Docs

Getting started

Prodmail is invitation only while we're small. An invitation is a link or a code. Open the link, or paste the code on the sign-up page, then choose a username and a password.

• Your username becomes your address: username@prodmail.io. Usernames are 3 to 32 characters, letters, digits, dots and hyphens.
• Passwords are at least 12 characters. We don't enforce symbols or rotation; a long passphrase is better than a short complicated one.
• Invitation links expire after seven days. Ask whoever sent it for a new one if yours has run out.

Signing in creates a session for that device only. You can see every active session, and end any of them, under Settings, Sessions.

Sign in with your username, not your email address. "alex", not "alex@prodmail.io".

Addresses and aliases

Your primary address is username@prodmail.io. You can add aliases, which are extra addresses that deliver to the same mailbox and that you can send from.

• Add an alias under Settings, Mailboxes. Pick the part before the @; the domain is prodmail.io or any domain you've connected.
• When you reply to a message that was sent to an alias, the reply goes out from that alias.
• You can disable an alias at any time. A disabled alias stays reserved to you, so nobody else can ever claim it, and mail to it bounces.
• Your primary address can't be removed.

Custom domains

Bring any domain you own. There's no limit on the number, and they don't cost extra. Connecting a domain takes three DNS records.

1. Under Settings, Domains, choose Add a domain and type it in.
2. Add the records below at your DNS provider. Replace yourdomain.com with your domain.
3. Come back and choose Check records. We check them for you and keep checking until they're right. Most providers update within minutes; a few take up to a day.

Once the domain shows as connected, add addresses on it as aliases, for you or for a shared mailbox. If you already have an SPF record, add include:_spf.prodmail.io to it rather than creating a second one; a domain may only have one SPF record.

Moving an existing domain

Mail is routed by the MX record, so your old provider keeps receiving until you change it. Set up Prodmail first, verify SPF and DKIM, then switch the MX record last. Anything already in the old mailbox stays there; import it by forwarding, or download it as .eml files and we'll help you load them.

Teams and shared mailboxes

A team is a workspace that can own shared mailboxes, such as support@, and that has members with roles.

Roles

Grants

Membership alone doesn't open any mailbox. Each shared mailbox has its own grants, per person:

• Read: see the mailbox and its messages.
• Send: send from the mailbox's addresses. Send can be granted without read, for people who should reply from support@ but not browse it.
• Manage: change folders, labels and aliases on the mailbox. Manage implies read.

Creating a mailbox does not give its creator access to it. An admin can grant themselves access, and that action is written to the audit log like any other.

Inviting people

Owners and admins create invitations under Team, Invitations. The link is shown once; copy it and send it however you like, since we don't email it. The person opens the link, signs up or signs in, and becomes a member with the role on the invitation. Links expire after seven days and can be revoked before they're used.

Audit log

Every grant, invitation, removal and admin self-grant is recorded with who did it and when. Admins can read the log under Team, Audit log.

Reading and sending mail

• Messages open full screen. Press Esc or the back arrow to return to the list, which stays where you left it.
• Folders (Inbox, Archive, Spam, Trash, and your own) hold a message in one place. Labels can be applied to any number of messages and don't move them.
• Drafts save automatically every few seconds. If the same draft is open on two devices, the second one to save is told about the conflict rather than silently overwriting.
• Each send is tracked from queued, to handed to the mail provider, to accepted. If a send fails you'll see it in the draft, with the reason, and can try again.
• HTML messages are shown in a sandbox: remote images are not loaded and scripts never run. Links open in a new tab.
• Attachments can be downloaded one at a time, and any message can be downloaded whole as an .eml file.

Keyboard shortcuts

Shortcuts are off while you're typing in a field.

Sessions and security

• Each sign-in is a separate session tied to the device. Settings, Sessions lists them with the device name, where they last connected from, and when. End any of them from there; ending a session signs that device out immediately.
• After ten failed sign-in attempts on an account within fifteen minutes, sign-in is paused for that account for fifteen minutes. Correct attempts during the pause are also refused, so wait it out rather than retrying.
• Change your password under Settings, Account. Changing it ends every other session.
• Mail is stored encrypted at rest. Connections to the webmail are over HTTPS only.
• We don't read your mail, and nobody at Prodmail can open a mailbox they haven't been granted access to by you or your team.

Exporting and leaving

You can leave at any time and take your mail with you.

• Download any message as an .eml file from the message view. It opens in any mail client.
• To export a whole mailbox, write to help@prodmail.io from the account and we'll prepare an archive of .eml files for you to download.
• If you connected a domain, point its MX record at your new provider first, then remove the domain here. Mail keeps flowing throughout.
• Closing an account deletes its mail and aliases after a 30-day grace period. Addresses on prodmail.io stay reserved and are never reissued.

Limits