Complete the Setup Wizard
When you first sign in, you'll be guided through a 4-step setup wizard:
Step 1: Profile Setup
Enter your company name, default sender name for notifications, timezone, and upload your company logo.
Step 2: Domain Setup
Add your custom domain (e.g., team.yourcompany.com) that will be used for all staff email addresses.
Step 3: DNS Configuration
Add MX, SPF, and DKIM DNS records to your domain provider to verify ownership and enable email delivery.
Step 4: You're All Set!
Once DNS is verified, import your staff or add new members to start using SmtpMan.
Add Your Staff
There are two ways to add staff to your organization:
Bulk Import (Recommended)
Import multiple staff at once using a CSV file. This is the fastest way to get started.
- Prepare a CSV with columns: First Name, Last Name, Personal Email
- Go to Staff → Import CSV
- Upload your file and review the preview
- Confirm to send invitation emails
Add Individually
Add staff one at a time for precise control.
- Go to Staff → Add Staff
- Enter first name, last name, and personal email
- Company email is auto-generated from name
- Click "Send Invitation"
Create Groups
Set up distribution groups to organize your team and easily send broadcasts.
Pro Tip
Create groups that match your organizational structure (e.g., by store location, department, or role). This makes it easy to send targeted broadcasts later.
How to create a group:
- Navigate to Groups
- Click "Create Group"
- Enter a group name (e.g., "Store #1024 - Downtown")
- The system auto-generates an email alias (e.g., store1024@yourdomain.com)
- Add members from your staff list
- Configure whitelist settings (who can email this group)
Configure Security Settings
Protect your organization with Inbound Shield to block unwanted emails.
Important
By default, your company domain is added as a trusted source. Make sure to add any external services that need to email your staff.
Adding trusted sources:
- Go to Security → Inbound Shield
- Click "Add Trusted Source"
- Choose a type: Domain (e.g., @payroll.com) or Specific Sender (e.g., hr@company.com)
- Save to activate
Help Your Team Get Started
Share connection instructions with your staff so they can configure their email apps.
IMAP Settings
Server: imap.smtpman.com
Port: 993 (SSL/TLS)
Username: Full email address
SMTP Settings
Server: smtp.smtpman.com
Port: 587 (STARTTLS)
Username: Full email address