Managing Email Mailboxes

Managing Email Mailboxes

One of Solido's key strengths is that reminder emails are sent from your own business email address, not from a generic no-reply address. This means your customers see a familiar sender name and can reply directly to your team. To make this work, you need to connect at least one email mailbox to your Solido workspace.

Supported Email Providers

Solido supports the two most popular business email platforms:

• Microsoft 365 / Outlook: Connect any Microsoft 365 mailbox, including shared mailboxes, to send reminders through Outlook.
• Google Workspace / Gmail: Connect a Google Workspace account to send reminders through Gmail.

Both providers require that your email administrator has granted the necessary permissions for Solido to send on your behalf. These permissions are requested during the connection process.

Adding a Mailbox

To add a new mailbox, navigate to Settings → Email Mailboxes in the left sidebar. Click Add Mailbox to begin the setup process.

1. Enter the email address you want to send reminders from.
2. Set a display name that will appear in the "From" field of your emails (e.g. "Accounts Receivable" or your company name).
3. Click Send Invitation to trigger the authorisation flow.

After clicking Send Invitation, the mailbox owner will receive an email with a link to authorise Solido. They need to click the link and sign in with their email credentials to grant the required permissions. Once authorised, the mailbox status changes to "Connected" and it becomes available for use in your reminder rules.

Adding an Email Signature

Each connected mailbox can have its own email signature. To add or edit a signature, click on the mailbox in your Email Mailboxes list and look for the signature field. Enter your signature text, which will be appended to every reminder email sent from that mailbox. This is a good place to include your company contact details, phone number, or a link to your payment portal.

Removing a Mailbox

To remove a mailbox, go to Settings → Email Mailboxes and click the delete icon next to the mailbox you want to remove. Before removing a mailbox, be aware that any reminder rules currently configured to send from that mailbox will need to be updated. If you remove a mailbox without reassigning its rules, those rules will not be able to send emails until a new sender is selected.

Pending emails that were already generated using the removed mailbox will remain in your email list. You can cancel them or let them send if the mailbox was still authorised at the time of removal.

Using Multiple Mailboxes for Escalation

Connecting multiple mailboxes unlocks a powerful escalation strategy. For example, you might send the first two reminders from a general accounts receivable address and then escalate to a senior team member's mailbox for the third and final reminder. This signals to the customer that the matter is being escalated, which can increase the likelihood of a prompt response.

To set this up, connect each mailbox you want to use, then assign the appropriate mailbox to each reminder rule in Settings → Reminder Rules using the Send From dropdown.