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Email · Use Klytic Mail
In Klytic Mail, an organization receives mail on aliases, distributes it through distribution lists, works together in shared mailboxes and manages several domains from a single administration console. These objects are created by your account administrator, not by each user. When two companies must not see each other at all, separation is done at the hosting level, with a dedicated instance or server.
Three objects handle shared addresses. They look alike from the outside; they do not behave the same way.
Alias: another address delivered to an existing mailbox. Distribution list: an address that delivers a copy to several mailboxes. Shared mailbox: a common mailbox, with its own address, that several people open with their own account, according to the rights they are given.
| Need | Object | Example |
|---|---|---|
| Only one person handles the address | Alias | management@ delivered to the managing director |
| Everyone must receive their own copy | Distribution list | sales-team@ to inform all salespeople |
| A team handles the messages, and everyone must see what has been done | Shared mailbox | contact@, invoices@, the accounting department’s mailbox |
The practical rule: if two people might reply to the same client without knowing it, you need a shared mailbox rather than a list. In a shared mailbox, a message read, filed or handled is so for everyone.
A user does not create an alias or a mailbox for themselves, unless explicitly delegated by the administrator. This rule avoids addresses nobody monitors.
Never share the password of a shared mailbox. Everyone opens it with their own account: removing a right is then enough when someone leaves, and every action remains attributed to someone.
A group that keeps a single operation can bring all its domains together in one administration console: group.com, brand-a.com, subsidiary-b.com. Each domain has its own addresses, and its own SPF, DKIM and DMARC records.
A person who works for two companies has two options. Either a mailbox in each domain, if the two activities must remain separate. Or a single mailbox, with an alias in the other domain, if they need to handle everything in the same place. In the second case, check that the address chosen to reply is indeed that of the right company.
At setup, tell Klytic whether the companies should see each other in the company address book or remain separate.
There are three levels of separation, from lightest to strongest.
The reasoning is the same for documents: see several companies on the platform.
Calendars and the address book are shared objects distinct from mailboxes. Klytic Mail includes personal and shared calendars, free/busy lookup, meeting room booking and the company’s global address book. Giving access to a shared mailbox does not necessarily give access to its calendar: each object has its own rights. For an assistant who manages an executive’s calendar, set up both.
No, the account administrator creates it in the console. Users can, however, share their own folders and calendars.
It can stay active, become an alias or be closed with an auto-reply. See mailbox of a departing employee.
Yes, with a dedicated instance or server per entity. The options are described on the hosting and sovereignty page.
No. It can first be recovered from the dumpster folder, at no cost. Beyond that, support restores it from the backups of the last 30 days, through an intervention that is included or billed depending on the cause. See restoring a message or a mailbox.
Several companies, shared mailboxes, rights to distribute: support helps you choose the right structure.
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