Skip to main content
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.

​
What this tab controls

​
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

The domain shows Not checked yet — add the DNS records at your registrar, then press Verify. Add the MX, SPF, DKIM and DMARC records at your registrar, wait for them to propagate, then select Verify now. The status badge moves from Pending to Receiving only once MX passes, and to Sending enabled once all four pass.
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 practice 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 practice 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.

​
What changes once you save

  • Mail (in the sidebar) shows the new mailbox to its owner or members immediately, and stops saying the practice 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 practice 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.

​
Check it worked

Open 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.

​
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. Hover a chip to see which. DNS changes commonly take up to an hour to propagate; confirm the records at your registrar match exactly, then select Verify now again. Receiving only with SPF, DKIM or DMARC still failing means you can receive but not yet send.
The practice 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.