Email for admins: set up mailboxes & connect them to SimpliServ
Create mailboxes, pass login details on to staff, reset passwords, connect a mailbox as sender and inbox for SimpliServ and prepare the move from your old provider
→ Open email mailboxes · Open email settings
As an admin you take care of two things: your staff's mailboxes (creating them, passwords, devices) and the connection of SimpliServ to a mailbox, so that documents and customer replies run through your own address.
1. Create mailboxes
Under Administration → Communication → Mailboxes you create personal mailboxes, shared mailboxes (e.g. office@) and forwards. All fields and permissions are described in Email mailboxes & domains.
In short:
- Personal mailbox for every person who reads and writes emails themselves – own password, own storage.
- Shared mailbox for addresses that several people work on. Members see it in their webmail and in their email app in addition to their own mailbox.
- Alias for additional addresses of the same person (
max.mustermann@→max@). - Forward for addresses without their own mailbox.
2. Pass login details on to staff
Open setup
In the mailbox row, click Set up.
QR code or instructions
On iPhone or iPad the person scans the QR code and installs the profile – after that only the password is missing. For all other devices, Copy instructions copies ready-made instructions with the profile link, servers, ports and webmail address that you send in a message.
Share the password separately
The password does not belong in the same message. Ideally hand it over in person or via a second channel and ask the person to change it in webmail.
Point your staff to the overview – it links the right guide for every app.
Reset a password
If someone forgot their password: choose Change password in the mailbox row and set a new password. The old one stops working immediately – the person has to enter the new one on all devices. After several failed attempts with the old password, the server blocks that device for about an hour.
3. Connect SimpliServ to a mailbox
So that invoices, estimates and ticket emails come from your own address and customer replies land with the customer in SimpliServ, connect a mailbox under Administration → Communication → Email. Use a dedicated mailbox such as [email protected] for this – not a staff member's personal mailbox, otherwise private emails end up in SimpliServ and a password change interrupts sending.
Sending (SMTP)
In the SMTP configuration card:
- SMTP host:
mail.simpliserv.app - Port:
465with encryption SSL (or587with TLS/STARTTLS) - Username: the mailbox's full address, Password: its password
- From email address: the same address or an alias of this mailbox
Save and send yourself a test email with Send test email.
Inbox (IMAP)
In the Incoming mail (IMAP) section, turn on Enable IMAP sync and enter: server mail.simpliserv.app, port 993, encryption SSL, user name and password as for sending, Folder INBOX. Check with Check authentication and save.
Details on all fields: Set up organisation email and IMAP. If you use Microsoft 365, connect the mailbox via Microsoft 365 instead.
With IMAP, SimpliServ fetches the emails from this mailbox. If staff also work in the same mailbox in Outlook or on their phone, that keeps working – but don't use POP3 for it, otherwise emails disappear from the server before SimpliServ sees them.
4. Prepare the move
If you're switching from another provider (e.g. STRATO, IONOS, World4You) to SimpliServ:
Collect addresses
List all addresses: personal mailboxes, aliases, shared addresses (office@, info@) and forwards. Leave out mailboxes nobody uses any more.
Access to the old provider
Copying the old emails needs the login details of the old mailboxes or an admin login at the old provider. Also: who manages your domain or DNS? That's where the MX record is switched on the cut-over date.
Set and announce the cut-over date
Pick a quiet day. Send everyone the link to Moving to SimpliServ beforehand, along with which password applies from the cut-over date.
Switch SimpliServ over
If SimpliServ was connected to the old provider until now, after the switch enter mail.simpliserv.app as SMTP and IMAP server in the email settings and clear the Last fetched UID (optional) field. The value remembers the last fetched email of the old mailbox; if it stays, SimpliServ skips customer replies in the new mailbox.
Follow-up check
In the first days check: are new emails arriving, are documents going out, have all staff devices been switched over? Only then cancel the old provider.
Related topics
- Email mailboxes & domains — all settings of mailbox management
- Check email delivery
- Overview for staff
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