Infomaniak user management, access and e-mail without losing your way

Infomaniak is a powerful platform, but its logic can be confusing at first. Many users confuse “creating an e-mail address” with “creating a user”, or don’t know how to give access to a collaborator without sharing everything. In this article, we’ll help you understand how Infomaniak user management, access and e-mail work – in a clear, practical and jargon-free way.

At Infomaniak, it is essential to understand that a user account and an e-mail address are two different things:

• An Infomaniak user is a person with a login (email address) and password who can connect to the administration interface (the Manager).
• An Infomaniak e-mail address is an inbox, like contact@votredomaine.ch, that can be used by one or more users.

This distinction gives us greater security and flexibility: we can manage who accesses what, without sharing passwords.

Another point often overlooked: a user can access several Infomaniak accounts/organizations with a single login. For example, one person can manage :

• His own account for his business
• Association account
• Email access to another project on a different domain

This makes it possible to centralize access to the Infomaniak console without having to log off/on all the time. It’s also very useful for accountants, freelancers or managers of several entities.

This is a frequent question, especially when you first create your Infomaniak account. Here are a few points to consider:

• If you create a user account with your private address (e.g. pre nom.nom@gmail.com), you can continue to access all services, even if your business address no longer exists or if you change organization.
• If you use a professional e-mail address (e.g. contact@entreprise.ch), this may seem more logical, but beware: if this box is deleted or inaccessible (e.g.: change of collaborator), you risk losing access or having to take additional steps.

👉 Recommendation: create your user account with your personal address to ensure lasting access, and use access rights to manage your company’s products. This also prevents you from mixing up login identities and operational boxes.

This is where many people go wrong: creating an address prenom@entreprise.ch does not automatically create a user with access to it. You must then :

• Either provide SMTP/IMAP identifiers to the person concerned, so that he or she can configure his or her mailbox in a client (e.g. Outlook)
• Add this person as an Infomaniak user, with restricted access only to the e-mail concerned via Webmail or Manager.

Let’s take a simple example. Sophie creates the address contact@monentreprise.ch for customer management. She wants Lucie, her assistant, to reply to her e-mails. But she doesn’t want to give her password or access to her entire Infomaniak account.

The solution?

• Create box contact@...
• Add Lucie as Infomaniak user
• Give him access to this mailbox only

In this way, Lucie can connect to the mail interface or use a client like Outlook, but she won’t see the other services (website, domain, billing…).

That’s exactly why Infomaniak has designed this system: to separate the e-mail box (the container), the user (the access key) and the technical SMTP/IMAP access (the use in a client).

Here are the simple steps for granting access to an Infomaniak user:

1. Log in to Manager with your main account
2. Go to User management
3. Click on “Add a user
4. Enter the person’s e-mail address
5. Choose access rights: email, site, domains, billing…
6. The person receives an invitation by e-mail and has access only to what you have defined.

You may withdraw or modify your rights at any time.

• Never share your login details
• Create one user per person requiring access
• Give only the rights you need
• Remove access when collaboration ends
• Centralize access to a master account (your own)

You can create aliases (e.g. hello@, info@, contact@) that all redirect to the same box. This is useful if you want several entry points but only one box to manage.

Understanding the logic behind mailboxes, user accounts and access rights helps you avoid common mistakes, and above all, enables you to collaborate more securely and professionally. With Infomaniak, you’ve got a powerful tool in your hands – it just needs to be set up properly.

Need help organizing your access, migrating your e-mails or configuring your rights? Pyxa can help you see things clearly, without the headache.

What’s the difference between an Infomaniak user and an e-mail address?

An Infomaniak user is someone who can access the management interface (the Manager), while an e-mail address is simply an inbox. The two are not automatically linked: creating an e-mail does not create a user.

Can I create an e-mail address without creating a user?

Yes, you can create one or more mailboxes, and then decide who will have access to them (by giving them logins or adding a specific user with the right rights).

How can you give access to a single mailbox without sharing everything?

Simplyadd an Infomaniak user and grant him access only to the e-mail concerned. In this way, he or she can read and send messages, without having access to the website, domains or invoices.

Should I create my user account with a personal or business address?

We recommend that you use a personal e-mail address (e.g.prénom.nom@gmail.com) to create your main user account. This means you’ll retain access even if you change company or if your pro address becomes inactive.

Can a user access several Infomaniak accounts?

Yes, a single user can manage several organizations or Infomaniak accounts, provided he or she is invited to do so. This is useful for people who work on several projects or companies.