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Manage Users

Each mailbox is defined as a User in the Admin Panel. Here you can manage all of your Users: add new ones, remove or edit any user's settings, as well as login into the User's Control Panel to manage their preferences.

Before adding a new user please make sure you have a sufficient User quota (available mailboxes and quota), which can be checked in the top menu bar of your Admin Panel. You can increase the quota from your billing interface.

Adding a new User

  • Go to the Admin Panel.

  • Log in using your Admin username and password.
  • Click on Users in the menu bar.
  • Click on the New button.
  • Choose the Account Type from the dropdown list. 
  • Choose the Domain where you want to add an account from the drop-down list.
  • Enter the Username to add (only the part before the @ sign).
  • Enter the Password. Note: Passwords must contain at least 8 characters, including upper/lowercase, numbers, and a symbol.
  • Enter the Name of the user to add, for your control (user´s full name, with spaces).
  • Enter the Quota for the user, in Gigabytes (GB). In order to assign 5GB, simply type 5. To specify 500 MB (Half of a gigabyte), specify 0.5.
  • Optional: you can click on More Options to define the User's Language, Timezone or Localization and Date format.
  • Click on the button Add User to finish.

If you receive the error that the User already exists, check if you already have an Alias or a Distribution List with the same name. The username must be unique on a domain level, which means you cannot have a mailbox and an Alias with the same name.

Removing a User

  • Go to the Admin Panel.

  • Log in using your Admin username and password.
  • Click on Users in the menu bar.
  • Select your domain from the Select Domain drop-down box.
  • Click on the delete icon (trash icon) next to the account you wish to remove.
  • An alert pop-up will appear, showing the User that will be deleted. Click on Delete to confirm.

Deleting an account deletes all its e-mails and data. Be careful!

Resetting a User Password

If a user has forgotten their credentials, you can manually set a new password for them through the Admin Panel.

  • Go to the Admin Panel.
  • Log in using your Admin username and password.
  • Click on Users in the menu bar.
  • Select the domain from the Select Domain drop-down box.
  • Click on the pencil icon (edit) next to the specific User account.
  • In the Password field, type the new password. 
    • Note: Passwords must contain at least 8 characters, including upper/lowercase letters, numbers, and a symbol.
  • Click on Update User to save the changes.

Tip: Since you are manually setting the password, remember to share the new credentials securely with the user so they can log in.

Editing a User

  • Go to the Admin Panel.

  • Log in using your Admin username and password.
  • Click on Users in the menu bar.
  • Select your domain from the Select Domain drop-down box.
  • Click on the pencil icon (edit) next to the User you wish to edit
  • You can update the:
    • Name
    • Password
    • Account type (change from Basic to Enhanced and vice versa)
    • Quota (increase or decrease)
  • Click on More Options to update the:
    • Language
    • Timezone
    • Date format.
  • Disabled - set to Yes if you want to temporarily deactivate the mailbox, without deleting the emails.
  • Only local SMTP - enable this if you want to restrict the User to only send local emails (only to the same domain).
  • Click on Update User to save your changes.

Logging in as a User

Admins are able to log in as the User, making it possible to manage several aspects, such as autoresponder, forwarders, rules, black & whitelist on user level, track e-mails sent by account (in Track deliveries) and so on, which are only available on the user level. End users can login with their respective e-mail addresses directly to the User Panel.

  • Go to the Admin Panel

  • Log in using your Admin username and password.
  • Click on Users in the menu bar.
  • Click on the arrow icon next to the account you wish to login as in the User Panel.
  • Click on the mailbox icon next to the account you wish to login as in the Webmail.
  • Click on the key icon next to the account you wish to generate One Time Password (OTPassword). This password is valid for 5 minutes and you can use it to troubleshoot the User's issue.

Advanced User Features

This section outlines specialized settings and tools available to manage individual user features, security and access.

Travel Mode

To help protect mailboxes, our system continuously monitors login activity for unusual patterns—for example, signing in from multiple countries within a short period of time. When this happens, an account may be temporarily restricted to prevent unauthorized access.

Travel Mode allows you to set a short-term exception for a user before or during a trip.

How to Enable or Disable Travel Mode

  1. Go to the Users menu in your Admin Panel.

  2. Click on the pencil icon (edit) next to the user account you wish to modify

  3. Click on the More Options button.

  4. Change the Travel Mode drop-down setting to Active (to enable) or Inactive (to disable).

  5. Click on Update User to save your user settings.

What Travel Mode does

While Travel Mode is active, logins from new countries or locations are less likely to trigger automatic security restrictions. This ensures the user's access is not interrupted while they are on the move.

Note: This feature is intended to be enabled only for a limited time window (the specific dates of travel) and should be turned off immediately afterward.

  • Enable Temporarily: Turn Travel Mode on as soon as travel dates are confirmed, and disable it once the user has returned.

  • VPN Usage: Be aware that using a VPN may make logins appear as if they are originating from different countries.

  • Security: Always ensure the user maintains a strong, unique password. We also recommend enabling Two-Factor Authentication (2FA) for added security while traveling.

 

Frequently Asked Questions

Why do I see a "Maximum number of users allowed has been reached" error?

This error occurs because you have used all the mailbox licenses included in your current subscription. To resolve this, you must increase your account quota by purchasing additional mailboxes within the billing interface.

Why do I see a "User already exists" error? 

The username must be unique across your entire domain. Check if you already have an Alias or a Distribution List using that same name. You cannot have a mailbox and an Alias with the identical name.

Can I change a user's email address?

You cannot rename a username directly. You must create the new user account first, migrate the data, and then remove the old account.

What happens to data when I delete a user?

Deleting an account is permanent and removes all emails, contacts, and settings immediately. We recommend creating a backup before confirming deletion.

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