SpinForge Mail hosts real mailboxes on your domain, such as [email protected] or [email protected]. People read and write their mail in SpinForge webmail. In Studio you set up the domain, create the mailboxes, decide who gets each one and choose which mailboxes the platform may read.
Everything here happens in Configuration › Email Accounts.
A SpinForge Mail mailbox is for everyday mail. It is never used for broadcasts or campaigns, and its Bulk sending column reads Not available — SpinForge Mail mailbox. Bulk sending still goes through domains set up on AWS SES, the other email provider on this screen.
Before you start
- SpinForge Mail must be connected for your account. If it is not, the screen shows SpinForge Mail isn't set up for your account and a Set up SpinForge Mail button. The button opens Integrations on its catalogue, where SpinForge Mail is added with the partner key that SpinForge issues (
sfpk_…). On most accounts the platform supplies this connection already. - Your plan sets how many domains you can host. It limits the number of hosted mail domains, meaning domains on SpinForge Mail. Domains on AWS SES do not count toward it. If you are over the limit, setup stops with a message that names your plan, its maximum and how many domains you already host.
- You need access to your domain's DNS. You will add one TXT record and then the mail records.
Set up a domain
Each domain goes through the same four steps, and the domain's email page shows them as a progress bar: Domain → Agreement → Verify ownership → DNS & mailboxes.
1. Add the domain with SpinForge Mail as its provider
In the Domains list, click +. Enter the Domain name, choose SpinForge Mail (Hosted mailboxes people read at webmail) under Email provider, then click Add Domain. The domain's email page opens.
For a domain you already have, click the gear next to it in the Domains list (Email setup for …) and set Email provider to SpinForge Mail.
2. Accept the agreement and claim the domain
The Agreement box shows the SpinForge Mail service agreement. Read it, tick I accept the SpinForge Mail agreement for my organization, then click Accept agreement. The agreement applies to your whole organization, so you accept it once. Its price shows as Included in your plan.
Click Set up email. This claims the domain at SpinForge.
3. Prove you own the domain
Under Prove you own … you get one TXT record. Each part has a Copy button: Name / Host and Value. Add the record at your DNS host, then click Verify.
If the record cannot be seen yet, the page says … isn't verified yet — the TXT record isn't visible. DNS changes can take up to an hour, so try Verify again later. Refresh reloads the page.
To back out at this point, click Cancel setup, then confirm. This releases the domain at SpinForge and also withdraws your organization's acceptance of the SpinForge Mail agreement.
4. Publish the mail records
When the domain is verified, the page says Email is active on … and shows an Open webmail link. DNS records lists every record SpinForge needs. Each one shows its purpose, host, value and, for MX, its priority, and each part has a Copy button:
| Record | What it does |
|---|---|
| MX | Receives mail for the domain |
| SPF | Lets SpinForge Mail send as the domain |
| DKIM | Signs outgoing mail. Publish every DKIM record listed; there can be more than one. |
| DMARC | Tells receivers what to do with unsigned mail |
Publish all of them at your DNS host. Above the list, SpinForge's live check shows Receive: ready / not yet and Send: ready / not yet, along with when it last checked. Click Check DNS to run the check again once your records are published. Mail only arrives after the records are live.
Create mailboxes
Under New mailbox on the domain's email page, fill in:
- Address: the part before the
@. You can use letters, numbers, dots, dashes, underscores and+. - Display name: the name people see, for example Ava at Harbor Grill.
- Password: the password its owner signs in to webmail with.
Click Create mailbox. Two things happen. The mailbox is created at SpinForge, and an email account for it appears in your accounts list, marked SpinForge Mail. That account keeps the mailbox's password so the platform can sign in as the mailbox, both to send as it and, if you turn it on, to read it. Give the address and password to the mailbox's owner.
The Mailboxes list on the domain page has Reset password and Delete for each mailbox. Delete asks Delete mailbox and its mail? before it acts.
Remove email from a domain
At the bottom of the domain's email page, Remove email from this domain takes the domain off SpinForge Mail. You must delete every mailbox on the domain first. Once you confirm, the domain's signing keys are deleted and mail to the domain stops.
Manage a mailbox from the accounts list
Each SpinForge Mail account in the list has an Account actions menu (⋯) with:
| Action | What it does |
|---|---|
| Assign to people or AI | Chooses who the mailbox belongs to. See Give mailboxes to people and AI employees. |
| Edit | Opens the account. You can't change the address or domain here. |
| Manage mailbox on SpinForge Mail | Opens SpinForge webmail (https://webmail.spinforge.dev) in a new tab |
| Reset password or delete | Opens a drawer named Manage <address> |
In the Reset password or delete drawer:
- Reset password: type a new password of at least 8 characters and click Change password. The new password is set at SpinForge, where it works in webmail straight away. It is also saved on the email account, so the platform can still sign in as the mailbox. Tell the mailbox's owner.
- Delete mailbox: click Delete mailbox, then Click again to delete. This removes the mailbox and all of its mail at SpinForge, and removes its email account here. It cannot be undone.
The platform signs in as the mailbox with the password saved on its account. If the password is changed somewhere else, the platform can no longer send from or read that mailbox until you reset it here. A failed send says SpinForge refused the password for … — reset it under Email Accounts. If an account has no saved password, its Edit screen says it can't be read or sent from until its password is reset.
Let the platform read a mailbox
Open a SpinForge Mail account with Edit. The SpinForge Mail mailbox box at the top has two settings:
- Read incoming mail here: off by default. When it is off, only the owner reads the mailbox, in webmail, and the platform never looks at it. Leave it off for personal mailboxes. Turn it on for shared or system mailboxes, such as
support@or an AI employee's mailbox. - Folder to read: shown once reading is on. Only this one folder is read —
inboxwhen it is left empty. You can name another folder, for example one the owner files support mail into; nothing outside it is touched.
When reading is on, the mail sync checks the mailbox about every 30 minutes. On each pass it takes the unread mail in that folder, up to 50 messages, and files each one as a message in the platform. Each message it takes is then marked as read at SpinForge, so in webmail it no longer shows as new. A mailbox is only read if it is active and has a saved password.
Sending as a mailbox
Suppose a message the platform sends has a From address that matches a SpinForge Mail account with a saved password. That message goes out through SpinForge, as that mailbox, and not through your usual sending provider. This applies to anything that sends email, including a person or an AI employee writing from their mailbox. Mail from any other From address goes out through your usual sending provider.
Give mailboxes to people and AI employees
Open Account actions › Assign to people or AI. The drawer has two tabs, Users and Groups. Tick the people, then click Save Assignments. AI employees are ordinary users, so they are listed under Users too. The Assigned to column shows who has each account.
What an assignment does depends on who receives it:
| Assigned to | Effect |
|---|---|
| A person | The mailbox appears under Your mailboxes in their account menu. It is also offered when they open the mailbox through Sign in with AppMint. |
| An AI employee | The AI employee is told about the change, and the mailbox appears among its contact details. If Read incoming mail here is on, mail sent to the mailbox becomes its work. It can send as the mailbox. |
| A group | Everyone in the group gets it, as if assigned to them: it shows under Your mailboxes, Sign in with AppMint offers it, and AI employees in the group are told and receive its mail. |
AI employees and their mailbox
- They are told. Giving a mailbox to an AI employee, or taking it away, puts a Your setup changed job in its queue. The job says Email account … is now yours. or … was taken from you.
- Mail to its mailbox is its work. This needs Read incoming mail here to be on. When synced mail is addressed (To or Cc) to an active AI employee's own mailbox, that AI employee alone gets it, as a high-priority job. Synced mail not addressed to an AI employee's own mailbox goes to the active AI employees who listen to the email channel.
- It sends as the mailbox. When an AI employee sends from its mailbox address, the mail goes out through SpinForge as that mailbox, as described in Sending as a mailbox.
See AI employees for hiring and running them.
Your mailboxes, from the sidebar
The bottom of the Studio sidebar shows who is signed in. Click it to open the account menu:
- Your name, sign-in email and organization.
- My account: opens your profile.
- Your mailboxes: each active email account assigned to you, with a link to where it is read. SpinForge Mail mailboxes open SpinForge webmail, Google Workspace mailboxes open Gmail and Microsoft 365 mailboxes open Outlook. This section only appears when you have at least one such mailbox.
- Log out.