your 14-day free trial — no credit card required.
- Go to gemcolony.com and click Start Free Trial
- Enter your name, business name, and email address
- Verify your email address via the confirmation link
- Choose your subscription plan (you can change later)
- Complete the quick business profile setup
Use your business email for a professional setup and easier team collaboration.
Configure Your Workspace
Customize GemColony to match your business settings, currency, and preferences.
- Set your preferred currency and number format
- Configure your business address and tax details
- Set up locations (stores, warehouses, safe rooms)
- Customize gemstone categories and types
- Configure your invoice template and branding
Adding multiple locations from the start makes inventory tracking much more accurate.
Add Your Inventory
Import your existing gemstone stock or start adding items one by one.
- Download the GemColony Excel import template
- Fill in your existing inventory data
- Upload the template via Inventory → Bulk Import
- Review and confirm the imported items
- Attach photos to key gemstones for easier identification
Use Bulk Import for existing stock. The template supports all 20+ gemstone attributes.
Invite Your Team
Add team members with role-based permissions so everyone accesses only what they need.
- Navigate to Settings → Team Members
- Click Invite Member and enter their email
- Assign a role: Admin, Manager, Sales, or Lab Tech
- Set location-level access if applicable
- Team members receive an email invite to join
Start with the Admin role for trusted staff and restrict others to Sales or Lab roles.
Make Your First Sale
Record your first sale and explore the invoicing, payment, and receipt features.
- Add a customer record under CRM → Customers
- Navigate to Sales → New Sale
- Select the customer and add gemstone line items
- Apply any discounts or memo terms
- Generate and send the invoice via email or PDF
You can also create a Quotation first and convert it to a Sale when the deal closes.
Keep exploring
You're all set. Dive deeper into GemColony's features with these resources.