User roles (ProtonMail for Business)

A ProtonMail Professional Account allows you to create an organization and then add users to it.

There are two types of accounts belonging to an organization: administrators and users. In this article, we will discuss the differences between the two.

Administrators

There can be more than 1 administrator for your organization. All administrators have full control over your organization and can perform any action for your organization.

It is therefore important to make sure you trust somebody before you make them an administrator. If there is more than 1 administrator, you will need to designate a primary administrator

The primary administrator is usually the user that created the organization. The primary administrator is responsible for the organization’s billing, and all invoices will need to be paid using the primary administrator’s account.

Users

Any member of your organization who is not an administrator is a user. Users cannot view or manage organization details, they can only view and manage their own accounts. Users can log in using their email address and password and have their own inboxes. 

Unless an administrator has designated that a user account is a private user account, any administrator can view the inboxes of user accounts (i.e., they can read that users’ emails).

Changing user roles

Any administrator can promote a user to an administrator role, or demote an administrator to a user. To change a user’s role:

1. Log in to mail.protonmail.com and go to SettingsOrganizationUsers & Addresses or log in to account.protonmail.com and go to OrganizationUsers & Addresses. Click Edit in the Action column next to the user.

Screenshot of changing a user's role

2. Turn the Admin rights switch on or off to change between administrator and user roles, then click Submit (you may be asked to sign in again using your ProtonMail password to continue).

Screenshot of turning on Admin rights

If you upgrade a user to an administrator, one of the existing administrators must share the organization password with the user. The user must then log in to their account and enter the organization password to complete the upgrade process.


Below is a checklist of steps (plus related articles) for setting up an organization in ProtonMail.

Step 1: Set up your custom domain(s)

Step 2: Create your organization

Step 3: Add new users to your organization

Step 4: Migrate your existing email messages to ProtonMail