Email

Send email from your own addresses - transactional documents, campaigns and everyday correspondence - and keep your sending reputation intact.

Overview

The Email module covers:

Accounts - the mailboxes Mployr sends through, and who can use each one

Domains - verifying the domains you send from

Templates and layouts - reusable content and wrappers

Signatures - a branded email signature image for each person

Campaigns - bulk sends to a list

Lists - who receives a campaign

Logs, suppressions and unsubscribes - what was sent, and who must not be sent to again

The mailboxes you can reach are read in My Mailbox (see below).

Email Accounts

Business mail Mployr sends for you - payslips, invoices, quotes, campaigns and automation emails - goes out through an account you connect here, so it arrives from your own address rather than a shared sender. Notifications, invitations and signing requests come from Mployr's own address.

Connecting an Account

Go to Email > Accounts

Click Add Account - you need a role that allows managing email accounts (owners, admins and managers have it by default)

Under Who is this mailbox for?, choose:

Just me - your own work address. Nobody else can open it, read it or send from it

Specific groups or responsibilities - a mailbox one team works, like hr@ or accounts@. Choose the user groups, the responsibilities, or both - only those people can read it and send from it. Owners and admins count as holding every responsibility

Everyone in the business - a business address like info@ that everyone can read and send from

Under How will this account send email?, choose:

Sign in with Microsoft - Microsoft 365 / Outlook, with no server settings. Click Save & Connect Microsoft and sign in

IMAP / SMTP - pick your provider under Email Provider to fill in the server settings (or Custom / Other), check the host, port, encryption and credentials on the IMAP and SMTP tabs, use Test Connection, then click Create

Either way, enter an Account Name and the mailbox's Email Address - both are required.

Test Connection reports a plain-language reason when it fails rather than a raw transport error - a wrong port, a refused login, TLS that isn't what the server expects. Port 587 with STARTTLS is handled correctly. It checks the outgoing (SMTP) side; if the incoming (IMAP) settings are wrong, the account shows Sync error once it tries to sync.

Mailboxes set to Just me show as Private in the list and are only ever listed to the person they belong to.

Microsoft Options

When you sign in with Microsoft, these options appear:

Sync this inbox into My Mailbox (ticked by default) - read the mailbox in Mployr as well as send from it. Sign in as the mailbox itself. Its mail is then visible to everyone the account is shared with

It's a shared mailbox - I'll sign in as myself (Send As / Full Access) - for a Microsoft 365 shared mailbox with no password of its own. You sign in with your own account, which needs Full Access to the shared mailbox for its inbox to sync (Send As alone lets you send but not read). Your IT administrator approves this permission once

Show this mailbox's calendar on My Calendar - for a mailbox other people share: meetings booked in its calendar appear, read-only, on My Calendar for everyone the account is shared with, where each one can be assigned to the person it belongs to

See Connecting Microsoft 365 for the Microsoft side.

Send-Only Accounts

If you untick Sync this inbox, the connection can send as the mailbox but not read it - the account's Microsoft settings say Send-only, and its inbox doesn't appear in My Mailbox. To start syncing it later, open the account with Edit Settings, click Sync inbox and sign in to Microsoft again.

If you sign in as a different mailbox from the account's address (without the shared-mailbox option), the inbox won't sync, and mail goes out as the mailbox you signed in as rather than the account's address - Mployr warns you when this happens. Reconnect signed in as the mailbox itself.

Which Account Sends

A campaign goes out from the account chosen in its From (Account) field

Payslips, invoices, quotes and other mail Mployr sends for the business go out from the default account first, then the next verified mailbox shared with Everyone in the business. If that account's connection is dead, Mployr moves to the next rather than failing the send outright

Set as Default can go on any business mailbox - one shared with everyone, or one limited to particular groups or responsibilities, such as an info@ that only one team reads. Business mail then goes out from it while only that team can read it. A Just me mailbox can't be the default and is never used for business mail, and a mailbox limited to groups or responsibilities is only used while it's the default

An automation's Send Email goes out from the business's sending address, or from a mailbox the person who set it up chose under From - see the Automations guide

Keep at least one working default or shared account - without one, quotes and automation emails aren't sent, and payslips and invoices can't come from your own address

Connecting Your Own Mailbox

Staff can connect their own Microsoft mailbox for My Mailbox from Settings > Integrations (the Yours side), without an administrator granting shared-mailbox permissions - nobody else can see it. Messages you send from My Mailbox go out through your real mailbox and appear in its Sent Items. In a business without the Email module, this is the way in: My Mailbox with nothing connected offers to connect your Microsoft 365 mailbox and opens Settings > Integrations.

For a Gmail address, the Gmail tile under Settings > Integrations opens Email > Accounts with a new Just me account on Gmail's IMAP / SMTP settings - sign in with a Google app password rather than your normal password.

My Mailbox only lists mailboxes - your own or shared ones - for people whose role allows viewing email accounts (View email accounts). Owners, admins, managers and the sales roles have it by default; the standard Employee and Contractor roles don't, so someone on those roles sees no mailboxes there until an administrator adds that permission to their role.

My Mailbox

Profile > My Mailbox shows your own mailbox and the shared ones you can reach, in one place:

Mailboxes shared with a team or the whole business are labelled Shared

Expand a mailbox to see its full folder tree. Click a mailbox to see only that one, and Show all accounts to go back

Inbox, Sent and Archive at the top show that folder across the mailboxes on screen

Search by subject, sender or preview, show Unread only, or group messages into Threads

New writes a message; open one to Reply, Reply all, Forward, Flag, Archive or Delete it

A message you're writing is saved as a draft as you go (listed under Drafts). Attach adds files - up to 3 MB in total - and Schedule sends it at a time you choose

Templates, beside the message, lists the email templates of the mailbox you're sending from. Pick one to fill the email (Mployr asks before replacing anything you've written), save what you've written as a new template, or add, edit and delete them there. Everyone who uses a shared mailbox shares its templates; a personal mailbox's are yours alone. These are separate from the campaign templates under Email > Templates

Pictures from the web are blocked until you click Show images (or Always show), so senders can't tell when you open their mail

Drag a message onto another folder in the same mailbox, or onto Inbox or Archive, to move it. In an Outlook mailbox, Undo puts it back - unless it has been moved again since, in Mployr or in Outlook

Drag the edges of the folder column and message list to resize them - the widths are remembered

Sync fetches new mail straight away; otherwise mailboxes sync about every 15 minutes

Deleted Items and Junk aren't copied into Mployr - opening one reads it live from the mailbox, so search, Threads and Unread don't apply there, and Move to Inbox rescues a message. There's no separate shared inbox page - shared mailboxes sit in My Mailbox beside your own.

Domains

Email > Domains (the Sending Domains page) confirms you control a domain you send from:

Click Add domain and enter the domain part of your From address (for example yourcompany.com.au)

Publish the DNS records it lists - Ownership, SPF, DKIM and DMARC - with whoever hosts your domain's DNS

Click Check. The domain shows Verified once all four are found; until then it stays Pending and names the records that are missing or incorrect

A domain can have only one SPF record and one DMARC record. If yours already has an SPF record (most Microsoft 365 domains do), add the include from the SPF value to it rather than creating a second one - two SPF records break mail from your domain. An existing DMARC record already counts, so keep it.

Verification is for mail Mployr sends from its own shared sending service on your behalf. Mail that goes out through a connected Microsoft 365 or IMAP/SMTP account - campaigns included - doesn't depend on it: your own email provider authenticates that mail.

Templates and Layouts

Templates hold the content of a message - the words, merge fields and structure

Layouts are the wrapper: header, footer, branding, legal text

Only Published templates and layouts can be picked for a campaign. Pick a layout per campaign and Mployr wraps the body in it at send and preview time, so a change to the layout updates every campaign that uses it.

To add merge fields to a template, use the Placeholders panel beside the editor: search it by name, then click a placeholder to insert it at the cursor (or replace highlighted text), or drag it in.

In a campaign, only the recipient placeholders are filled in for each person: {{Recipient.first_name}}, {{Recipient.last_name}}, {{Recipient.name}} and {{Recipient.email}}. Other placeholders - including those in the Placeholders panel and the {{People.first_name}} example on screen - come out blank in campaign emails, and so does {{company_name}} in a layout, so type the business name there instead.

Email Signatures

Email > Signatures makes a branded signature image for each person, using the logo and brand colours set under Business > Branding. Until your business has a logo or brand colour there, the page shows sample artwork that isn't your brand - set your branding first.

The shared template holds everything that isn't someone's own detail - the lines beside the logo, the website, the brand colours. Click Edit template to change the wording in an in-browser editor; your edits are kept in your browser

Signatures for employees renders one PNG per person you pick, filled in from their name, job title, work email, phone and profile photo. Pick several and they download as a zip. A contact line someone has nothing on file for is left off their signature

To install one in Outlook, go to Settings > Mail > Compose and reply > Signatures and insert the PNG; in Gmail, Settings > General > Signature > Insert image

Lists

A list defines who receives a campaign. Create one under Email > Lists with Create List.

Static lists - the recipients you add with Add Recipients: a custom email address, or CRM contacts, employees or users - search finds anyone by name or email

Dynamic lists - a filter that resolves to recipients at send time, drawn from CRM contacts, employees, users or a mix. CRM contacts can be filtered to customers or non-customers (and active or inactive customers), companies and industries; employees by employment status; users to active users only

Recipients on a dynamic list can't be removed by hand - the filter defines the list, so change the filter instead. Dynamic recipients only ever resolve within your own business.

Campaigns

Go to Marketing > Email Campaigns and click Create Campaign

Enter a Campaign Name, then choose the From (Account), the Recipient List and an Unsubscribe Category

Write the Email Subject and Email Body, or pick a template under Use Template (it replaces the subject and body), and choose a Layout

Click Create Campaign, then check the campaign's Preview tab - it shows the message inside its layout. Recipient placeholders show blank in the preview; they're filled in for each recipient when it sends

Click Send Now, or Schedule it for a date and time

From (Account) only offers active accounts connected with Microsoft or set up with SMTP. Choose an Unsubscribe Category for marketing email: each recipient then gets an unsubscribe link, and anyone who has opted out of that category is left out. With None, the email carries no unsubscribe link. Categories are set up under Email > Settings.

Creating a campaign needs a role that allows managing email campaigns; sending one needs a role that allows sending them.

Retrying Failures

On a campaign's Recipients tab, a recipient that failed or bounced shows the reason and a Retry button - retry those recipients specifically rather than resending the whole campaign.

Sending Limits

Campaign emails go out at a steady rate with a daily limit for each business - by default 60 a minute and 1,000 a day. When a campaign reaches the daily limit, its remaining recipients are held and sent once the daily count resets the next day. Payslips and invoices don't count towards the limit. If you regularly need more, contact Mployr support - splitting a campaign doesn't get around the limit.

Logs, Suppressions and Unsubscribes

Logs - every message Mployr sent, its account, and its delivery outcome. Messages you write in My Mailbox aren't listed here - they're in that mailbox's own Sent folder

Suppressions - addresses that must never be sent to again: hard bounces, complaints, and manual entries. Bounces and complaints are only added automatically for mail Mployr sends through its own sending service - a bounce-back that lands in your connected mailbox isn't, so suppress that address yourself with Add address. Remove lets mail go to it again - Mployr asks first

Unsubscribes - people who opted out, with the categories they opted out of, so a transactional payslip still reaches someone who unsubscribed from marketing

The unsubscribe categories themselves are managed under Email > Settings.

Frequently asked questions

Why did my payslips or invoices come from a different address than my campaigns?

A campaign sends from the account picked in its From (Account) field. Payslips and invoices go from your default account, or the next working one shared with everyone in the business. Check Email > Accounts to see which account is the default.

Test Connection fails but my credentials are right

Check the port and encryption pairing first - 587 with STARTTLS and 465 with SSL/TLS are the usual combinations - and confirm the provider allows SMTP sign-in for that account. Most Microsoft 365 organisations switch SMTP sign-in off, so connect those mailboxes with Sign in with Microsoft instead. The error message names the actual failure.

My Microsoft account disconnected on its own

Microsoft connections can drop when the granted scopes change or consent is withdrawn. Open the account under Email > Accounts with Edit Settings and click Connect Microsoft - existing settings are reused, so you won't need to rebuild the account.

A colleague can't see a team mailbox in My Mailbox

Check who the mailbox is for under Email > Accounts. A mailbox for Specific groups or responsibilities only shows to people in those groups or holding those responsibilities - add your colleague to the group, or give them the responsibility. Their role also needs to allow viewing email accounts - the standard Employee role doesn't, and without it My Mailbox lists no mailboxes at all.

A shared mailbox sends, but its inbox stays empty

Reading a Microsoft 365 shared mailbox needs Full Access to it, not just Send As. Once your Microsoft 365 administrator has granted Full Access, wait a few minutes, then open the account with Edit Settings, click Sync inbox and sign in again.

A recipient says they never got the campaign

Open the campaign's Recipients tab first - a failed recipient shows why. Then check Logs for that address, Suppressions - a previous hard bounce or complaint permanently suppresses an address, and it stays suppressed until removed deliberately - and Unsubscribes, since anyone who opted out of the campaign's category is left out.

Can I remove one person from a dynamic list?

Not directly - the filter is the list. Either adjust the filter so it doesn't select them, or add them to your suppressions if they should never receive campaigns.

Tips

Connect the account a campaign will send from - and check it shows Verified - before running your first campaign

Keep one layout per brand and let campaigns share it
Check the preview before every campaign, not just the first
Suppress addresses that bounce back to your sending mailbox, and review suppressions occasionally - a growing bounce list usually means stale data, not bad luck

Send business mail from a business mailbox marked Set as Default, and keep personal mailboxes as Just me

In this guide