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Managed mailboxes are done-for-you sending infrastructure. Instead of buying domains and wrestling with a registrar, Salestools hosts the domains and mailboxes for you, pre-configures SPF, DKIM, and DMARC, and lets you sync each mailbox directly into the rotation Sally sends from. You access this feature through the Managed by Salestools tab inside Integrations → Email.
The other tab on this page — Custom mailboxes — is for connecting mailboxes you already own (Google Workspace, Microsoft 365, or any custom SMTP server). Managed mailboxes are the opposite: Salestools creates and hosts the infrastructure for you.

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What you can do

  • Create a managed account in one click, or connect an existing managed account.
  • Add managed sending domains — each one gets its own MX, SPF, DKIM, and DMARC records.
  • Set up DNS three ways — paste a Cloudflare API token, use one-click Domain Connect, or add the records manually at your registrar, then verify.
  • Create mailboxes on any verified domain, one at a time or in a batch (up to 8 per domain, sharing one password).
  • Sync mailboxes to your sending rotation so Sally can send from them — the sync step is what makes a managed box live.
  • Reset a mailbox password or delete a mailbox or domain.
  • View read-only SMTP / IMAP connection details for any managed mailbox, useful if you also want to add the box to another mail client.
  • Manage team-shared mailboxes (admins and managers only): link one shared account for the whole team, create shared mailboxes, assign each one to a teammate, and sync them into that member’s rotation.

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How to set up your managed account

The first time you open the Managed by Salestools tab, you will see an onboarding card.
1

Open the Managed by Salestools tab

Go to Integrations → Email, then click the Managed by Salestools tab above the mailbox table.
2

Create or connect an account

Click Create managed account to have Salestools provision one for you instantly. If you already have a managed account, click Connect existing account and enter that account’s email address and password.
3

Review your account dashboard

Once linked, the account strip shows your account details, your Domains usage (for example, 2 / 10), and your Mailboxes usage including how many are already synced to your sending rotation.

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How to add and verify a domain

Mailboxes can only be created on a verified domain, so set the domain up first.
1

Add the domain

Under Managed domains, type your domain (for example, yourdomain.com) and click Add domain. It appears in the list with a Pending DNS status.
2

Open DNS setup

Click Set up DNS on the domain row. A drawer opens with three configuration routes — pick the one that matches where your domain is hosted.
3

Configure DNS records

The fastest option if your domain is on Cloudflare. Create a token with Zone.DNS Edit permission inside your Cloudflare account, paste the token into the field, and click Configure. Salestools writes every required record (MX, SPF, DKIM, DMARC) for you automatically.
4

Verify the domain

Click Verify DNS records. When your DNS provider returns the correct values, the domain status flips to Verified / Active. If the status remains pending, allow a few minutes for DNS propagation and click Verify again.
Deleting a domain immediately stops every managed mailbox on it from sending. You will be asked to confirm before the deletion proceeds.

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How to create managed mailboxes

1

Start a new mailbox

Under Managed mailboxes, click New managed mailbox. This button is disabled until you have at least one verified domain.
2

Choose single or batch creation

  • Single mailbox — select a verified domain and type the mailbox name (the part before the @). The drawer previews the full address as you type.
  • Batch — select one or more verified domains, then add multiple mailbox names by typing each name and pressing Enter. The same names are created on every selected domain.
3

Set a password

Enter a password of at least 8 characters. In batch mode, this is the shared password for every new mailbox created in this session. The password is stored by the managed host, not by Salestools.
4

Register in Playbook and create

Leave Register in Playbook after creation checked to sync the mailbox into your sending rotation immediately. Click Create mailbox (or Create mailboxes for a batch) to finish.
Each domain supports a maximum of 8 managed mailboxes. A counter on each domain in the batch picker shows how many slots remain.
A managed mailbox cannot send for Sally until it is synced to Playbook (your sending rotation). Checking Register in Playbook after creation handles this automatically — but you can also sync a mailbox at any time from the mailbox row.

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How to sync a mailbox into your sending rotation

Each mailbox row in the table shows a Playbook status of Synced or Not synced.
1

Find an unsynced mailbox

In the Managed mailboxes table, look for any row showing Not synced under the Playbook column.
2

Sync to Playbook

Click Sync to Playbook on that row. Once successful, the mailbox becomes available as a sending mailbox and appears in the Custom mailboxes sending table.
3

Manage the mailbox

From the same row, use Reset password to rotate the mailbox password, Connection to view read-only SMTP and IMAP host details (useful for adding the box to another mail client), or Delete to remove the mailbox entirely.

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How to manage team-shared mailboxes

If you are an admin or manager, the Managed tab shows two views — Personal mailboxes and Team shared. Switch to Team shared to run one managed account on behalf of your whole team.
1

Set up the team account

On the Team shared view, click Set up team account and enter the email address and password of the managed account where all shared domains and mailboxes will live.
2

Add team domains and configure DNS

Add shared sending domains the same way you would for personal domains. Click Configure DNS on any domain to set up records — the Cloudflare token method (with Zone.DNS Edit permission) is the fastest for a team setup.
3

Create and assign shared mailboxes

Click New shared mailbox to add one box, or Batch create to add several on one domain at once. Assign each mailbox to a team member — an unassigned mailbox cannot send.
4

Sync to each member's rotation

Click Sync on an assigned mailbox to add it to that member’s sending rotation, or click Sync all to Playbook to push every assigned-but-unsynced mailbox across the whole team in one action.
Use Sync all to Playbook when onboarding a new batch of team members — it activates all assigned mailboxes at once rather than requiring you to sync each one individually.
Team members without admin or manager access do not see the Team shared view. They manage only their own personal managed mailboxes.

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Troubleshooting

You need at least one domain before you can create a mailbox. Add a domain under Managed domains first, then verify it.
DNS changes can take a few minutes to propagate. Make sure every record from the DNS setup drawer is in place (use the Copy button to avoid typos), wait a moment, then click Verify again. The Cloudflare or Domain Connect routes write the records for you and avoid manual errors.
Check the Playbook column. If it says Not synced, click Sync to Playbook. Only synced mailboxes are part of the sending rotation.
Only verified domains are selectable. Unverified domains appear disabled with a “not verified” note — finish DNS verification first.
Shared mailboxes must be both assigned to a member and synced to that member’s Playbook. Assign it, then click Sync (or Sync all to Playbook).

Integrations

Connect email, LinkedIn, calendar, CRM, and Slack from one place.

AI SDR Builder

Build the agent that sends from your managed mailboxes.

Settings

Manage your master email signature and account preferences.

Inbox

View and triage the replies your managed mailboxes receive.
Last modified on June 20, 2026