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Manage Domains

Domains are managed from the Admin Panel. Here you can add or remove domains, set up a catchall, or define a domain-level time zone or footer.

Adding a New Domain

This guide will walk you through the process of adding a new domain to your account via the Admin Panel.

Steps to Add a Domain

  • Navigate to the Admin Panel.

  • Log in using your Admin username and password.
  • Verify that you have a sufficient domain quota available. This information is visible in the top menu bar of the Admin Panel.
  • In the side menu, click on Domains.
  • Click on the New button, located in the upper right corner of the Domains section.

Admin Panel - add a new domain.JPG

  • In the New Domain field, enter the full domain you wish to add (e.g., testdomain.com).
  • Click on Add domain to create the domain.

You won't be able to add any mailboxes (Users) until you verify the domain ownership.

Unverified domains will be removed after 48 hours.

Verify Domain Ownership

After adding your domain, you must verify your ownership. This is done by adding a specific TXT record to your domain’s DNS settings at your domain registrar or DNS provider.

  • Once the domain is added, it will appear in the domain list with a Fail health status indicating it needs verification, with a checkmark option to Verify

Admin Panel - step 2 - click on Verify to see the TXT necessary to verify domain ownership - hover.JPG

  • To retrieve the necessary TXT record for verification, locate the newly added domain in the list. Click on the Verify button (represented by a red checkmark icon).
  • A pop-up window will appear, displaying the Hostname, Type, and the unique Value required for the DNS record.
    • Hostname: mx-verification
    • Type: TXT 
    • Value: copy the unique string from your pop-up window

Admin Panel - step 3 - copy the TXT value for domain verification and add it to your DNS.JPG

  • Go to your domain registrar's or DNS provider's control panel and add a new TXT record with the provided Hostname and Value.
  • When the domain is properly verified, it will no longer appear in red in the domain list and the red Verify checkmark will not show anymore:

Admin Panel - add new domain - domain is verified when the red checkmark disappears.PNG

Improve Domain Health

Once domain ownership is verified, you should configure additional DNS records to ensure proper email functionality and improve your domain's overall health.

If you are planning an email migration to this new domain, you may choose to postpone making changes to critical records like MX records until the migration process is complete to avoid any disruption to your current email flow.

Migration Tip: Managing Local Delivery If you are currently migrating and have not yet created all of your user mailboxes, you may encounter delivery errors for accounts that don't exist here yet (Server error: '550 sorry, no mailbox here by that name').
To prevent this, you can temporarily set Local Delivery to "No". This tells our system to look for those mailboxes at your old provider instead of rejecting the mail locally.

Important: Remember to switch Local Delivery back to "Yes" once you update the DNS MX records to point to our servers.

  • In the Domains list, you can click on the Health status (e.g., "Fail" as shown in the example) option to see the Domain health status.

Admin Panel - step 4 - click to see domain health status - see more details.JPG

  • The Domain health pop-up will show the status of various essential records. (See image below, which displays statuses for MX records, Webmail record, Webmail SSL, Autodiscover record, Autodiscover SSL, and SPF Record).
  • Status is Disabled if the domain ownership was not verified / Enabled if the domain was verified.

Admin Panel - add new domain - domain is verified when status changed to Enabled.PNG

  • When you are ready, follow the DNS Configuration guide to set up the following records correctly:
    • MX records - These direct incoming emails for your domain to the correct mail servers. They are crucial for receiving emails.
    • SPF record - This is a TXT record that lists authorized mail servers permitted to send emails on behalf of your domain, helping to prevent email spoofing and improve deliverability.
    • Webmail record (optional) - This is typically a CNAME record that allows you to access your webmail interface via a custom URL (e.g., webmail.yourdomain.com).
    • Autodiscover / Autoconfig records (optional) - These records simplify the process of configuring email clients (like Outlook / Thunderbird or mobile email apps) by allowing them to automatically discover server settings.
  • Webmail SSL and Autodiscover /Autoconfig SSL: These will typically generate automatically once the corresponding Webmail and Autodiscover / Autoconfig DNS records are correctly set up and have propagated. Please allow up to 30 minutes (or sometimes longer, depending on DNS propagation) for their status to update in the Domain Health pop-up.
  • After configuring these records, you can use the Refresh or Verify again button in the "Domain health" section to update the status.

Remove a Domain

  • Navigate to the Admin Panel.

  • Log in using your Admin username and password.
  • Click on Domains in the menu.
  • Click on the delete icon next to the domain you wish to remove
  • An alert pop up will appear, showing the domain that will be deleted. Click on Delete to confirm.

Removing a domain will PERMANENTLY erase all domain data from our servers, including all the users' messages, the aliases, lists, and all preferences.

Edit a Domain

  • Go to the Admin Panel.

  • Log in using your Admin username and password.
  • Click on Domains in the menu.
  • Click on the edit icon next to the domain you wish to edit
  • You can edit the following information:
    • Domain-level Timezone. Set regional defaults for the entire domain.
    • Domain-level Home Country. Helps with detecting unusual logins.
    • Catchall. Manage mail sent to non-existent addresses.
    • Enable / disable Local Delivery. Select "No" if you want the server to deliver mail to an external destination (useful during migrations). Select "Yes" (Default) if all mailboxes exist on this server and you want mail delivered locally.
    • Enable / disable Audit domain. Monitor domain-wide mail activity (click here for details).

You cannot change the name of a domain. The only way to accomplish this is to create the domain with the new name (correct a misspelling, add a hyphen, etc.) and then request a migration from the old domain to the new one by opening a support ticket.

Catchall

A Catchall address allows you to capture messages destined for non-existing mailboxes. It can help you salvage important messages that were sent to mistyped addresses. Still, on the other hand, it will surely cause you to receive many Spam emails sent via a dictionary attack, where the sender puts commonly used aliases.

To enable a Catchall:

  • Go to the Admin Panel.

  • Log in using your Admin username and password.
  • Click on Domains in the menu.
  • Click on the edit icon next to the domain you wish to edit
  • In the Domain Catchall field, you can choose from the following:
    • No catchall: this disables the catchall feature
    • Accept & Delete: the catchall will automatically delete all the messages received
    • Username: the catchall will forward all received messages to the selected Username (mailbox)

Domain Auditing & Compliance

The Audit Domain feature is an essential administrative tool for compliance, security, and record-keeping. By enabling this, the system captures a "Blind Carbon Copy" (BCC) of emails for oversight without disrupting the user's experience.

Step 1: Enable Auditing for the Domain

Before configuring specific rules, you must first activate the audit capability for the entire domain.

  1. Navigate to the Admin Panel.

  2. In the side menu, click on Domains in the side menu.

  3. Click on the edit icon next to the domain you wish to monitor.

  4. Locate the Enable / disable Audit domain setting.

  5. Toggle the setting to Enabled.

  6. Click Update to save your settings.

  7. Once enabled, our system automatically creates a management sub-domain in the format audit.yourdomain.com.

Step 2: Create the Audit Storage Mailbox

Now that auditing is enabled, you need a specialized account to receive and store the intercepted emails.

  1. Navigate to the Admin Panel.

  2. In the side menu, click on Users in the side menu.

  3. Select the newly created audit domain (e.g., audit.yourdomain.com) from the domain dropdown menu.

  4. Click the New button

  5. In the pop-up window, select "Audit Account" from the Account Type dropdown

  6. Fill in the username (e.g., archive) and set a secure password

  7. Click Add to finish.

Step 3: Configure Interception Rules

Finally, define exactly which communications the system should capture and where they should go.

  1. Navigate to the Admin Panel.
  2. Go to Compliance in the side menu.

  3. Select the audit sub-domain from the dropdown.

  4. Click New to add a rule.

  5. Set your preferences in the New window:
    Admin Panel - Compliance - add a new rule.PNG

    • Audit type: Check Incoming to capture mail sent to your domain, and Outgoing for mail sent from your domain.

    • Entry: Specify what to monitor. Enter the full domain to audit all users, or a specific email address for a single user.

    • Audit email: Select the destination Audit Account you created in Step 2.

  6. Click Add to activate the rule.

Note: Enabling this feature will capture all incoming and / or outgoing messages for every user on the domain. Ensure your designated audit mailbox has sufficient storage capacity to handle the volume of traffic.

A domain-level Footer will show up in all the emails that all the users of the domain send.

To add a domain Footer:

  • Go to the Admin Panel.

  • Log in using your Admin username and password.
  • Click on Domains in the menu.
  • Click on the footer icon next to the domain you wish to update
  • Fill in the Footer message using the available HTML editor.
  • Click on Update to finish.

Setup Branding (Domain Level)

While global branding can be set at the Admin level, you can also override those settings to provide a unique identity for a specific domain.

Steps to Configure Domain Branding:

  • Go to the Admin Panel.

  • Log in using your Admin username and password.

  • Go to Domains > Branding in the Admin Panel sidebar.

  • Select Domain: Choose the specific domain you wish to customize from the drop-down menu.

  • Update Details: Fill in the branding information, including the company name, website link, support email for spam reports, and primary brand color.

  • Upload Logo: Directly upload a logo from your device. For the best display within the Webmail interface, aim for an image that fits or matches the 210px x 35px aspect ratio.

  • Save Changes: Click on Update Settings to apply the branding to that specific domain.

  • Revert Changes: If you wish to remove the domain-specific customization and return to your global settings, click on Reset to Admin Defaults.

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