Managing many mailboxes for a school or organisation
The challenge: keeping a grip on dozens of addresses
As soon as an organisation exceeds a handful of addresses, email becomes a management task in itself. A school or larger organisation quickly has dozens of mailboxes: one per employee, plus function addresses like secretariaat@, info@ or facturen@. Creating each address separately, handing out each password individually, logging in somewhere again at every departure to switch something off: that costs time and something easily slips through.
The pain lies mainly in three moments. At onboarding you want to give a new employee a working address quickly. At changes: a name change, an extra alias, a reset. You don't want to have to search each time for how it worked again. And at offboarding you need to be sure that someone leaving no longer has access, without the organisation losing the mail. Without a central overview, you also lose sight of how many addresses are actually active, and thus of the costs.
How to tackle the management
A grip on many mailboxes starts with one place where you arrange everything, and a few fixed working agreements:
- Create in one go. Set up new addresses in bulk, for example at the start of a school year or with a new intake of employees, instead of one by one.
- Change centrally. Adjust aliases, passwords or settings from the same overview, so you don't have to dive into separate accounts.
- Delete or hand over neatly. When someone leaves, you revoke the access or hand over a function address to their successor. That way the organisation's correspondence stays preserved.
- Overview and costs in view. One list of active mailboxes means you know what you use and what you pay, with a fixed, predictable price per mailbox.
If you work in education, this ties in with the broader context in email for schools. For a business or team you can read more at email addresses for your whole team. The practical side of bulk management is at bulk account management for business email.
What your email then needs to be able to do
To keep many mailboxes workable, what counts above all is this:
- Bulk account management: creating, changing and deleting addresses in bulk from one overview.
- Everything on your own domain, so every address belongs to the organisation and stays recognisable.
- Predictable costs per mailbox, so you don't pay for parts you don't use.
- Security that comes as standard: filtering against spam, phishing and malware, automatic backups and optional two-factor authentication.
- 20 free aliases per mailbox, handy for function addresses without paying for a separate account for each.
- European, GDPR-compliant hosting, because a management team also works with personal data.
Managing many mailboxes: why Mailflux fits
Mailflux is professional email on your own domain with bulk account management, hosted in Europe and GDPR-compliant. You create addresses in one go, change them centrally and delete them again when someone leaves, without having to work in dozens of separate accounts. Every plan includes antivirus, antispam and antimalware, automatic backups, optional two-factor authentication and 20 free aliases per mailbox.
The price is clear: Basic €4.99, Pro €6.99 and Premium €9.99 per mailbox per month, billed annually and excluding the domain name. That way you know per address what it costs and you pay only for email, not for a full office suite with tools you may never use. If you get stuck setting up, you get real, personal support. An overview of all target groups is on who Mailflux is for.
FAQ
Frequently asked questions
Can I create multiple mailboxes in one go?
Yes. With bulk account management you set up multiple addresses in one go under your own domain, for example at the start of a school year or with a new intake of employees. You don't have to create them one by one manually.
How do I arrange onboarding and offboarding of staff?
From one central overview you create an address for a new employee and revoke the access again at a departure. You hand over function addresses to the successor, so the organisation's correspondence stays preserved and no one keeps access unnecessarily.
What does it cost per mailbox?
You pay a fixed price per mailbox per month: Basic €4.99, Pro €6.99 or Premium €9.99, billed annually and excluding the domain name. Because you have one central overview of all active addresses, your costs stay predictable and easy to check.