1Plan your addresses
- Choose one naming pattern, such as firstname@ or firstname.lastname@, and decide now how you'll handle two people with the same name.
- List your team addresses, such as sales@, accounts@, hr@ and support@. Try not to tie these to one person.
- Count who needs their own inbox. That tells you how many mailboxes to pay for.
2Mailbox, alias, group or shared?
| Type | What it does | Use it for |
|---|---|---|
| Mailbox | One person's own inbox and password. Uses one seat | Each employee who sends and receives mail |
| Alias | An extra address that delivers to a mailbox. Uses no seat | hello@ going to one person |
| Group | Sends a copy to everyone in the list | team@ or all-staff@ |
| Shared mailbox | One inbox that several people work from | support@ or accounts@ |
SyncGaze includes aliases, groups and shared mailboxes on Business plans, with up to 500 aliases per organisation. Mailboxes start at ₹29 per user per month before GST.
3Set it up
- Connect your domain to an email provider.
- Create the mailboxes. For a whole team, upload a CSV with bulk import, up to 1,000 mailboxes in one file.
- Add your aliases, groups and shared mailboxes under Mail Routing.
- Give each person their sign-in details and ask them to set up two-factor authentication.
- Add a matching signature with the free signature generator.
- Help people connect their phones and mail apps with the IMAP and SMTP guide.
See the full steps in Mailboxes and seats and Aliases, groups and routing.
4Joiners and leavers
When someone joins, create their mailbox, add them to the right groups, and give them access to any shared mailbox they need.
When someone leaves, act the same day:
- Reset their password so they can no longer sign in.
- Tell the person taking over, and decide who should get their mail from now on.
- Remove them from groups and shared mailboxes.
- Update any service that was registered with their address.
5Questions
Does every employee need a paid mailbox?
Only people who need their own inbox and password. Each mailbox uses one seat. Staff who only need to receive team mail can often use a group, and an alias adds an address without using a seat.
What is the difference between an alias, a group and a shared mailbox?
An alias is an extra address that delivers to one mailbox. A group sends a copy to everyone in it. A shared mailbox is one inbox that several people can work from together.
What happens to an employee's email when they leave?
The address belongs to the company, so an admin can reset the password or remove the mailbox, and point the address to someone else with an alias.
Read more: pricing · email for small business · email for startups
Free for your first 3 months, up to 6 mailboxes. Set up autopay at sign-up, with ₹1 taken to verify it and refunded.