> ## Documentation Index > Fetch the complete documentation index at: https://docs.salestools.io/llms.txt > Use this file to discover all available pages before exploring further. # Set Up Salestools-Managed Sending Domains and Mailboxes > Provision Salestools-managed sending domains and mailboxes, configure DNS in three ways, and sync your mailboxes into your sending rotation. 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. ## 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. ## How to set up your managed account The first time you open the **Managed by Salestools** tab, you will see an onboarding card. Go to **Integrations → Email**, then click the **Managed by Salestools** tab above the mailbox table. 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. 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. ## How to add and verify a domain Mailboxes can only be created on a **verified** domain, so set the domain up first. Under **Managed domains**, type your domain (for example, `yourdomain.com`) and click **Add domain**. It appears in the list with a **Pending DNS** status. 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. 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. Click **Domain Connect** to open a one-click flow inside your DNS provider's own interface. Follow the provider's prompts to authorize the record changes — no manual copying required. Copy each MX, SPF, DKIM, and DMARC record using the **Copy** button next to each entry, then add them at your domain registrar or DNS host. Use the exact values provided to avoid typos. 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. ## How to create managed mailboxes Under **Managed mailboxes**, click **New managed mailbox**. This button is disabled until you have at least one verified domain. * **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. 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. 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. ## How to sync a mailbox into your sending rotation Each mailbox row in the table shows a **Playbook** status of **Synced** or **Not synced**. In the **Managed mailboxes** table, look for any row showing **Not synced** under the Playbook column. 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. 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. ## 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. 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. 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. 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. 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. ## 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**). ## Related Connect email, LinkedIn, calendar, CRM, and Slack from one place. Build the agent that sends from your managed mailboxes. Manage your master email signature and account preferences. View and triage the replies your managed mailboxes receive.