User Profiles

Set up a new user's roles, teams and mailbox settings in one step

A profile is a saved user setup that stores the roles, teams, default team and per-team mailbox settings for a type of user. Instead of configuring each new joiner by hand, you apply a profile and everything is set up at once.

You manage profiles on the Profiles page in Admin Centre, where each profile appears as a card.

💡 Note: Only users with the IT Support role can create, edit and apply profiles. 

When to Use This Feature

Use this feature if you:

• Regularly onboard people into the same type of role, such as operators or charterers.
• Want new joiners to get the same default team, team mailbox access and sending permissions as their colleagues.
• Want to copy an existing user's setup for a new starter on the same desk.

This feature may be less relevant if:

• Each user needs a different combination of roles and teams.
• You want to change users who already exist. Editing a profile doesn't update them, so use Bulk Actions instead.

Step-by-Step Instructions

1. Create a profile

Option 1: Build a profile from scratch

Go to Admin Centre → Profiles and click Create profile. Enter a Profile name that reflects the use case, for example "Operations – London", and an optional Description.

Search for and select the Roles this type of user needs. Every user also gets the Regular User role.

Under Manage team access and mailbox settings, search for and add the teams the user should belong to. For each team, set Sending (whether the user can send from that team's mailbox) and Auto-archive, and select one team as the Default team. Save the profile.

Option 2: Save an existing user's setup as a profile

Go to Admin Centre → Users, click the user's name, then click Save as profile.

2. Apply a profile to a new user

When you create a user, select a profile to apply its roles, teams and mailbox settings. Enter the user details, review the permissions, then save the user.

3. View, edit or delete a profile

On the Profiles page, click a profile card to see its details, including Applied to, which shows how many users were created from it. Click Edit to change the profile, or the bin icon to delete it.

Editing or deleting a profile doesn't change users already created from it.

Step 4: Check what each role allows

Go to Admin Centre → Roles to see what each role allows. This page is read-only; you assign roles on each user or in a profile. For more detail, see User Roles.

Troubleshooting & Common Questions

Best Practices & Tips

• Name profiles after the team and office they're for, such as "Chartering – Singapore", so the right one is easy to pick.
• Use the Description to note who the profile is for and which teams it covers.
• If someone is already set up correctly, use Save as profile rather than building the profile by hand.
• Check Applied to before deleting a profile, and agree with other IT Support users who maintains each one.

Further Support

Need more help with user profiles? Please raise a ticket with our Support Team.