What Branch Mail is and who it suits
Branch Mail is set up for organisations that need one message and collaboration system across several offices, branches or service points. It is a practical fit for non-profits with teams in different towns, outreach workers on the road, and staff who need shared access to messages, calendars and files without running their own mail server.
It suits groups that work from a head office in Observatory and smaller sites in Bellville, Stellenbosch, Johannesburg, Durban, Pretoria or Bloemfontein. Instead of each branch managing its own separate message arrangements, Branch Mail gives you one managed setup with the same rules, the same structure and clearer accountability.
- Custom email addresses for staff and shared functions
- Shared calendars for bookings, field visits and meetings
- Document collaboration for policies, reports and funding packs
- Access from office computers, laptops and mobile devices
Sizes and options for smaller teams or larger networks
Branch Mail can be sized to match a small office, a growing regional programme, or a nationwide network. Some organisations only need a handful of mailboxes with one shared calendar and document space. Others need separate mailboxes for each branch, plus admin accounts for coordination and archive access.
Typical options include mailbox setup for individual staff, shared inboxes for departments, calendar sharing between branches, and document spaces for governance files or project folders. If your team changes often, you can keep the structure simple with a few core accounts, then add more as the organisation grows.
- Single branch setup for small offices and project teams
- Multi branch setup with local names and central admin control
- Shared mailboxes for intake, finance, programmes and general enquiries
- Calendar access for appointments, training dates and board meetings
If you need a stepped rollout, we can seperate the move into stages so one branch goes live first and the others follow after testing.
Where Branch Mail works best in day to day use
This option works best where staff need to keep communication tidy across different sites and time zones are not an issue but travel and site visits are. It is useful for organisations running counselling, community work, education support, health outreach, relief distribution or donor administration. Shared calendars reduce double-bookings and make it easier to see who is available for meetings, transport or fieldwork.
It also helps when a branch loses connectivity for a short period. Staff can still pick up messages on mobile devices once they are back online, and central admin can keep track of who has access to which folders or calendars. For coastal offices in places like Durban or Cape Town, the setup should be managed with proper device care because humidity can affect older phones and laptops over time.
- Good for branch offices, field teams and part-time staff
- Useful where one head office supports several satellite sites
- Works well for organisations that need audit trails and shared oversight
- Helpful when staff travel often between towns and provinces
Installation, internet and power requirements
Branch Mail does not need plumbing or gas, only a stable internet connection, suitable devices and a clear plan for access. In most cases the practical requirements are a laptop, benchtop or phone, plus enough storage and data for regular message use. For busy offices, a reliable fibre line or business-grade internet connection is the best starting point.
Because load shedding can interrupt work, we recommend a UPS for the router and key office equipment so staff can keep working through short power cuts. A small generator may help larger offices, but it is not required for the mail service itself. What matters most is that the internet comes back cleanly and staff know how to sign in securely after an outage.
- Internet connection required at each site or for remote users
- UPS recommended for routers, switches and main workstations
- No gas or specialised site utilities needed
- Mobile devices should be set up for secure access and backups
Care, admin handover and ongoing support
After go live, Branch Mail needs simple ongoing care rather than heavy maintenance. That includes keeping passwords current, adding or removing staff, checking shared calendar permissions and making sure document folders are still organised in a way that suits the team. The aim is to keep admin light so the organisation can focus on its work.
We also recommend periodic security reviews, especially where staff use personal phones or work from more than one location. If someone leaves or changes role, access should be updated quickly. Ongoing admin help is useful for non-profits that do not have a full time IT person and need clear support after the initial setup.
- Review user access when staff or volunteers change roles
- Check shared mailbox rules and calendar permissions regularly
- Keep document folders tidy for reporting and audits
- Train new users so they do not create avoidable support issues
What to review before you choose Board Mail
Before ordering Branch Mail, it helps to list all branch names, the number of users at each site, and which staff need shared mailboxes versus personal mailboxes. You should also note any existing addresses that must be kept, any contacts that need importing, and whether calendar sharing should be limited to certain teams.
It is worth checking how each branch currently connects to the internet, what phones or computers are in use, and whether your team needs training in one session or across several dates. If your organisation is working from Observatory, Bellville or Stellenbosch while supporting teams further afield, clear ordering details will make the rollout much smoother.
- List all users, branches and shared addresses needed
- Confirm what data must be moved from the current system
- Check device types for mobile setup and sign in support
- Decide who will have admin rights after handover
Key facts
| Service type | Hosted message and collaboration for multi-site non-profits |
|---|---|
| User structure | Individual mailboxes, shared inboxes and admin accounts |
| Calendar tools | Shared calendars for meetings, outreach and branch planning |
| Document tools | Shared document space for reports, policies and project files |
| Access methods | Benchtop, laptop and mobile device access |
| Support areas | Observatory, Cape Town, Johannesburg, Durban, Pretoria, Bloemfontein, Bellville and Stellenbosch |
