What the Domain Setup Pack includes
This package is built for organisations that already have a domain name and want it connected properly to their mail and collaboration services. It covers the core technical setup needed to get staff sending and receiving on custom addresses, sharing calendars, and working from a common document space. For many small and medium non-profits, that means less time juggling personal accounts and more time on donor work, member service, and reporting.
The setup is handled as a guided starter pack, so you know what is being changed and why. We look at the domain records, mailbox structure, user access, and the tools your team will actually use day to day. If you are moving from an old provider, the pack can also include migration support so messages and contacts are brought across in a sensible order, not dumped into one inbox.
- Domain linking for mail and collaboration services
- Mailbox setup for staff and shared roles
- Calendar setup for team scheduling
- Document space setup for shared files and working drafts
- Contact imports where needed
- Basic admin handover so your team can manage users and access
Package sizes and suitable team setups
The Domain Setup Pack is usually offered as a starter option for smaller teams, with room to scale as your organisation grows. A single office or project team in Cape Town may only need a few accounts and one shared calendar, while a wider network with offices in Johannesburg, Durban, Pretoria, or Bloemfontein may need multiple groups, shared folders, and more careful permission control.
For practical planning, think in terms of users and working style. If your staff are mainly on laptops and mobiles, the setup can stay simple. If you have programme teams, finance, management, and field staff all needing access at different levels, the pack should be configured with clear roles from the start, otherwise admin becomes messy fast.
- Small team option: 3 to 10 users
- Medium team option: 11 to 25 users
- Multi-site option: separate groups for branches or programme areas
- Shared mailboxes for info, accounts, programmes or reception
- Calendar sharing for meetings, outreach schedules and leave planning
Where this starter pack suits best
This product suits non-profit organisations that need a professional domain-based setup without a large internal IT team. It works well for trusts, community organisations, advocacy groups, social service providers, faith-based bodies, associations, and project teams that need their own branded communication. It is especially useful where staff turnover is common and you need a tidy handover process for new people joining and old accounts being closed.
It also suits organisations that work across more than one town. A head office in Observatory can share calendars with staff in Bellville and Stellenbosch, while field teams in Gauteng or KwaZulu-Natal still use the same domain and document library. That keeps records together, which matters when grants, audits and committee decisions all need traceable access.
If your current setup is a mix of personal inboxes and free calendar tools, the pack helps bring things under one structure. It is a practical choice when you want better control, fewer missed messages, and a clearer admin line for who owns what. And yes, it helps when load-shedding interrupts the day because staff can pick up work again on mobile once power is back.
Installation and technical requirements
Setup starts with access to your domain records and a clear list of users, shared mailboxes, and calendar needs. We then configure the domain linking, verify mail routing, and prepare the collaboration tools so they can be used on benchtop and mobile devices. If you are migrating from another provider, the order of cutover matters, so mail flow is tested before the switch is finalised.
This service does not need any gas connection or fuel supply. Power needs are standard office needs only, meaning a stable mains supply for your computers, router and any small backup equipment. In South African conditions, that often means planning for load-shedding with a UPS or backup power for the internet router and a charged laptop or phone. Fibre or a stable LTE connection is usually enough for day-to-day use, but the office network should be checked before go-live if staff will be working on large documents all at once.
- Domain admin access for linking and verification
- List of users, shared mailboxes and aliases
- Internet connection for testing and first sign-in
- Backup power for router, if you need uninterrupted access during outages
- Mobile devices ready for calendar and mail sync where required
Care, servicing and ongoing administration
Once the pack is live, the main care task is keeping user access tidy. New staff need accounts created, departing staff need access removed, and shared addresses need monitoring so nothing sits unanswered. A small amount of admin every month prevents bigger problems later, especially when a few people are handling many roles. It is also worth checking calendars and shared folders after staff changes, because permissions can be forgotten in the rush.
We also recommend a security review from time to time. That means checking password practices, mailbox access, mobile sync settings, and who has admin rights. For non-profits, this is not about making things complicated. It is about making sure donor information, meeting notes, and internal documents are not left open to the wrong people. If your team trains volunteers or temporary project staff, a short refresher helps cut down on mistakes.
For organisations with busy programmes, ongoing admin help can be useful after the first setup. That can include adjusting aliases, adding calendar resources, supporting mobile setup, and helping with the odd sync issue before it turns into a bigger problem. The aim is simple: keep the system orderly enough that staff can get on with the work.
What to check before you order
Before placing an order, make sure you know how many people need accounts, which shared mailboxes are required, and whether any old mail needs to be moved across. It helps to list the exact domain names you use, including any alternate spellings or older addresses still in circulation. If you are a branch-based organisation, check whether each branch should have its own mail groups or whether one central structure is enough.
Before setup starts, decide how your team will use calendars and documents. Some organisations need full shared scheduling, while others only need a few common calendars for meetings and leave. Some need a single shared space for policies and minutes, while others need folders separated by programme. A little planning now saves time later, and avoids the usual back-and-forth when users say they cannot find a file or a meeting invite.
- Number of users and shared mailboxes
- Current domain name and any aliases in use
- Whether old mail, contacts or calendars must be migrated
- Which staff need mobile access
- How many branch offices or regional teams must be included
- Who will take over admin duties after go-live
Key facts
| Product type | Starter setup package for domain-linked mail and collaboration |
|---|---|
| Primary use | Message, shared calendars, document collaboration and admin handover |
| Suitable team size | 3 to 25 users, with multi-site options |
| Setup includes | Domain linking, mailbox setup, calendar setup, document space setup |
| Technical needs | Domain admin access, internet connection, standard office power |
| Support areas | Observatory, Cape Town, Johannesburg, Durban, Pretoria, Bloemfontein and nearby areas |
