Instead of wasting time constantly switching between personal email and the system, manage all correspondence directly from one place. An email mailbox in the system is your email address configured for efficient receiving and sending of messages. It determines which address outgoing mail comes from and automatically ensures a professional appearance by attaching the appropriate signature.
What do you gain?
- Complete uniqueness and order: Each email in the system is precisely assigned to one mailbox.
- Instant setup: You can deactivate a mailbox at any time without deleting it, preserving the history.
Creating a new mailbox (Step by step)
Configuration is simple and intuitive. To add a mailbox, go to: 4 dots -> Mail -> Email mailboxes and click the +Mailbox icon.
Fill in the following fields to customize it for your team’s needs:
- Name - displayed name for easy identification (e.g. “Office”, “Support”). In the name field you can use variables like {{first_name}}, {{last_name}} which will pull from the user’s profile.
- Email address - the full email address of the mailbox.
- Responsible - the employee whose Inbox will receive incoming emails for this mailbox.
- Private - check if the mailbox should be private.
- Email provider - secure server setting for sending (you can use our servers or set up your own SMTP).
- Description - your optional notes about this mailbox’s purpose.
- Department - optional assignment of the mailbox to a specific company department.
- Signature - a professional HTML block appended to every email.
- SMTP configuration - secure sending server setup.
Finally, save and verify the mailbox.
SMTP configuration and account verification
The guarantee that your messages will always reach customers and won’t end up in spam is proper configuration of the sending server (SMTP). Enter your provider’s details:
- Provider - choose one of our servers (Sendgrid or Emaillabs) or your own SMTP server.
- SMTP address, Port, Login / Password - your server’s authentication details.
Important: Every new mailbox requires verification for full security. The system will send a verification code to the provided address - only after confirming it does the mailbox become fully active and ready to send. Also remember that each email address must be unique among active mailboxes on your account.
Full automation and access control
The system allows you to take the burden of manually replying during off-hours off your shoulders and gives you full control over correspondence security:
1. Autoresponder (24/7 operation)
A mailbox can automatically send replies to incoming customer messages (e.g. vacation notice or support ticket confirmation). Simply configure:
- Enable autoresponder - activate the feature.
- Subject and Content - the message template the customer will receive.
- Active dates and times - the specific time period during which the automatic response should be sent.
Tip: You can quickly enable and disable the autoresponder for all mailboxes at once, directly from the main mail settings.
2. Sender restrictions (Security)
Want only specific people to be able to send from the address e.g. board@…? The Restrict senders option lets you precisely specify which users are authorized to send messages from a given mailbox.
3. Private mailbox (Confidentiality)
If a mailbox is marked as private, its contents and correspondence will only be visible to people you grant special, dedicated permissions to. An excellent solution for HR, accounting, or executive departments.