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This tab is where ClinikMail is set up: the domain your addresses live on, the mailboxes your team reads, and the app passwords that let a phone or desktop mail app open one. Reading and sending happen in Mail; this tab decides what exists for it to show.

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What this tab controls

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Set it up

1

Choose where your addresses will live

Select Get my free address for an @clinikmail.com address, or enter a domain you own under Add a domain you own and select Add domain. You can do both — the same name can exist on each.
2

If you added your own domain, add its DNS records and verify

Adding the domain opens Set up DNS for your domain. Sign in to the company where you bought or manage the domain, open its DNS settings and add each record shown — select the copy button beside Host and Value and paste each into the matching box. Then select Verify now; changes can take a few minutes, and up to 48 hours, to appear. You do not have to keep the page open: we re-check automatically (every few minutes at first, then hourly, then every few hours for two weeks) and add a notice to your bell when the domain can receive mail or send. If the list says the signing records are still being prepared, add the others now — sending stays off until those appear, and receiving is not affected. Reopen the list any time from DNS records on the domain’s card, which also says when it was last checked and when the next automatic check is. The status badge moves from Pending to Receiving only once MX passes, and to Sending enabled once all four pass. Right after that, messages from the domain can wait a few minutes while our mail provider confirms the signing records on its side; they send on their own as soon as it does. If a record you added is later removed, the domain drops back and you get a notice.
3

Create a mailbox

Under Create a mailbox, enter the Mailbox name — the part before the @ — choose the Domain, and pick a Type. A personal mailbox needs an Owner; a shared one is opened by the people you add under Who can open this mailbox. Select Create mailbox. The toast reads “Mailbox created”.On the free domain the name is checked as you type, because every hospital shares that domain and a name can only be taken once.
4

Let a mail app open it (optional)

Turn on Mail-app access (IMAP/SMTP) for the mailbox, select App passwords, enter a Device name and select Issue app password. The App password created dialog shows the password once and the settings the app needs — the username is the full address, the server is mail.clinikmail.com, incoming is port 993 and outgoing is port 465, both SSL/TLS. On an iPhone or iPad, open Set up on iPhone or iPad on the device itself and it fills every setting in.
5

If the hospital requires two-factor sign-in, accept the exception first

The Mail apps and two-factor card explains what you are accepting: a mail app signs in with an app password alone, so anyone holding one reads that mailbox without the second factor. Turn on Allow mail apps to bypass two-factor and confirm with Accept the exception. Until an owner does this, the mail-app switch on every mailbox stays greyed out.

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What changes once you save

  • Mail (under Communications in the sidebar) shows the new mailbox to its owner or members immediately, and stops saying the hospital has no mailbox.
  • A verified domain starts receiving as soon as MX passes and sending once all four checks pass. Mail sent to an address on a Pending domain is not delivered.
  • Removing a domain or suspending a mailbox stops delivery at once, in both directions. Nothing already stored is deleted — it stays for seven years and is still visible in Mail.
  • Withdrawing the two-factor exception turns off mail-app access for every mailbox at the hospital at the same moment, and every app password stops working. The confirmation names how many mailboxes that is.
  • Revoking an app password stops that one device immediately; other devices keep working.
  • What is not affected: campaigns in Marketing send from their own sending identity, set on the Marketing tab — a mailbox here does not change what a campaign sends as. Appointment reminders and notifications also do not send from these mailboxes.

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Check it worked

Open Communications → Mail in the sidebar. The mailbox is listed, and sending yourself a message from another account lands in it within a minute or two. For a mail app, the account syncs without a certificate warning and the message appears there too.

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Common issues

Only owners and managers can configure mail; anyone else sees “Only clinic owners and managers can configure mail.” The tab is also absent on the Pharmacy and Diagnostics editions.
The shared domain is not yet switched on for your region. A domain you own works today — add it under Add a domain you own.
One or more checks show Failed or Pending. Select DNS records to see which one: Not found means nothing is published at that host yet, Wrong value means something is published but differs from the value shown (the list shows what we found), and Couldn’t check just now means we could not read it and will try again. DNS changes commonly take up to an hour to propagate, and sometimes up to 48 hours; confirm the records at your registrar match exactly, then select Verify now again. If the domain already has an SPF record, add our include to it rather than creating a second SPF record — two SPF records count as an error. If the card says automatic checks are paused, it has been two weeks without all records passing; Verify now starts them again. Receiving only with SPF, DKIM or DMARC still failing means you can receive but not yet send.
The hospital requires two-factor sign-in and the exception has not been accepted. Only the owner can accept it, under Mail apps and two-factor.
You are a manager. Ask the owner to change it — the switch is read-only for everyone else, and the reason is written beneath it rather than after a refused click.
You are the owner, but this session has not completed two-factor. Sign out, sign in again completing the second step, and return here.
It has no members. Mail sent to it is still received and kept, but nobody sees it until you add someone under Who can open this mailbox.
You have reached your plan’s limit — the note beneath the control names it. Free: 3 mailboxes and 1 domain of your own. Essential: 25 and 3. Team and Enterprise: 50 and 10. The free @clinikmail.com address never counts toward the domain limit. See Change your plan.