synkA mailbox stores a person's mail
Think of a mailbox as the place where messages and folders live, with an account authorised to use it. When a new employee needs their own working history, a mailbox is usually the starting requirement to discuss. This does not imply privacy from authorised organisation owners and admins.
Record who owns the account and what happens when they leave. The business may need a documented handover process, but that is different from leaving a former employee's login active or sharing it with their replacement. Confirm the actual offboarding controls and any retention requirements during setup.
An alias is another address, not automatically another inbox
An alias commonly routes mail addressed to one name to an existing destination. For example, an additional spelling of a business address may need to reach the same mailbox. Its exact receiving and sending behaviour depends on the configuration and provider.
Do not assume that receiving through an alias also allows a user to reply from it. Test the visible From address. Synk's backend includes alias capability, but self-serve alias management is not advertised as part of the current pilot web interface; confirm the supported arrangement before depending on it.
A shared responsibility needs an explicit workflow
An address such as support@ may represent work performed by several people. List the behaviour you need: who can read it, who can send, whether replies should share a history, and how the team avoids answering twice. A forwarder to several people does not, by itself, create that workflow.
Do not label an ordinary shared password as a shared inbox. If delegated mailbox access, assignment, or shared reply history is essential, ask for a demonstrated solution. These features should not be inferred from the ability to add multiple domains.
Admin roles include wider mail access
In Synk, owners and admins can manage the domains and users within their assigned workspace authority, and they have organization-wide mail access under the current roles. Members are restricted to their own mailbox. Managing two domains does not give every member access to both domains' messages.
Use a simple access table before onboarding: person, mailbox, domain, required role, and business owner. Give administration roles only to people who should have their wider mail access. Separate client organisations when their ownership or access requirements demand it, even if one agency helps administer them.
- Choose a mailbox for each person who needs individual access.
- Document aliases and whether sending from them is required.
- Describe shared-address behaviour instead of assuming it exists.
- Confirm organization-wide mail access is appropriate before assigning an owner or admin role.
- Review roles and address ownership when people change jobs.