Clearbox Suite Administration & Team Management
1. Understanding the Clearbox Suite
In our ecosystem, a Clearbox Suite is the cornerstone of your professional digital presence. It represents the binding of your Business Domain (e.g., yourcompany.com) with the Email Infrastructure that powers your communications.
Monitoring Suite Health
From your primary dashboard, you can monitor the "pulse" of your organization at a glance.
- Suite Status: A "Healthy" indicator confirms that your domain is correctly verified, and security protocols (like SPF and DKIM) are active.
- Activity Tracking: Clearbox provides real-time metrics for Sent and Received messages. This high-level overview allows you to verify that business is flowing smoothly across all accounts without infringing on the privacy of individual team members.
2. Team Management: Creating & Configuring Accounts
The Users section of your Admin Console is where you scale your team. Each user you add receives a dedicated, secure mailbox under your company's domain.
Professional Account Features
When adding a team member, you have granular control over their digital workspace:
| Feature | Description | Best For... |
|---|---|---|
| Mailbox Quota | The maximum storage (GB) assigned to a user. | Controlling costs and ensuring fair resource distribution. |
| Email Aliases | "Nicknames" for a primary account (e.g., info@ routing to sarah@). | Managing departments or public-facing roles without extra logins. |
| Auto-Forwarding | Automatically sends copies of mail to a separate address. | Covering for staff on leave or archiving important project threads. |
Pro-Tip on Aliases: You can create unlimited aliases for a single user at no additional cost. This is an excellent way to maintain a professional appearance for "sales" or "support" roles while keeping your team lean.
3. The User Lifecycle: Suspend vs. Delete
Managing staff transitions requires a careful balance between security and data retention. Clearbox offers two distinct ways to deactivate an account:
Option A: Suspending (The Reversible Choice)
- What happens: The user is instantly blocked from logging in. However, their entire email history and all stored files remain intact on our servers.
- When to use it: For seasonal employees, staff on extended leave, or during a security investigation.
- Cost: Suspended accounts usually still count toward your plan's user total.
Option B: Deleting (The Permanent Choice)
- What happens: The account and all associated data are purged from the system.
- When to use it: Only when an employee leaves permanently and you have already backed up or migrated their critical data.
- Warning: Once an account is deleted, it cannot be recovered.
4. Storage & Global "House Rules"
To ensure consistent performance across your business, you can establish automated storage policies.
- Default Quotas: Rather than manually assigning space to every new hire, you can set a "Suite-Wide Default." For example, every new account automatically starts with 10GB of space.
- Safety Alerts: Clearbox will notify you when any user reaches 90% of their allotted capacity, allowing you to increase their quota before their service is interrupted.
Support & Resource Directory
- Suite Setup Guide: Detailed instructions for domain verification and MX record configuration.