Adding Team Members

Learn how to invite users and create email accounts for your team.

Overview

As an organization administrator, you can invite team members and create email accounts for them. Each user gets their own mailbox with storage based on your plan.

User Limits by Plan

How to Invite a User

Step 1: Go to User Management

1. Log in as an organization admin
2. Open Admin Panel → User Management
3. You can also use Team for a simplified user list

Step 2: Click "Invite User"

Click the "+ Invite User" button in the top right corner. A form will appear asking for user details.

Step 3: Fill in User Details

Email Username *

Enter just the username part (before the @). The domain is automatically added.

• Example: Enter "john" to create john@yourcompany.com
• Only letters, numbers, dots, and hyphens allowed
• Must be unique within your organization

First Name and Last Name *

The user's full name. This will appear in email headers and contacts.

Password *

Set an initial password for the user. Requirements:

• Minimum 8 characters
• Recommended: Mix of uppercase, lowercase, numbers, and symbols
• User should change this on first login

Mailbox Size

This is automatically set based on your organization's plan and cannot be changed. To give users more storage, you need to upgrade your plan.

• Startup: 1 GB per user
• Basic: 10 GB per user
• Popular: 25 GB per user
• Pro: 50 GB per user

Admin Privileges (Optional)

Check this box to make the user an administrator. Admins can:

• Invite and manage other users
• Configure DNS settings
• Manage organization billing
• Access all organization settings

Step 4: Send Invitation

Click "Invite User" to create the account. The user will be added immediately and can start using their email right away.

Sharing Login Credentials

After creating a user account, share these details with the new user:

• Email: username@yourcompany.com
• Password: The password you set
• Login URL: https://moovmail.com/login

Recommendation: Send credentials securely (not via email) and ask the user to change their password on first login.

Bulk User Import

Need to add many users at once? Contact support for bulk import:

• Prepare a CSV file with user details
• Email to support@moovmail.com
• Our team will import all users for you

Managing Existing Users

View User Details

On the Team page, you can see for each user:

• Full name and email address
• Role (Admin or User)
• Mailbox usage (e.g., 2.5 GB / 25 GB)
• Account status (Active or Inactive)
• Join date

Deactivate a User

In /admin → User Management, click Suspend. The user cannot sign in or use IMAP/SMTP, but inbound mail continues to be stored. Restore with Activate.

Full suspension & offboarding guide →

Remove a User

Click Remove to start offboarding: choose keep read-only, convert to shared mailbox, or export-then-purge. The license seat is freed immediately; mail is kept for the org grace period (default 30 days) unless legal hold is enabled.

User Limits

Reaching User Limit

If you try to add more users than your plan allows, you'll see an error message:

To add more users, you need to:

1. Go to Admin Panel → Billing
2. Click "Upgrade Plan"
3. Select a plan with higher user limit
4. Complete payment
5. Return to Team page to add more users

Best Practices

• Use clear usernames: firstname.lastname or first initial + last name
• Set strong passwords: At least 12 characters with mix of character types
• Limit admin access: Only give admin rights to 2-3 trusted people
• Regular audits: Review user list monthly and remove inactive users
• Onboarding document: Create a guide for new users on how to access email

Troubleshooting

Email Username Already Exists

If you get an error that the email already exists, try:

• Check if user is already in your team list
• Try a different username (e.g., john.smith instead of john)
• Contact support if you think the email was deleted

User Can't Log In

If a newly created user can't log in:

• Verify they're using the correct email address (check spelling)
• Confirm password was shared correctly
• Check if account is Active in team list
• Ask user to try password reset

Need Help?

If you encounter any issues while adding users or managing your team:

• Check your organization's plan limits
• Verify your admin permissions
• Contact support at support@moovmail.com