kSuite Administrator Guide: Everything You Need to Know

Administering kSuite for an organization requires understanding the various features and options available. This comprehensive guide walks you through daily management: users, security, settings, and troubleshooting. Keep it handy!

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kSuite Administration Overview

kSuite administration is primarily done through Infomaniak Manager, the centralized management interface for all Infomaniak services.

Accessing Administration

1. Log in to manager.infomaniak.com
2. Select your kSuite organization
3. You\'ll access the administration dashboard

Administration Roles

Several access levels exist:

• Owner – Full access, billing management
• Administrator – User and settings management
• Technical Manager – Certain technical settings
• User – Access to services, not administration

User Management

Creating a User

1. In Manager, go to "Users" or "Members"
2. Click "Add a user"
3. Enter:
   • First name, last name
   • Email address (will be created if new)
   • Password (or send a setup link)
   • Role in the organization
4. Confirm

Modifying a User

To change an existing user\'s settings:

1. Select the user from the list
2. Edit the desired information
3. Save

You can modify: name, role, password, account status.

Disabling/Deleting a User

When someone leaves the organization:

• Disable: The account is preserved but access is blocked. Useful for keeping the history.
• Delete: The account and its data are removed. Irreversible after the grace period.

Bulk Import

To create multiple users at once:

1. Prepare a CSV file with columns: first name, last name, email
2. Use the import function
3. Check the results and fix any errors

Group Management

Groups help organize users and manage permissions collectively.

Creating a Group

1. In Manager, go to "Groups"
2. Create a new group (e.g., "Management", "Sales", "Technical")
3. Add members

Group Uses

• Distribution lists – Sending an email to group@company.com reaches all members
• kDrive sharing – Share a folder with a group rather than individually
• Shared calendars – A calendar visible to the entire group

Security

Password Policy

Define password rules for the organization:

• Minimum length (recommended: 12 characters)
• Complexity (uppercase, numbers, special characters)
• History (prevent reuse of the last X passwords)
• Expiration (optional, debated nowadays)

Two-Factor Authentication (2FA)

2FA is the best way to protect accounts. As an admin:

• Enable the "Require 2FA" option
• Set a grace period for compliance
• Monitor the adoption rate

Users who don\'t enable 2FA within the deadline will be locked out until activation.

Sessions and Devices

You can view and manage active sessions:

• See connected devices per user
• Force disconnect a device
• Revoke app passwords

Useful in case of a lost phone or employee departure.

Email Settings

Domains and Aliases

Manage the domains associated with your organization:

• Add a new domain
• Configure DNS records (MX, SPF, DKIM, DMARC)
• Create generic aliases (contact@, info@)

Anti-Spam Filters

Adjust the anti-spam filtering level:

• Allowlist: senders always accepted
• Blocklist: senders always blocked
• Filter sensitivity level

Archiving

If you have email retention requirements (legal or internal), configure archiving:

• Retention period
• Scope (all emails, incoming/outgoing)
• Archive access (administrators only)

Storage Management (kDrive)

Quotas

Define storage quotas:

• Organization-wide quota
• Per-user quota (optional)
• Alerts when a threshold is reached

External Sharing

Control the external sharing policy:

• Allow/prohibit public shares
• Require a password for external shares
• Limit sharing link duration

Trash and Retention

Configure the deletion policy:

• Trash retention period
• Version retention period (versioning)

Monitoring and Reports

Activity Logs

Review activity logs:

• Logins (successes and failures)
• Administrative actions
• Shares and permission changes

Useful for security audits and investigations.

Usage Statistics

Track service usage:

• Storage space consumed
• Number of kMeet meetings
• Email activity (volume)

Common Troubleshooting

User Can\'t Log In

Check:

1. Is the account active?
2. Is the password correct? (reset if necessary)
3. Is 2FA configured?
4. Is the account locked (too many attempts)?

Emails Not Received

Check:

1. Is the email in spam?
2. Are DNS records correct? (MX)
3. Is the sender blocklisted?
4. Is the mailbox full?

kDrive Sync Stuck

On the user\'s side:

1. Check internet connection
2. Check local disk space
3. Restart the kDrive application
4. Check for file conflicts

Administration Best Practices

Internal Documentation

Document your configuration:

• List of administrators and their permissions
• Applied security policy
• Procedures (account creation, offboarding, etc.)
• Infomaniak support contacts

Regular Reviews

Schedule periodic reviews:

• Monthly: inactive accounts, security alerts
• Quarterly: access rights, quotas
• Annually: complete security policy

User Training

Users are the weakest link in security. Train them on:

• Phishing detection
• Password best practices
• Proper tool usage

Conclusion

kSuite administration is accessible even without deep IT expertise. The Infomaniak Manager interface centralizes all routine operations.

The key to good administration: anticipate (documentation, procedures), monitor (logs, alerts), and train (users). With these foundations, you can confidently manage your kSuite environment.

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