In Emailgistics, a shared mailbox can include both licensed and unlicensed users. This lets each team member take part in the way their role needs. Some need full access to manage emails and view reports. Others only need limited visibility, or just access to the mailbox in Microsoft 365.
Unlicensed Users
A shared mailbox can include members in Exchange who don't need an Emailgistics role or a paid license. These are usually IT team members or senior managers who want limited visibility into the mailbox but don't respond to emails or use Emailgistics features.
Licensed Users
Any user who actively works with emails in an Emailgistics-managed mailbox, such as responding to or organizing messages, needs a license. Any admin who needs access to Emailgistics reporting for team performance and mailbox metrics also needs a license.
The Role Matrix
The table below breaks down the roles that can be licensed or unlicensed in Emailgistics, with each role's level of access and responsibilities within the system.
| Role | Licensed / Unlicensed | Description | Requires mailbox membership | Notes |
|---|---|---|---|---|
| Mailbox Agent | Licensed | Handles email management in the mailbox, uses the Emailgistics add-in in Outlook, and is credited in reports. | Core role for working on messages. | |
| Has Outlook Team Member Folder (sub-role) | Licensed | Sub-role for Mailbox Agents. Adds a dedicated Outlook folder so team members can organize their work. | Requires the Mailbox Agent role. | |
| Mailbox Reports Viewer | Licensed | Views mailbox performance reports in Emailgistics, only for the mailboxes this role is set on. | ||
| Mailbox Administrator | Licensed or unlicensed | Manages mailbox settings, routing rules, and workflows. | License the admin to access reports, or leave them unlicensed to manage settings only. | |
| Billing Administrator | Licensed or unlicensed | Manages billing and licenses for Emailgistics. | – | Can access billing functions with or without a license. |
| System Administrator | Licensed or unlicensed | Manages overall system configuration, including adding or removing mailboxes and users. | – | Licensed system admins can view reports. Unlicensed system admins manage technical settings, mailboxes, and user configuration. |
- Description
- Handles email management in the mailbox, uses the Emailgistics add-in in Outlook, and is credited in reports.
- Requires mailbox membership
- Notes
- Core role for working on messages.
- Description
- Sub-role for Mailbox Agents. Adds a dedicated Outlook folder so team members can organize their work.
- Requires mailbox membership
- Notes
- Requires the Mailbox Agent role.
- Description
- Views mailbox performance reports in Emailgistics, only for the mailboxes this role is set on.
- Requires mailbox membership
- Description
- Manages mailbox settings, routing rules, and workflows.
- Requires mailbox membership
- Notes
- License the admin to access reports, or leave them unlicensed to manage settings only.
- Description
- Manages billing and licenses for Emailgistics.
- Requires mailbox membership
- –
- Notes
- Can access billing functions with or without a license.
- Description
- Manages overall system configuration, including adding or removing mailboxes and users.
- Requires mailbox membership
- –
- Notes
- Licensed system admins can view reports. Unlicensed system admins manage technical settings, mailboxes, and user configuration.