Managing Users in Infomaniak Manager

User management is one of the most frequent tasks for a kSuite or Mail Hosting administrator. New hires, departures, role changes: this guide details all user account management operations.

Discover kSuite

Accessing User Management

Log in to Infomaniak Manager
Select your product (kSuite or Mail Hosting)
Click "Users" or "Email addresses" in the menu

You\'ll access the user list with their status, role, and available actions.

Creating a New User

Simple Creation

Click "Add"

"+" button or "Add a user" at the top of the list.

Enter the Information

First and last name – User\'s identity
Email address – part before @ + domain
Password – Generated or manually set

Set the Role

Standard user or administrator? The role determines permissions.

Confirm

The account is created immediately. The user can log in.

Sending Credentials

Two options for transmitting the password:

Automatic email – Check the welcome email option
Setup link – The user sets their own password
Manual communication – You share the password through another channel

The second option (setup link) is preferable for security.

Modifying a User

Editable Information

First and last name – In case of error or change
Password – Reset if forgotten
Role – Promotion or demotion
Aliases – Add secondary addresses
Quotas – Specific storage limits

Resetting a Password

Select the user
Click "Change password" or "Reset"
Choose:
- New password set by you
- Send a reset link to the user

Changing a User\'s Role

To grant admin permissions:

Select the user
Change their role: User → Administrator
Confirm

Note: an administrator has access to manage all users.

Managing Aliases

An alias is a secondary address that forwards to the user\'s mailbox.

Adding an Alias

Select the user
"Aliases" or "Secondary addresses" section
Add the desired alias (e.g., john@company.com in addition to john.doe@company.com)

Removing an Alias

In the same section, remove aliases that are no longer needed.

Disabling a User

Disabling blocks access without deleting data.

When to Disable?

Temporary leave (extended absence)
Permanent departure but need to retain data
Suspicious account (pending investigation)

How to Disable

Select the user
Click "Disable" or toggle the status
Confirm

The user can no longer log in, but emails continue to arrive (they accumulate).

Deleting a User

Deletion is permanent after a grace period.

Before Deleting

Pre-Deletion Checklist

Transfer important emails to another account
Transfer ownership of shared kDrive files
Check shared calendars
Export contacts if needed
Redirect the address to another recipient (temporarily)

Deletion Procedure

Select the user
Click "Delete"
Confirm (often requiring you to type the name to prevent errors)
The account enters a grace period (recovery possible)
After the grace period, permanent deletion

Managing Departures

When an employee leaves the company, proceed in this order:

Day of Departure

Disable the account (blocks immediate access)
Change the password (additional security)
Revoke active sessions and app passwords

Following Weeks

Set up an auto-reply ("X no longer works here, please contact Y")
Or redirect emails to a colleague
Transfer important data

After a Few Months

Archive emails if needed (legal obligations)
Delete the account

Bulk Import and Export

CSV Import

To create multiple users at once:

Prepare a CSV file with the required columns:
- first_name
- last_name
- email
- (optional) password
In Manager, use "Import" or "Bulk import"
Upload the file
Map the columns if needed
Launch the import
Check the results (successes and errors)

List Export

To export the user list:

Go to the user list
Click "Export" or the download icon
Choose the format (CSV, Excel)

Useful for audits, documentation, or migration to another system.

Best Practices

Naming Convention

Adopt a consistent convention for email addresses:

firstname.lastname@company.com (most common)
f.lastname@company.com (company with name duplicates)
firstname@company.com (small organization)

Document the convention and apply it consistently.

Formalized Processes

Create written procedures for:

Account creation (onboarding)
Account modification (role change)
Account deletion (offboarding)

This ensures consistency even when multiple people handle administration.

Periodic Review

Schedule a monthly or quarterly review:

Inactive accounts to disable/delete
Roles to adjust
Obsolete aliases to clean up

Conclusion

User management in Infomaniak Manager is intuitive but benefits from a structured approach. By following clear procedures and conducting regular reviews, you maintain a clean and secure environment.