Users

Octeth uses a multi-tenant architecture where the system administrator manages User Groups and Users. User Groups define the rules, limits, permissions, and delivery settings that apply to all users within a group. Users are individual accounts assigned to a User Group, each with their own subscriber lists, campaigns, and settings.

This article covers how to create and manage User Groups, create and manage user accounts, monitor user activity and limits, and perform administrative actions such as impersonation, messaging, and account control.

User Groups

User Groups are the foundation of Octeth's multi-tenancy model. Each User Group defines:

• Permissions — what features and actions users in the group can access
• Limits — how many subscribers, emails, campaigns, and other resources users can consume
• Delivery settings — which SMTP servers or email service providers are used for sending
• Billing — whether the payment and credit system is active, and how usage is priced
• UI settings — which template and theme users see when they log in

Every user account belongs to exactly one User Group.

Browsing User Groups

Navigate to the User Groups page from the admin panel. The page displays a table listing all configured user groups.

[[SCREENSHOT: User Groups browse page showing the table with group names, user counts, and delivery server badges]]

The table includes the following columns:

Column	Description
Group Name	The name of the user group. Click to edit the group.
# Of Users	The number of user accounts assigned to this group. Click the count to browse users filtered by that group.
Delivery Servers	Shows delivery server assignments using colored badges: M (Marketing, blue), T (Transactional, green), and AR (Auto Responder, purple). If multiple channels share the same server, they are grouped together. Unassigned channels display as "Not Assigned" in grey.

Use the checkboxes on the left to select multiple groups, then click Delete in the toolbar to remove them.

WARNING

A User Group cannot be deleted if it has users assigned to it. Reassign or delete the users first.

Creating a User Group

Click the Create User Group button on the User Groups page. The creation form is organized into five tabs: Preferences, Limits, Billing, Permissions, and User Interface.

Preferences Tab

The Preferences tab contains the core configuration for the user group.

[[SCREENSHOT: User Group creation — Preferences tab showing basic settings and behavior checkboxes]]

Basic Settings

Field	Description
Group Name	A descriptive name for the user group (required).
Product Name	A white-label product name displayed to users in this group instead of "Octeth".

Behavior Settings

These checkboxes control what users in this group can and must do:

Setting	Description
Enable Sender Info	Requires users to enter sender information when creating subscriber lists.
Force Sender Info	Appends sender information to the bottom of all outgoing emails.
Force Unsubscription Link	Prevents users from sending campaigns without an unsubscription link in the email content.
Force Reject Opt Link	Requires users to include an opt-in rejection link in confirmation emails.
Force Opt-In List	Restricts users to creating double opt-in subscriber lists only.
Show Email Throughput	Displays email delivery throughput metrics on the campaign dashboard.
Prevent Campaign Create If SpamAssassin Score Is Not Zero	Blocks campaign scheduling unless the SpamAssassin spam score is 0.0.
Simplified Campaign Create UI	Enables the simplified campaign creation interface for users in this group.
Enable Sender Domain Management	Requires users to configure and verify their own sender domains.
Disable AWS SES Integrations	Skips Amazon SES domain and identity setup for this group.
Require New Domain Approval	Email gateway sender domains remain inactive until an admin manually activates them.
Disable List-Unsubscribe Email Header	Removes the List-Unsubscribe header from outgoing emails for this group.
Activate Default Sender Domain	Enables a shared default sender domain for all users in this group.

Default Sender Domain

When Activate Default Sender Domain is checked, two additional fields appear:

Field	Description
Default Sender Domain	The base domain to use as the default sender domain. The system's tracking subdomain is automatically appended.
Default Sender Domain Monthly Limit	Maximum number of emails that can be sent per month using the default sender domain.

URL Settings

Field	Description
Subscriber Area Logout URL	The URL where subscribers are redirected after unsubscribing.
User Area Logout URL	The URL where users are redirected after logging out of the admin panel.

Trial Group Settings

Field	Description
Trial Group	Set to Yes to make this a trial user group.
Trial Expire (days)	Number of days before the trial expires. Required when Trial Group is set to Yes.

Import / Send Thresholds

Thresholds trigger warnings when usage approaches a configured percentage limit.

Field	Description
Import Threshold	Percentage threshold that triggers a warning during subscriber imports. Set to 0 to disable.
Email Send Threshold	Percentage threshold that triggers a warning during email sending. Set to 0 to disable.

Email Headers and Footers

Configure default text that is prepended or appended to every email sent by users in this group:

Field	Description
Plain Email Header	Text prepended to all plain-text emails.
Plain Email Footer	Text appended to all plain-text emails.
HTML Email Header	HTML prepended to all HTML emails.
HTML Email Footer	HTML appended to all HTML emails.

X-Mailer Header

Field	Description
X-Mailer	A custom X-Mailer header value included in all outgoing emails from this group.

Send Method

Select how emails are delivered for users in this group. The available options are:

Send Method	Description
System	Uses the system default delivery server.
SMTP	A custom SMTP server. Additional fields appear for host, port, encryption, timeout, authentication, username, and password.
SendGrid (via SMTP)	Sends through SendGrid. Provide your SendGrid username and password.
Mailgun (via SMTP)	Sends through Mailgun. Provide your Mailgun SMTP credentials.
Mailjet (via SMTP)	Sends through Mailjet. Provide your Mailjet SMTP credentials.
Amazon SES (via SMTP)	Sends through Amazon SES. Provide the SES SMTP host, access key, and secret key.
Save to Disk	Saves emails to a specified directory instead of sending them. Useful for testing.

When SMTP is selected, the following additional fields appear:

Field	Description
SMTP Host	The SMTP server hostname or IP address.
SMTP Port	The SMTP server port number (e.g., 587).
SMTP Secure	Encryption method: None, SSL, or TLS.
SMTP Timeout	Connection timeout in seconds.
SMTP Authentication	Whether to use authentication (Yes or No).
SMTP Username	Username for SMTP authentication.
SMTP Password	Password for SMTP authentication.

TIP

When using an ESP integration like SendGrid or Mailgun, the SMTP host is automatically configured by the system. You only need to provide your credentials.

DNS Templates

Field	Description
Email Gateway DNS Template	DNS configuration template applied to transactional email sender domains.
Email Campaign DNS Template	DNS configuration template applied to marketing email sender domains.

Delivery Server Assignments

Assign specific delivery servers to each email channel:

Field	Description
Marketing Delivery Server	Delivery server for marketing email campaigns. Select System Default or a specific server.
Transactional Delivery Server	Delivery server for transactional emails (email gateway). Select System Default or a specific server.
Auto Responder Delivery Server	Delivery server for auto-responder emails. Select System Default or a specific server.

Limits Tab

The Limits tab defines usage quotas for users in this group. Set any value to 0 for unlimited.

[[SCREENSHOT: User Group creation — Limits tab showing rate limits JSON editor and limit fields]]

Rate Limits

A JSON editor allows you to configure per-user rate limits for email sending. Rate limits control how many emails a user can send within specific time intervals (per minute, per hour, per day, per week, per month, per year). Set values to -1 to disable rate limiting for a specific interval.

Asset Limits

Field	Description
Subscribers	Maximum total subscribers across all lists. 0 = unlimited.
Lists	Maximum number of subscriber lists. 0 = unlimited.

Daily Limits

Field	Description
Emails Per Day	Maximum emails a user can send per day. 0 = unlimited.

Monthly Limits

Field	Description
Campaigns Per Period	Maximum campaigns a user can send per month. 0 = unlimited.
Emails Per Period	Maximum emails a user can send per month. 0 = unlimited.

Lifetime Limits

Field	Description
Emails (lifetime)	Maximum total emails a user can send over the lifetime of the account. 0 = unlimited.
Email Gateway Sender Domains	Maximum number of sender domains a user can configure. 0 = unlimited.

INFO

Limits set at the User Group level apply to all users in the group. Individual user limits can be viewed and monitored on the user's Limit Utilization page.

Payment & Credit Settings Tab

The Billing tab controls whether the payment and credit system is active for this group.

[[SCREENSHOT: User Group creation — Billing tab showing payment system and credit settings]]

Field	Description
Payment System	Set to Enabled to activate billing features for this group, or Disabled to turn them off.

When the Payment System is enabled, the following additional fields appear:

Field	Description
Monthly Charge Amount	Fixed monthly fee charged to users in this group.
Campaigns Per Campaign Cost	Fee charged per campaign sent.
Design Preview Charge Per Request	Number of free design previews before charges apply.
Design Preview Charge Amount	Fee charged per design preview after the free allowance.
Auto Responders Charge Amount	Fee charged for auto-responder usage.
Credit System	Set to Enabled to require email credits, or Disabled to allow unlimited sending within limits.
Charge Per Auto Responder Recipient	Whether to deduct credits for each auto-responder recipient.
Charge Per Campaign Recipient	Whether to deduct credits for each campaign recipient.
Pricing Range	Define tiered pricing for email credits. Add rows specifying "Up to X emails = Y per email" for volume-based pricing.

Permissions Tab

The Permissions tab controls which features and actions are available to users in this group.

[[SCREENSHOT: User Group creation — Permissions tab showing preset dropdown and permission checkboxes]]

Permission Presets

Use the preset dropdown to quickly apply a common permission configuration:

Preset	Description
Full Access	Grants all permissions.
Lists & Subscribers Manager	Permissions focused on list and subscriber management.
Email Campaign Manager	Permissions focused on campaign creation and management.
Read Only Access	View-only permissions with no create, update, or delete capabilities.

After selecting a preset, you can further customize individual permissions.

Permission Categories

Permissions are organized into the following categories, each containing individual checkboxes:

Category	Permissions
Account	Update own account settings, set custom email header/footer
Email	Spam test, design preview, manage email templates
Campaigns	Create, update, delete, view campaigns
Subscriber Lists	Create, update, delete, view lists, connect external MySQL
Custom Fields	Create, update, delete, view custom fields
Media	Upload, browse, retrieve, delete media files
Auto Responders	Create, update, delete, view auto responders
Segments	Create, update, delete, view segments
Subscribers	View, update, delete, import subscribers
Clients	Create, update, delete, view sub-user accounts
Email Gateway	Add and manage transactional email sender domains
Plugins	Access to individual installed plugins (one permission per plugin)

User Interface Tab

The User Interface tab controls the visual appearance for users in this group.

Field	Description
Template	Select the UI template that users in this group will see when logged in.
Theme CSS Settings	After selecting a template, color pickers appear for customizing the template's CSS color values.

Editing a User Group

Click the name of any user group on the browse page to open the edit form. The edit form has the same five tabs and fields as the creation form, pre-populated with the group's current settings.

An additional Save As option is available, which creates a duplicate of the current group with a new name. This is useful for creating variations of an existing configuration.

Deleting a User Group

To delete user groups, select them using the checkboxes on the browse page and click Delete in the toolbar.

DANGER

A User Group cannot be deleted while it has users assigned to it. Reassign or remove all users from the group before deleting it.

Managing Users

Browsing Users

Navigate to the Users page from the admin panel. The page displays a searchable, filterable list of all user accounts.

[[SCREENSHOT: Users browse page showing user table with sidebar filters]]

User Table

Each row in the table displays:

Element	Description
Avatar	A Gravatar image based on the user's email address. Click to open the user's edit page.
Name	The user's full name (first and last name) or company name. A "Disabled" badge appears if the account is disabled.
Limit Status	A colored dot indicator showing the user's limit utilization: green (OK), orange (Warning), or red (Exceeded).
Username	The user's login username.
Email	The user's email address (clickable mailto link).
Action Links	Quick links to Login as User and Edit.
Activity Spark	A sparkline chart showing the user's email sending activity over the past 7 days.
User Group	The name of the user group the account belongs to. Click to edit the group.

Sidebar Filters

The left sidebar provides multiple filtering options:

Filter	Options
By Category	All Users, Uncategorized, and each named category with its user count.
Activity	All Users, Online Users (currently logged in), Pending Sender Domains (users with domains awaiting activation).
By User Group	Any User Group, plus one entry per user group.
By Account Status	Enabled, Disabled.
By Reputation Level	Trusted, Untrusted.
Limit Utilization	All Users, OK (green), Warning (orange), Exceeded (red).

Sorting

Use the Sort Field dropdown in the toolbar to sort by:

• User ID
• SSO ID
• Email Address
• Account Create Date
• First Name
• Last Name
• Company Name
• Last Activity Time

Choose Ascending or Descending order with the Sort Type dropdown.

Bulk Operations

Select users with checkboxes, then use the toolbar actions:

• Delete — Delete the selected user accounts.
• Change Status — Set the selected accounts to Enabled or Disabled.

Creating a New User

Click the Create User button on the Users page. The creation form has two tabs: Account Information and Personal Information.

[[SCREENSHOT: Create User form — Account Information tab]]

Account Information Tab

Field	Type	Required	Notes
Company Name	Text	Conditional	Required if First Name and Last Name are not provided.
First Name	Text	Conditional	Required if Company Name is not provided.
Last Name	Text	Conditional	Required if Company Name is not provided.
Username	Text	Yes	The login username for the account.
Password	Password	Yes	Click Generate a random password to create a secure 18-character password. The generated password is briefly displayed for copying.
Email Address	Text	Yes	Must be a valid email address format.
Time Zone	Dropdown	Yes	Select the user's time zone.
Language	Dropdown	No	Select from available language packs.
User Group	Dropdown	Yes	Assign the user to a User Group.

TIP

Either Company Name or both First Name and Last Name must be provided. You can fill in all three fields if desired.

Personal Information Tab

Field	Type	Notes
Website	Text	The user's website URL.
Other Email Addresses	Textarea	Additional email addresses, one per line.
Street	Textarea	Street address.
City	Text	City name.
State	Text	State or province.
Zip	Text	Postal or ZIP code.
Country	Dropdown	Select from the country list.
Phone	Text	Phone number.
Fax	Text	Fax number.

Click Create User to save the new account.

Editing a User

Click a user's avatar or the Edit link on the Users browse page to open the edit screen. The edit page has a sidebar navigation on the left and a tabbed form on the right.

[[SCREENSHOT: Edit User page showing sidebar navigation and Account Information tab]]

Account Information Tab

The Account Information tab includes the following fields:

Field	Type	Notes
Available Credits	Text	Current email credit balance. Only shown if the user's group has the Credit System enabled.
Reputation Level	Dropdown	Trusted or Untrusted.
Category	Dropdown	Select Uncategorized, an existing category, or New Category to create one.
New Category Name	Text	Appears when New Category is selected. Enter the name for the new category.
Company Name	Text
First Name	Text
Last Name	Text
Username	Text	The login username.
New Password	Password	Leave blank to keep the current password. Click Generate a random password for a secure password.
Email Address	Text
Time Zone	Dropdown
Language	Dropdown
User Group	Dropdown	Change the user's group assignment.

Options (Checkboxes)

Option	Description
Disable list-unsubscribe email header	Removes the List-Unsubscribe header from this user's outgoing emails.
Disable suppression check in outgoing emails	Skips the suppression list check when this user sends emails.

Personal Information Tab

The same fields as the creation form, plus:

Field	Type	Notes
Phone Verified	Checkbox	Indicates whether the user has verified their phone number.

Settings Tab

The Settings tab provides advanced configuration options that override User Group defaults for this specific user.

[[SCREENSHOT: Edit User — Settings tab showing delivery server, rate limits, and custom headers]]

Field	Type	Notes
Delivery Server	Dropdown	Override the User Group's delivery server. Select User Group Delivery Server (default) or a specific server.
Default Sender Domain	Text	Override the User Group's default sender domain for this user.
Rate Limits	JSON editor	Override the User Group's rate limits. Click the helper link to paste the User Group defaults as a starting point. Leave empty to use the group defaults.
Custom Email Headers	JSON editor	Define custom email headers using JSON with Add and Remove keys. These headers are applied to all outgoing emails from this user.
Whitelisted Email Addresses	Text editor	One email address per line. Regex patterns are supported. Addresses listed here are exempt from the suppression list.

INFO

Settings configured on this tab take precedence over the User Group settings. To revert to group defaults, clear the field or select the default option.

Click Update Account to save changes.

User Categories

Categories are organizational labels that help you group users for quick filtering. They are distinct from User Groups — categories are lightweight tags for administrative convenience, while User Groups define permissions, limits, and delivery settings.

Creating a Category

1. Open a user's edit page.
2. In the Category dropdown on the Account Information tab, select New Category.
3. Enter the category name in the text field that appears.
4. Click Update Account to save.

The new category becomes available for all users.

Filtering by Category

On the Users browse page, use the By Category section in the left sidebar to filter the list by a specific category.

Renaming a Category

1. On the Users browse page, filter by the category you want to rename.
2. In the toolbar, open the Category Tools dropdown and select Rename Category.
3. Enter the new name and confirm.

Deleting a Category

1. On the Users browse page, filter by the category you want to delete.
2. In the toolbar, open the Category Tools dropdown and select Delete Category.
3. Confirm the deletion.

INFO

Deleting a category does not delete the users in it. Those users become "Uncategorized".

Monitoring Users

Account Activity

The Account Activity section on the user's edit page provides charts and data about the user's email performance over time.

[[SCREENSHOT: User Account Activity page showing charts and Latest Campaigns tab]]

Charts

Use the dropdown to select which metric to view:

Chart	Description
Campaigns: Unsubscriptions	Unsubscription trends over time.
Campaigns: Bounces	Bounce rate trends over time.
Campaigns: Spam Complaints	Spam complaint trends over time.
Subscriptions: Subscriptions & Unsubscriptions	Subscription and unsubscription activity over time.

Each chart supports three date ranges: 1 month, 3 months, and 6 months.

Data Tabs

Below the chart, two additional tabs provide tabular data:

Tab	Columns
Latest Campaigns	Campaign Name, Total Recipients, Unique Open Rate (with visual indicator).
Subscriber Lists	List Name, Subscriber Count.

Limit Utilization

The Limit Utilization section shows how much of their allocated limits a user has consumed. Navigate to this section from the user's edit page sidebar.

[[SCREENSHOT: User Limit Utilization page showing progress bars with OK/Warning/Exceeded indicators]]

Limits are displayed across four tabs:

Send Rate Limits

Shows email sending rate consumption for each time interval (per minute, per hour, per day, per week, per month, per year). Each card displays the used count, limit, percentage, remaining amount, and time until the counter resets.

INFO

Send rate limits apply to email gateway and journey email deliveries only.

Asset Limits

Shows consumption for:

• Campaigns
• Subscriber Lists
• Custom Fields
• Total Subscribers
• Sub-Users
• Auto Responders
• Journeys

Time Based Limits

Organized into three groups:

Group	Limits Shown
Daily Limits	Daily Email Send, Daily Import, Emails Sent Today
Monthly Limits	Monthly Email Send, Monthly Import, Emails Sent This Month, Campaigns Sent This Month
Lifetime Limits	Lifetime Email Send, Sender Domains, Total Emails Sent

Threshold Limits

Shows whether usage is within or has exceeded configured thresholds:

• Import Threshold
• Email Send Threshold
• Default Domain Daily limit
• Default Domain Monthly limit

Status Indicators

Each limit card uses a color-coded status:

Status	Color	Meaning
OK	Green	Usage is below 80% of the limit.
Warning	Orange	Usage is between 80% and 100% of the limit.
Exceeded	Red	Usage has reached or exceeded the limit.

TIP

Limits are inherited from the user's User Group. To change a user's limits, edit the User Group configuration in the Limits tab.

Sender Domains

The Sender Domains section on the user's edit page lists all sender domains associated with the user, including both marketing email domains and transactional email (email gateway) domains.

[[SCREENSHOT: User Sender Domains page showing domain table with status badges and action buttons]]

Table Columns

Column	Description
Sender Domain	The domain name, with a badge indicating the type: "Marketing Email Domain" or "Transactional Email Domain".
Status	The current domain status with a colored icon.
Options	Available actions based on the domain's current status.

Domain Statuses

Status	Description
Enabled	The domain is active and can be used for sending.
Disabled	The domain is not active.
Suspended	The domain has been suspended by an administrator.
Approval Pending	The domain is awaiting admin approval before it can be used.
Blocked	The domain has been blocked by an administrator.

Available Actions

The actions available for each domain depend on its current status:

Current Status	Available Actions
Blocked	Activate, Suspend
Approval Pending	Suspend
Enabled	Suspend, Block
Disabled	Unblock
Suspended	Unblock

Sending Messages to Users

The Send Message section on the user's edit page allows you to send a direct email to the user from the admin panel.

[[SCREENSHOT: Send Message form with recipient, subject, and message fields]]

Field	Description
Recipient	Pre-filled with the user's email address (read-only).
Subject	The email subject line.
Message	The body of the email.

Click Send Message to deliver the email.

Account Control

Enabling and Disabling Accounts

To change a user's account status:

From the edit page:

1. Open the user's edit page.
2. In the left sidebar under User Options, click Disable Account or Enable Account (the label reflects the opposite of the current status).
3. Confirm the action.

From the browse page (bulk):

1. Select users using the checkboxes.
2. Use the Change Status dropdown in the toolbar to set accounts to Enabled or Disabled.

INFO

Disabling an account prevents the user from logging in and stops all scheduled campaigns and auto-responders. The user's data (lists, subscribers, campaigns) is preserved.

Deleting a User Account

1. Open the user's edit page.
2. In the left sidebar under User Options, click Delete Account.
3. Confirm the deletion.

DANGER

Deleting a user account permanently removes all associated data, including campaigns, subscriber lists, subscribers, auto-responders, segments, custom fields, and media files. This action cannot be undone.

You can also delete users in bulk from the browse page by selecting users with checkboxes and clicking Delete in the toolbar.

Impersonating a User

The Login as User feature allows administrators to log in as a user to troubleshoot issues, review their setup, or provide support. This is available from both the user's edit page and the browse page.

Two impersonation modes are available:

Mode	Description
Full Login	Logs in as the user with full administrative privileges. You can perform any action as though you were the user with no restrictions.
Login (Default)	Logs in as the user with their standard permission set as defined by their User Group. This mode lets you see exactly what the user sees.

To impersonate a user:

1. Open the user's edit page.
2. Click the Login as User dropdown button in the top section bar.
3. Select Full Login or Login.

The system opens the user's dashboard in a new session.

TIP

Use Login (Default) when you want to verify what the user can see and do with their current permissions. Use Full Login when you need to perform administrative actions within the user's account.