Manage Staff, Roles & Clients
Separate client accounts from staff access and grant only the permissions each role needs.
Account structure
- Clients
- Tenant-level customer accounts with their own resources, limits, and product subscriptions.
- Staff users
- Sub-users belonging to a parent client. They inherit the parent’s product access.
- Roles
- Named permission sets controlling visible modules and allowed actions.
- Packages
- Legacy/client resource definitions such as allowed lists, recipients, and sending servers.
Impersonation
Authorized administrators can enter a client account for support. A staff user can only return to its parent context. Use impersonation for troubleshooting and leave the client context when finished.
Apply least privilege
Do not grant infrastructure, billing, API, update, backup, or user-management permissions to a role that only creates campaigns.
Two-factor authentication
Account → Security lets a user turn on two-factor authentication, confirm the authenticator app before it is enforced, and generate one-time recovery codes for the case where the authenticator device is unavailable.
A confirmed device can be remembered as trusted so it does not prompt for a second factor on every sign-in. Two-factor authentication can be disabled from the same screen, and trusted devices can be revoked in bulk if a shared or lost device needs to be cut off immediately.
Activity and audit logging
K2Mailer records an activity entry for the create, update, delete, export, and import actions performed across contacts, lists, groups, custom fields, campaigns, bounces, and client accounts, including who made the change.
A dedicated Audit Logs screen (gated by its own permission) additionally tracks sensitive account and consent-relevant actions with the acting user, action type, and timestamp, filterable by actor and action.
Designing a role structure that scales
Start from the job, not the person: define a small set of roles such as Campaign Manager, Deliverability Admin, and Billing Admin, then assign staff to the closest fit rather than creating a one-off role per employee.
Review role assignments whenever a staff member changes teams or leaves, since inherited access does not automatically shrink when responsibilities do. A quarterly access review catches permission creep before it becomes a security gap.
Frequently asked questions
- What is the difference between a client and a staff user?
- A client is a tenant-level account with its own resources and subscriptions; staff users are sub-users under a parent client and inherit that parent’s product access.
- Can a staff user impersonate another account?
- No, a staff user can only return to its parent context; only authorized administrators can impersonate a client account, and only for support purposes.
- What does a Package control?
- A package defines client-level resource limits, such as allowed lists, recipient counts, and available sending servers.
- Is two-factor authentication required?
- Each user turns it on for their own login from Account → Security; it is not automatically enforced for every account.
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