Add a user
To add a user, open Admin console › Manage Domain(s) › your domain › Add User. Choose the User Type, enter First Name, Login Name and Password, check Allowed Space and click Save. The mailbox is created in your domain at once and the form clears so you can add the next user.
How to add a user
Where: Admin console › Manage Domain(s) › your domain › Add User
- Open Add User. The plus icon at the top of the sidebar (tooltip Add User) opens the same page.
- Choose the User Type. Leave it as User for a normal mailbox.
- Enter First Name, Login Name and Password.
- Check Allowed Space and its unit (MB, GB or TB).
- Optionally untick Forward, Delete or Reply, or tick Disable Settings and choose the sections to hide from the user.
- Click Save.
User types
| User type | What it is meant for |
|---|---|
| User | A normal mailbox. |
| Domain Administrator | Manages users, groups, settings and reports for this domain. |
| Billing Administrator | Works with billing reports and add-on services. |
| Support Administrator | Helpdesk work: finds and edits ordinary users in the domain. |
| Group Administrator | Manages groups. |
| Assignment User | Supervises a shared inbox and assigns mail to agents. Appears only if XgenAir is switched on for your domain. |
Fields
Fields marked * are required.
| Field | What it does | Default |
|---|---|---|
| User Type | The role of the new account. See the table above. | User |
| Domain Name | The domain the mailbox is created in. Read-only. | Your domain |
| First Name * | The user's first name. Letters only: digits, spaces and most symbols are refused. | empty |
| Last Name | The user's last name. Same rule as First Name. | empty |
| Login Name * | The part before @ in the address. Start with a letter, then use letters, digits, dot, underscore or hyphen. Two underscores in a row are not allowed. It is saved in lower case and cannot be changed once the user exists. | empty |
| Password * | The first password. It must be 3 to 20 characters. | empty |
| OutgoingMail ID | The full address, filled in for you from the login name. Read-only. | login@your domain |
| Alternate Mail ID | A personal address of the user. It must be a valid email address. | empty |
| Mobile No | The user's mobile number: digits only, up to 15 digits, with an optional + at the start. | empty |
| Allowed Space | Mailbox size, with a unit of MB, GB or TB. At least 1, and within the space still free in the domain. | The default per-user space of your domain |
| Activate account | Lets the user sign in and use XgenPlus services. Unticking it also unticks Forward, Delete and Reply. | On |
| Forward / Delete / Reply | Untick to take that right away from the user. | All on |
| Disable Settings | Tick to hide chosen sections from the user's own Settings. See the next section. | Off |
| Enable multiple email | Lets the user send from more than one From address. Tick Allow other Email-ID's to use my Authentication Details (SMTP Auth) if those addresses should sign in with this account's details. Works only if multiple From addresses are switched on for your domain. | Off |
| Force Password Change | The user must choose a new password at the next sign-in. | Off |
| Allow Hide Attachment | Internal Domain, External Domain or Disallow. Appears only if hiding attachments is switched on for your domain. | Set by your domain |
| User Info | A free-text note about the user. Under 200 characters. | empty |
| Employee Code | Your HR code, up to 20 characters. Each code can belong to one user in the domain. You can search Manage Users by it. | empty |
Work and Home details
| Field | What it does |
|---|---|
| Address (WORK) | Office address. Under 200 characters. |
| Company, City, State, Department, Designation | Office details in plain text. |
| Country | Choose from the list. It starts with your domain's default country if one is set. |
| Phone, Pin Code | Phone takes digits and hyphens. Pin Code takes digits only. |
| Facebook ID, Linkedin ID, Twitter ID | Letters and digits only. |
| Website | The user's website. |
| Upload Photo | Click Upload and choose a picture. |
| Address, City, State, Country, Pin Code, Resident Phone (HOME) | Home details, with the same rules. |
If your domain has its own extra user fields, they appear at the bottom of the form.
Hide Settings sections from the user
Tick Disable Settings and a list of sections appears with every box ticked. A ticked section is hidden from the user's Settings. Untick the ones the user should keep. You must leave at least one ticked.
| Section |
|---|
| Personal Details, Change Password, Default Settings, Security, Addresses, Antispam, Encryption, Enable POP/IMAP, Signature, Out of Office, Import Mails, Timezone, Connector |
If password change is switched off for the whole domain, Change Password stays ticked and cannot be changed.
After you save
You see "User added successfully." and the form clears. A window titled Copy Settings from Selected User may open: search for an existing user and click Copy Setting to give the new user the same settings, or close it. Once the user exists, open them from Manage Users to use the other tabs: Option, Settings, Logs, Copy, Device Access, Mail Backup and Restore and Archived Emails.
Example
Meera, the IT admin at acme.in, adds Anita from Accounts. She keeps User Type as User, enters login name
anita, sets 2 GB, unticks Forward so mail cannot be auto-forwarded outside, and ticks Disable Settings with only Change Password and Security left ticked.
Good to know
- A server administrator must open the domain first. Domain administrators add users to their own domain.
- The default Allowed Space comes from your domain's settings. Open Edit Domain with the pencil beside your domain name in the sidebar.
- Aliases and wiping a lost phone are on the user's edit page, after the user exists.
- Reset clears the form so you can start again.
Common questions
How do I make someone an administrator?
Pick an admin type in User Type, such as Domain Administrator or Support Administrator, when you add the user, or change it later when you edit the user. There is no separate page for creating administrators.
Why do I get "No more Users allowed for this Domain"?
Your domain has reached the number of users it is allowed. Email aliases count towards the same limit. Delete users you no longer need, or ask your server administrator about the limit for your domain.
Why does Allowed Space say it exceeds the limit?
The space you type must fit in the storage still unallocated in your domain. The message tells you the maximum you can give this user.