Mailboxes

A mailbox is a real account on your domain: it stores mail, has its own storage quota, and can sign in to webmail or connect over IMAP/SMTP. Mailboxes live under Admin → Mailboxes and require the owner or admin role to manage.

Mailbox types

Create a mailbox

1. Go to Admin → Mailboxes and click New mailbox.
2. Pick the domain and enter the local part (the bit before the @).
3. Add a display name. It appears in the From header and in recipients' contact lists.
4. Choose the type: Person, Shared, or Send-only.
5. Pick a storage quota (preset sizes or a custom value, up to your plan's per-mailbox allowance).
6. Decide how the person signs in (below), and optionally add aliases in the same panel.

Sign-in options

When creating a Person mailbox you choose how its reader gets access:

• Send an invite - enter the person's existing email address. They receive an invite; when they accept, they join your organisation with the role you chose and the mailbox is theirs. Best when the person already has an email address somewhere.
• Set a password now - Workspace creates a login whose username is the mailbox address itself (e.g. [email protected]) with a password you set (minimum 8 characters). The account works immediately; hand the person their address and password. Best for staff with no prior email.
• Assign later - create the mailbox unassigned and link it to a user afterwards by editing the mailbox.

When an invite or password login is created, you also pick the person's admin role:

Shared mailboxes

Create the mailbox with type Shared, then grant teammates access under Settings → Sharing. Each grant is per person, with one of two roles:

• Viewer - read the mailbox.
• Editor - read, send, and manage messages.

Grants can be revoked at any time, and every member keeps their own personal mailbox alongside any shared ones.

Bulk import (CSV)

To create many mailboxes at once, click Bulk import (CSV) on the Mailboxes page. The file needs a header row; only local_part is required:

local_part,display_name,quota_gb,role,invitee_email
kelvin,Kelvin Otieno,15,member,[email protected]
support,,30,member,

• local_part - the address to create (required).
• display_name - optional display name.
• quota_gb - optional storage quota in GB; the default applies if omitted.
• role - member, admin, or owner; defaults to member.
• invitee_email - if present, an invite is sent to that address and linked to the new mailbox.

Each row is processed independently: one bad row never aborts the rest, and your plan's mailbox cap is enforced per row. The result screen lists every row as created, invited, or error with a reason. You can also export your current mailbox list as CSV from the same page.

Storage quotas

Every mailbox has its own quota. The default is 5 GB, and the ceiling per mailbox depends on your plan (see below). Admins can change a mailbox's quota at any time by editing it, and the Mailboxes page shows each mailbox's allocation alongside the organisation's total. Storage usage across the organisation lives under Admin → Storage.

Managing mailboxes

From the mailbox list or detail panel, owners and admins can:

• Edit the display name and quota.
• Reassign a mailbox to a different user (or unassign it).
• Suspend a mailbox to block access without deleting anything, and activate it again later.
• Delete a mailbox permanently. This removes its mail; export anything you need first.

Every create, invite, and delete is recorded in the audit log.

Aliases

An alias is an extra address that delivers into an existing mailbox; it has no storage or login of its own. Manage them under Admin → Aliases:

• Alias - [email protected] delivers to [email protected]. A single alias can deliver to multiple destinations (comma-separated).
• Forward - delivers to an address outside your organisation.
• Catch-all - a @acme.co.ke source that receives anything sent to an address that does not otherwise exist on the domain.

Aliases can be deactivated without being deleted, and each source address must be unique across the platform. Aliases are free: billing counts mailboxes, not aliases.

Plans and pricing

Workspace is priced per active mailbox, per month, in KES. Storage is granted per mailbox.

• Your charge for a cycle is the per-mailbox rate times the number of active mailboxes. Ten Lite mailboxes cost KES 800 per month.
• Annual billing gives you 2 months free: you pay for 10 months per year.
• Every new organisation starts on Free. Trying to create a second mailbox on Free returns an upgrade prompt; paid plans have no mailbox cap.
• The Free plan is webmail-only. Connecting external mail apps over IMAP/SMTP requires Lite or Business; see Mail clients.

Upgrades, invoices, and payment details are covered in Billing.

What next?

• Mail - the webmail client: compose, labels, snooze, and search.
• Mail clients - connect Outlook, Thunderbird, or your phone with an app password.
• Import - migrate existing mail from Gmail, Zoho, or Outlook.
• Team - roles and member management beyond mailboxes.