Before you begin
Confirm you can sign in as an organization administrator and have access to your DNS provider. Use the go-live checklist below as you work through each step.
SmtpMan go-live checklist
- Domain — choose the employee email domain (often a subdomain such as team.example.com)
- DNS — publish the MX and IMAP/SMTP CNAME records SmtpMan shows, then wait for verification
- Admin roles — confirm at least one active Owner or administrator can manage staff and domains
- First users — add a small pilot group before a full CSV import
- Test send — send one announcement and confirm delivery to a staff inbox
First sign-in opens the onboarding wizard (profile → domain → DNS → finish). You can reopen it anytime from Dashboard → Onboarding.
Add and verify your employee email domain
Add the domain staff will use for company addresses, then publish the DNS records SmtpMan displays until the domain shows as verified.
- Open Domains in the dashboard and add your employee email domain.
- Copy the MX and IMAP/SMTP CNAME values shown in the product.
- Publish those records at your DNS provider.
- Return to SmtpMan and wait until verification succeeds (often 15–60 minutes).
Verified
Domain status is active and ready for staff addresses and delivery.
Still pending?
Check for typos, wait for DNS propagation, then re-check verification in the product.
Product steps: Help: domain and DNS.
Keep frontline mail off your primary domain: Separate frontline employee email from your primary domain.
Authentication background: Employee email DNS setup: SPF, DKIM & DMARC.
Create your first staff accounts
After the domain is verified, add a small pilot set of staff so you can test invitations and delivery before a full rollout.
Bulk import (CSV)
Best for larger cohorts once the pilot works.
- Prepare a CSV with First Name, Last Name, and Personal Email
- Go to Staff → Import CSV
- Review the preview, then confirm invitations
Add individually
Best for the first few pilot accounts.
- Go to Staff → Add Staff
- Enter name and personal email
- Company email is generated from the name and domain
- Send the invitation
Tip
Create a distribution group that matches one store, shift, or role before your first broadcast. See Groups when you are ready.
Send a test announcement
Send one short announcement to your pilot group and confirm it arrives in a staff inbox before inviting the full roster.
- Open Broadcasts
- Choose your pilot group or individual recipients
- Write a short subject and body (for example, “SmtpMan test — please reply if received”)
- Send, then open a staff mailbox or connected client to confirm delivery
Staff client setup
If recipients need IMAP/SMTP settings for their mail apps, share Email connection Help.
Next steps and related Help
Finish DNS verification if it is still pending, then continue with staff, groups, security, or billing as needed.