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Add and manage users
Invite colleagues to share your MailMachine account, give each their own secure login, and manage user access.
MailMachine lets you invite colleagues to share your account, each with their own login, so your whole team can help manage campaigns without passing a single password around. Every user is identified by their email address, which doubles as their username. This guide covers inviting new users, editing existing ones, and the security habits worth getting right from the start.
Add a new user
- Open Parameters and choose Users.
- Click the + button to invite a team member.
- Enter their details and click Send invitation. Each user can work in their own language, so there's no need for everyone to share one.
- The invitee accepts by clicking the link in the email they receive.
- They then set their own password to finish creating the account.
Encourage your team to choose strong, unique passwords. A shared account is only as secure as its weakest login, so good password habits protect everyone. It's also worth securing each login with multi-factor authentication.
Edit an existing user
- Open Parameters and choose Users.
- In the menu that appears, select View.
- Update the user's details and save.
Email addresses can't be changed once an account exists. If someone's email needs to change, delete the old user and invite them again under the new address.
Share access the safe way
It's tempting to let several people use one login, but we strongly recommend giving each team member their own user account instead. Individual accounts mean you can see who did what, remove access cleanly when someone leaves, and contain the damage if a single password is ever compromised.
Troubleshooting
Invitation email not received - check the spam or junk folder, confirm the address is spelled correctly, and resend after 24 hours. If nothing arrives, your account may have reached the user limit for your plan.
"Permission denied" when adding a user - only administrators can add users. Confirm you have admin rights and that your plan allows more users.
User can't log in after accepting - make sure they actually set a password. Clearing the browser cache, trying a different browser, or resetting the password usually clears it.
Can't edit a user's details - only administrators can modify users, and email addresses can never be changed. To change an email, delete and recreate the user.
Duplicate user error - that email is already registered, either as an active user or a pending invitation. Remove the existing entry before adding it again.
If you're still stuck, open a support ticket and we'll sort it out with you.