Creating Email Accounts for a Client

For Team Leads:

1. Web Team will always create email addresses for clients.

2. Please begin by reaching out to the client and asking these questions:

   1. Where is your domain located and do we have access to that?

   2. Where do you want your emails to be set up from? Microsoft or Google are the only 2 options. Both are similar in features, it’s up to the client to decide. Accordus will not decide for the client nor make a recommendation. We want the client to make the final call.

   3. What is the client’s current email address to which we can connect this new account as a recovery email?

   4. How many users does the client want us to create? What are the names of the users?

   5. Would they rather have alias emails or individual users?

3. Assign a task to Web Team with all of the above information. All of this information is required before Web Team will begin the task at hand.

4. Let clients know we cannot create email addresses via Squarespace or GoDaddy, not even if a discount was offered at one point in time. Third-party services like this are not the standard moving forward as of October 16, 2024. 

5. See below for an example scenario and outline of this task.

For Web Team:

1. Based on the answers from the Team Lead, create an email address in either Microsoft or Google.

2. We will no longer be using a third-party service like Squarespace or GoDaddy to create email addresses. 

3. Set up an admin@clientdomain account for Accordus to use and have access to for the first few months. If the client decides they don’t want the account, we can remove it later.

4. All email addresses should be billed monthly. After set-up is complete, email Julia@accordus and Receipts@Accordus to let them know two things: the amount billed monthly, and which client it should be billed to.

5. Let the Team Lead know you cannot move forward with setting up email addresses if all of the questions in the list above are not answered up-front.

Hi Motor Sports Team {CLIENT NAME},

We would be happy to set up a new custom email address for you and your organization. I need some information for you before we can complete this.

1. Where is your current domain located and can you share access with Accordus to this? This could be a site like Namecheap, Google Domains, GoDaddy, Wix, etc.

2. Would you like us to set up this email address in Google or Microsoft? There are similarities between both, and we are neutral on the choices. Please choose and let me know your preference. Accordus uses Microsoft, but we want you to make the final call in this. The pricing is also comparable – around $8 per month per user.

3. We’ll need a current email address you have access to so we can send instructions on logging in and set up a recovery email in case you need to reset your password.

4. How many users do you want us to set up for your organization? Do you need an alias email address? For example, do you need us to set up Jeff@MotorSports for you and then also fundraising@motorsports that sends to Jeff? It’s not a separate inbox with a login, but instead will be one that forwards emails to Jeff. We can also set up separate inboxes for each team member. Each user is billed individually, but there is no charge for an additional alias account for each user.

We’ll get this set up for you soon!

Team Lead