Each person who opens the dashboard should have their own account. An account has a role that decides what it may do, and every sign-in and account change appears in the Activity log.
Accounts are managed in Settings > Users and roles. Your own account is in Settings > My account.
The three roles
| Role | In one sentence |
|---|---|
| Read only | Can see everything, change nothing |
| Operator | Sends, replies, and manages contacts, templates, rules, campaigns and webhooks, without touching accounts or settings |
| Superadmin | Can do everything, including managing accounts, the licence, settings, API keys, backups and phone pairing |
In detail:
| What | Read only | Operator | Superadmin |
|---|---|---|---|
| See conversations, contacts, campaigns, queue, devices, rules | yes | yes | yes |
| Preview a template, use the rule tester | yes | yes | yes |
| Export messages, contacts, conversations (CSV, JSON) | yes | yes | yes |
| Send (quick send, conversation reply), retry a message | no | yes | yes |
| Manage contacts, groups, templates, rules, campaigns, short links | no | yes | yes |
| Manage the forwarding of received SMS and webhooks | no | yes | yes |
| See the Activity log | no | yes | yes |
| See the technical logs | no | no | yes |
| Pair or remove a phone, change device settings | no | no | yes |
| Change the settings (sending, pauses, time zone, auto-responder switch) | no | no | yes |
| Create, change or revoke API keys | no | no | yes |
| Backups, restore, full database download | no | no | yes |
| Activate or re-check the licence | no | no | yes |
| Create, change, disable or delete accounts | no | no | yes |
The dashboard hides or disables what your role cannot do, and a Read only account sees a banner saying so. The gateway enforces the same rules on its side, so a refused action is refused even if someone tries it another way.
Backups and the full database download are closed to the other roles even for reading: they contain every account.
Which role to give? Read only for a manager who follows the figures, Operator for the people who answer customers and run campaigns, Superadmin for one or two people responsible for the installation.
Manage accounts (Superadmin)
Settings > Users and roles lists every account with its Role, Status (Active or Disabled) and Last sign-in. Your own row is marked You. Other roles see the list but no button.
Create an account
Click New user:
| Option | Allowed values | Effect |
|---|---|---|
| Name | 1 to 100 characters | Shown in the list and in the activity log |
| Sign-in email address | A valid address, not used by another account | What the person signs in with. Capitals do not matter |
| Role | Read only, Operator, Superadmin | What the account may do |
| Initial password | 12 characters at least | Share it through a safe channel: you cannot read it again. The person can change it from their profile |
No email is sent: give the person the dashboard address, their sign-in address and the password.
Account actions
The menu of each row (except your own) offers:
| Action | Effect |
|---|---|
| Change role | Applies from the person's next action, without signing them out |
| Set a new password | For a person who forgot theirs. They are signed out everywhere and must use the new password |
| Disable | Signs the person out at once and blocks sign-in. The account and its history are kept; Enable gives access back |
| Delete | Deletes the account and its sessions for good. What the person did stays, with no author. To keep a trace, prefer Disable |
Two safety rules apply:
- You cannot change your own role, disable or delete yourself, nor reset your own password from this screen (use My account). Another Superadmin must do it.
- The installation always keeps at least one active Superadmin. Demoting, disabling or deleting the last one is refused.
Keep two Superadmin accounts. There is no "forgot my password" email: a Superadmin who loses their password is unlocked by another Superadmin with Set a new password. With a single Superadmin, a lost password leaves nobody able to manage accounts.
Your own account: Settings > My account
| Option | Where | Effect |
|---|---|---|
| Name | Profile | Your display name, 1 to 100 characters |
| Email address | Profile | The address you sign in with. Changing it asks for your Current password |
| Role | Profile | Shown only: a Superadmin changes it |
| Interface language | Profile | English, French, Spanish or Italian. Saved in this browser, not on your account |
| Password | Password | Current password, New password (12 characters at least, different from the current one), Confirm the new password |
Click Save profile or Change password. Changing your password signs out all your other sessions (other computers, other browsers) and keeps this one open: useful if you signed in on a shared computer and forgot to sign out.
A long phrase makes a better password than a short complicated word.
Sign-in and sessions
- A session stays open 7 days after your last activity, then asks you to sign in again. Sign out, in the menu, closes it at once.
- After 5 failed attempts, from the same address or on the same account, sign-in is locked for 30 seconds, then twice as long after each new failure, up to 15 minutes. The counter is forgotten after 15 minutes without failure. The error message is the same for an unknown address, a wrong password and a disabled account, so nobody can test which addresses exist.
- Refused sign-ins appear in the activity log, category Security, with their reason.
The first account
The very first account of an installation is created on the setup screen, with the setup code
displayed by the installer (sms-gateway setup-code shows it again). That account is a Superadmin.
See the installation guide.
Accounts and API keys
An API key is not an account: it belongs to a tool, not a person, and has its own scope. Keys are managed in API keys by a Superadmin. See API keys.
With the API
| Method | Path | Who | What it does |
|---|---|---|---|
GET |
/api/v1/users |
Any session | Lists the accounts |
POST |
/api/v1/users |
Superadmin | Creates an account (email, name, role, password) |
PATCH |
/api/v1/users/{userId} |
Superadmin | Changes name, role, disabled |
POST |
/api/v1/users/{userId}/password |
Superadmin | Sets a new password |
DELETE |
/api/v1/users/{userId} |
Superadmin | Deletes the account |
Role values: viewer (Read only), operator, superadmin. Account changes need a signed-in
Superadmin: an API key, even with the admin scope, can only read the list.
Troubleshooting
| What you see | Why, and what to do |
|---|---|
| "The installation must keep at least one active superadministrator." | You are demoting, disabling or deleting the last Superadmin. Promote someone else first |
| "This address is already used by another account." | Two accounts cannot share an address, even with different capitals |
| Sign-in refused with "Too many requests. Try again shortly." | Wait for the lock to end (15 minutes at most), then check the address and password |
| A colleague cannot see Activity log | Their account is Read only |
| The only Superadmin forgot the password | Nobody can reset it from the dashboard: this is why a second Superadmin account matters |