Community Knowledge Base


SmarterMail allows a single installation to have multiple System Administrator logins, each with their own unique login and password. To add secondary System Administrator accounts, log in to SmarterMail as the primary System Administrator and click on the Settings icon. Then click on Administrators in the navigation pane.

Once the page loads, you'll see a list of the Administrators that are set up for the SmarterMail installation. Initially, there will be a single "Primary" Administrator showing. As new administrative accounts are created, they will also be displayed. By default, the following columns are displayed:

  • Account - The login name associated with the account.
  • Name - The friendly name associated with the account.
  • Type - The account type: Primary Administrator or Administrator.
  • Manage Admins - If the administrative account has been granted permissions to create/manage other administrative accounts, a check box will appear next to their name.
  • IP Restrictions - If the administrative account is restricted to connecting from a specific IP address, or an IP range, a check box will appear next to their name.
  • Created - The creation date/time of the administrative account.
  • Enabled - Whether the specific Account is able to be used or not. No checkmark means the Account has been disabled.
  • Last Login - The date/time the specific Account was logged into.

To create a new Administrator account, click the New button. Note: Only the primary Administrator and secondary Administrators with 'Manage secondary administrators' permission can create new or modify existing accounts. When adding or editing an account, the following settings will be available:


  • Username - The identifier used to log in to SmarterMail.
  • New Password - The password used to log in to Smartermail.
  • Confirm Password - Re-type the password used to log in to Smartermail.
  • Display Name - A friendly name for the administrator. For example, "Dan Henderson".
  • Status - Enabled or Disabled.
  • Language - The language to be used by the System Administrator. The language set for a System Administrator is EXTREMELY important. That's because it's much more than simply what is seen in the webmail interface. SmarterMail's language selection is the basis for everything: the things seen in the webmail interface as well as what's returned to an email client when connecting using Outlook, eM Client, iOS Mail and more. That includes things like settings labels, folder names, calendars and calendar appointment, contact groups, email message content, log files and essentially everything within SmarterMail. Therefore, it is extremely critical that whatever language is set in SmarterMail is the exact language the System Administrator is going to use.
  • Theme - The general color theme of the SmarterMail interface: Light or Dark.
  • Allow system settings management - Select this option to allow the Administrator to manage the settings for the SmarterMail server. (E.g., all of the options available in the Settings area.) Some System Administrator accounts may only require the ability to manage the domains on the server, but not server settings as a whole. If this is not enabled, the Settings icon is essentially "turned off" for this System Administrator and does not show up when they log in.
  • Manage secondary administrators - Select this option to allow the Adminstrator to create new and modify existing administrator accounts. This setting is dependent on "Allow system settings management", so if that is disabled, this setting is as well. A System Administrator is not able to manage secondary administrators if they do NOT have the ability to manage system settings.
  • Allow domain management - There are times when an administrator may need to access domain or user specific information. Select this option to allow the Administrator to view/manage domains and domain users. If this is not enabled, the Manage icon is essentially "turned off" for this System Administrator and does not show up when they log in.
  • Allow impersonation - Select this option to allow the Administrator to impersonate a user account. Impersonating an account opens a new browser session that allows an Administrator to be "logged in" as that user.
  • Allow show passwords while impersonating - User passwords are hidden, by default. Select this option to allow an Administrator with impersonation permissions to also view the passwords associated with user accounts. This option also allows the Administrator to retrieve passwords via the API. Note: The primary system administrator can view and retrieve user account passwords and app passwords by default. In addition, when using Active Directory authentication, passwords are NOT displayed.
  • Restrict login access by IP - Select this option to only allow the administrator to log in from certain IP addresses. Then enter the authorized IP address(es) on the IP Restrictions card.

IP Retrictions

If an Administrator has "Restrict login access by IP" enabled for their account, this is where you add any IP addresses that are allowed access to the SmarterMail server.

Change Password

Administrators can reset their account password at any time by logging into the web interface. In addition, the primary System Administrator and Administrators with "Manage secondary administrators" permission can modify another Administrator's password. To modify an Administrator password, select the Administrator and click the Change Password button. Then enter and confirm the new password that will be used. Note: Secondary Administrators cannot modify the primary Administrator's account.

Primary Administrators who cannot remember their account password can find instructions to reset their username and password in the SmarterTools Knowledge Base.