Email hosting

Go to a site's settings → Email tab. Choose an email provider for the site: • Integrated hosting – Fully integrated. Domains, mailboxes and DNS are managed from the CMS. • Google Workspace – Use Gmail with your own domain. Configure everything via Google Admin. • Microsoft 365 – Use Outlook with your own domain. Configure everything via Microsoft Admin. • Other – Use another provider. Manually enter your IMAP/SMTP details. The choice determines how editors see the Email page and which features are available.

Go to a site's settings → Email tab. Choose "Integrated hosting" as the email provider. Click "Add domain" and enter your domain name (e.g. "example.com"). The domain is created instantly.

After adding a domain, the required DNS records (MX, TXT, CNAME) are shown. Set these up at your domain registrar (e.g. GoDaddy, Cloudflare, Namecheap). Click "Recheck" to re-run DNS verification. When all records are correctly configured, a green checkmark appears. DNS verification also runs automatically in the background on a periodic schedule.

Click "Create mailbox" and fill in: • Email address – The part before the @ sign (e.g. "info", "support") • Display name – The name recipients see (e.g. "John Smith") At the bottom of the form there is a toggle "Recipient sets own password": • Toggle off – The mailbox is created with an automatically generated password. You must share the password securely with the user yourself. • Toggle on – An extra field "Recipient email address" appears. Enter the personal email address of the employee here. The recipient receives a temporary link (valid for 48 hours) to set their own secure password. You will not know the password.

You can set up forwarding per mailbox. Click the arrow icon next to a mailbox and add one or more email addresses to forward messages to. Use the "Keep copy" toggle to decide whether messages also stay in the mailbox.

Editors can see their mailboxes in the CMS under Email. The IMAP/SMTP details for setting up a mail client are also shown there: • Incoming (IMAP): see server settings, port 993, SSL/TLS • Outgoing (SMTP): see server settings, port 465, SSL/TLS

Besides email hosting (mailboxes), you can also configure an SMTP server for outgoing emails from your site. This is used for: • Contact form notifications • System emails (e.g. password reset mails) • Newsletter confirmations Go to Site Settings → Email (SMTP) and fill in: • SMTP server and port • Username and password • Sender email and name • Notification email (receives alerts for new messages) This is separate from email hosting and can be used alongside it.

For sites that send emails from your own domain, you can set up domain verification via AWS SES: 1. Go to Site Settings → Email → Sender verification 2. Enter your domain name 3. The system shows DNS records you need to configure (DKIM, SPF, DMARC) 4. After configuration, click "Verify" to check the status Domain verification ensures your emails are not marked as spam and recipients see your domain as the sender.

In Agency Settings → Email Hosting you can see statistics for all your email domains: • Total number of domains • Total number of mailboxes • Breakdown per site This data helps you keep track of email usage within your agency.

By default, editors can view their mailboxes, reveal passwords and manage forwarding. The following actions are restricted: • Adding/removing domains → admin only • Changing email provider → admin only • Mailbox invitations → admin only • IMAP migration → only if the admin has enabled the migration permission You can set the migration permission per editor via User Management → Editor permissions.