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This guide explains how regular users can request and manage VPN network resources through the NetBird Selfservice portal.

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Overview

As a regular user (non-admin), you can:
  • Request new VPN resources (IPs, subnets, domains)
  • View your requested and approved resources
  • Edit your own resources
  • Check the status of pending requests
  • Receive email notifications about request decisions
Admin users (configured via NETBIRD_ADMIN_EMAIL) have additional capabilities. See the Admin Guide for admin-specific features.

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Getting Started

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Signing In

1

Navigate to the Portal

Open your web browser and navigate to your organization’s NetBird Selfservice portal URL.
2

Click Sign In

Click the “Sign in with Google” button (or your organization’s configured OAuth provider).
3

Authenticate

You’ll be redirected to Google’s login page:
  1. Enter your work email address
  2. Complete the authentication process
  3. Grant permission if prompted (first time only)
You must use an email address from your organization’s allowed domain. Other email addresses will be rejected.
4

Access the Dashboard

After successful authentication, you’ll be redirected to the resources dashboard.

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Requesting New Resources

When you need to access a customer’s network or external resource through the VPN:
1

Click 'New Resource'

From the dashboard, click the “New Resource” or “Add Resource” button.
2

Fill in Resource Details

Complete the resource request form:Resource Name (Required)
  • A descriptive name for the resource
  • Example: “Acme Corp Database” or “Client XYZ Web Server”
Address (Required)
  • The IP address, CIDR range, or domain name
  • Supported formats:
    • Single IP: 192.168.1.100
    • CIDR range: 10.0.0.0/24
    • Domain: database.example.com
Description (Optional)
  • Additional details about the resource
  • Purpose, customer name, project information
  • Example: “MySQL database for Acme Corp project, port 3306”
Enabled
  • Keep checked to enable the resource immediately upon approval
  • Uncheck if you want to create but not activate yet
Provide detailed descriptions to help admins understand and approve your request faster.
3

Submit Request

Click “Submit Request” or “Create”.Your request will be sent to the administrator for approval.
4

Confirmation

You’ll see a confirmation message indicating your request has been submitted:
  • The request appears in your resources list with a “Pending” status
  • An email notification is sent to the administrator

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Validation Rules

The system validates resource addresses to ensure network security:
Single IP Addresses
192.168.1.100
10.50.30.20
203.0.113.45
CIDR Ranges
10.0.0.0/24
192.168.100.0/28
172.16.0.0/16
Domain Names
server.example.com
db.client.net
api.customer.io
These address ranges are blocked for security reasons:
  • 0.0.0.0/0 - Catch-all route
  • 0.0.0.0/8 - Current network
  • 127.0.0.0/8 - Loopback addresses
  • 169.254.0.0/16 - Link-local addresses
  • 224.0.0.0/4 - Multicast
  • 240.0.0.0/4 - Reserved
  • 255.255.255.255/32 - Broadcast
  • IPv6 equivalents (::/128, ::1/128, etc.)
Private network ranges (10.0.0.0/8, 172.16.0.0/12, 192.168.0.0/16) are allowed for accessing customer resources.
Valid domain names must:
  • Contain at least one period (.)
  • Use valid characters (letters, numbers, hyphens, periods)
  • Not start or end with a hyphen
  • Have valid TLD (top-level domain)
Examples:
  • ✅ api.customer.com
  • ✅ db-primary.example.net
  • ❌ localhost (no period)
  • ❌ -invalid.com (starts with hyphen)

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Understanding Request Status

Your resources can have different statuses:
StatusDescriptionActions Available
PendingWaiting for admin approvalView details, Cancel request
ApprovedApproved and active in VPNView, Edit, Delete
DeniedRejected by adminView details only
Once a resource is Approved, it’s automatically added to the VPN network and accessible through your NetBird client.

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Viewing Your Resources

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Resources Dashboard

The main dashboard displays all your resources:
  • Active Resources: Approved resources currently in the VPN
  • Pending Requests: Resources awaiting approval
  • Request History: Previously denied or cancelled requests

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Resource Details

Click on any resource to view:
  • Resource name and address
  • Description and purpose
  • Status (enabled/disabled)
  • Request date and approval date
  • Who created the resource

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Managing Your Resources

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Editing Owned Resources

You can edit resources you’ve created (once approved):
1

Select Resource

From the dashboard, click on the resource you want to edit.
2

Click Edit

Click the “Edit” button (only available for your own resources).
3

Modify Details

Update any of the following:
  • Resource name
  • Address (IP, CIDR, or domain)
  • Description
  • Enabled status
Changing the address may affect connectivity. Ensure your NetBird client is updated after making changes.
4

Save Changes

Click “Save” to apply changes immediately.Changes are logged in the activity log and take effect in NetBird within seconds.

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Deleting Resources

When you no longer need a resource:
1

Select Resource

Click on the resource you want to delete.
2

Click Delete

Click the “Delete” or “Remove” button.
3

Confirm Deletion

Confirm the deletion in the popup dialog.
Deletion is permanent and removes the resource from the VPN network immediately.

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Enabling/Disabling Resources

Temporarily disable a resource without deleting it:
  1. Click on the resource
  2. Toggle the “Enabled” switch
  3. Disabled resources remain in the system but are not accessible through the VPN
Disable resources you may need again in the future rather than deleting them.

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Email Notifications

You’ll receive email notifications for:

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Request Submitted

When you create a new resource request:
  • Confirmation that your request was received
  • Expected approval timeline
  • Request details summary

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Request Approved

When an admin approves your request:
  • Notification of approval
  • Resource details (name, address)
  • Information about accessing the resource
  • Next steps for connecting

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Request Denied

If your request is rejected:
  • Notification of denial
  • Possible reasons (if provided)
  • Instructions for resubmitting with corrections
Email notifications are sent to the email address you used to sign in.

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Best Practices

Be Descriptive
  • Use clear, meaningful names
  • Include customer/project name
  • Specify the purpose
Provide Context
  • Add detailed descriptions
  • Mention related projects or tickets
  • Include contact information if needed
Plan Ahead
  • Request resources before you need them
  • Allow time for admin approval
  • Test connectivity after approval
Example:
Name: Acme Corp Production Database
Address: 10.50.30.100
Description: MySQL database for Acme Corp's production 
             environment. Ticket #12345. Port 3306. 
             Contact: [email protected]
Regular Cleanup
  • Delete resources you no longer need
  • Disable temporary resources instead of leaving them active
  • Review your resources monthly
Keep Information Current
  • Update descriptions when projects change
  • Modify addresses if infrastructure changes
  • Reflect the current state in resource details
Security Mindset
  • Only request resources you actually need
  • Use the most specific address possible (prefer single IPs over broad ranges)
  • Remove access when projects end
If you can’t access an approved resource:
  1. Check NetBird Client
    • Ensure NetBird client is running
    • Verify you’re connected to the VPN
    • Check client status and logs
  2. Verify Resource Status
    • Confirm resource is “Approved”
    • Check if resource is enabled
    • Review the resource address
  3. Test Connectivity 
    # Ping the resource
ping 192.168.1.100

# Test specific port
telnet 192.168.1.100 3306
  4. Contact Support
    • If issues persist, contact your admin
    • Provide resource name and error details
    • Include NetBird client logs if available

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Frequently Asked Questions

Approval times vary by organization:
  • Some admins approve requests within minutes
  • Others may have scheduled review periods
  • Check with your admin for expected timelines
You’ll receive an email notification as soon as your request is processed.
Currently, you need to submit separate requests for each resource. However, you can:
  • Submit multiple requests in succession
  • Use CIDR notation to cover ranges (e.g., 10.0.0.0/24)
  • Contact your admin for bulk resource additions
If your request hasn’t been approved yet:
  • Cancel the pending request
  • Submit a new request with the correct address
If already approved:
  • Edit the resource and update the address
  • Changes take effect immediately
No, regular users can only see:
  • Resources they’ve created
  • Their own pending requests
Admins can see all resources across all users.
When your account is deactivated:
  • You lose access to the portal
  • Your resources remain in the system
  • Admins can reassign or remove your resources
Best practice: Delete or transfer your resources before leaving.

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Getting Help

If you need assistance:
  1. Check this documentation - Most common questions are answered here
  2. Contact your admin - Email address: check your approval notification emails
  3. IT Support - For NetBird client or network connectivity issues
  4. Security Team - For questions about allowed resources or policies
When requesting help, always include:
  • Resource name and address
  • Error messages or symptoms
  • Steps you’ve already tried
  • Your email address or username

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Next Steps

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