A single public address that is easy to manage
An Info Mailbox is the address you place on forms, flyers, funding applications and your website for all general contact. Instead of messages going to a single staff member, the inbox can be shared by the right people in your office or field team. That matters for non-profits that need clean handovers, record keeping and shared access when the office is busy or load-shedding has interrupted normal work for the morning.
It is suited to organisations that receive donations queries, volunteer signups, beneficiary questions, event notices and supplier messages. The mailbox can be linked to your domain name and used with calendar sharing and document collaboration tools so the same team that reads the message can also book a meeting or send the right form. Simple enough for day-to-day use, yet structured enough for admin control.
- General enquiries from the public
- Volunteer and donor communication
- Programme notices and follow-up
- Shared access for small and larger teams
Mailbox sizes and account options
Most organisations start with one Info Mailbox, then add extra shared addresses as their work grows. A smaller non-profit may only need a single address for public contact, while a larger team in Cape Town, Johannesburg or Durban may want separate mailboxes for enquiries, finance, events and programmes. The right size depends on volume, staff turnover and how many people need access at once.
We set up options that suit practical office use, not clutter. You can assign access to one user, a small admin group or a wider team with set permissions. If you have staff moving between Observatory, Bellville and Stellenbosch or between Pretoria and Bloemfontein, access can be arranged so messages stay visible without sharing one password around the office.
- Single shared mailbox for low to medium enquiry volumes
- Multiple shared mailboxes for separate departments
- Mailbox access on laptop, phone and tablet
- Calendar and document links for admin teams
What the setup includes
Setup starts with linking your domain, creating the mailbox and making sure messages are routed correctly. We then add calendar sharing if your team needs bookings, meetings or site visits in one place, and document space setup if you need forms, reports or policy files available to the group. Mail migration and contact imports are included when you are moving from an old account or replacing a cluttered inbox, which saves time and cuts missed messages.
The mailbox can be used on common mail apps and web access, so staff can reply from the office or while travelling. We also cover mobile device setup, admin handover and training so the people who will actually use the mailbox know where messages land and how to keep filing tidy. It is a practical process, not a complicated one. A small typo in an address can block replies, so the checks matter.
- Domain linking and mailbox creation
- Mail migration from existing accounts
- Contact imports for donor and supplier lists
- Mobile device setup and team training
Where an info mailbox works best
This product suits non-profits that need a public face without giving every staff member their own contact point. It is useful for advocacy groups, community development teams, training organisations, faith-based projects and service providers that handle many small enquiries. If your office is open on weekdays but your field work runs in the afternoons, the mailbox keeps incoming messages together until someone is free to respond.
It also helps when a team is spread across provinces. A message from a sponsor in Cape Town can be seen by the same admin team handling events in Pretoria or project support in Durban. That shared visibility makes handover easier when staff are on leave, in workshops or working from home during coastal humidity spikes, power cuts or poor signal days.
- Public enquiry handling
- Volunteer coordination
- Donor and sponsor communication
- Event and training administration
Installation, power needs and day-to-day care
An Info Mailbox does not need physical installation on site, but it does need a stable internet connection, working devices and proper login setup. Because the service is cloud-based, there is no special wiring or gas requirement. What your team needs is reliable access on computers and phones, plus a plan for who monitors the inbox after hours and over weekends. If you rely on a single shared device, make sure it is protected and charged for load-shedding periods.
Care is mostly about good admin. Keep passwords controlled, remove access when staff leave, and file old messages into clear folders. It is also worth checking your mobile sync, calendar permissions and document access after any phone change or staff handover. For smaller teams, a monthly check is enough. For busier offices, a weekly review prevents missed public messages and stops the inbox becoming a mess.
- Needs internet access and a phone, tablet or computer
- No physical power or gas installation required
- Password control and access review are essential
- Regular filing keeps the inbox usable
What to check before you order
Before you place the order, decide who will use the mailbox, how many people need access and whether you want shared calendars or document space as well. Confirm your domain details, the names of the users who must be added, and whether you need old mail moved across. If you are a non-profit with board members, programme staff and admin staff all involved, write down who should have read access and who should be able to reply.
Also check your naming. Some groups want a simple public address that is easy to remember, while others need separate addresses for general enquiries, complaints or event registration. If you are expecting high message volumes or need after-hours cover, plan for more than one user so the mailbox does not sit unattended. The right setup saves time later and prevents duplicate replies.
- Who will monitor the inbox daily
- Whether you need shared calendar access
- Whether old messages must be migrated
- Which staff need admin rights and which do not
Support for teams across South Africa
Inbox NPO Mail supports non-profit organisations from Observatory, Cape Town and across South Africa, including Johannesburg, Durban, Pretoria and Bloemfontein. Our team includes Thandeka Maseko, Willem van Rensburg, Mpolokeng Tau, Amogelang Mkhwanazi, Muneeb Jacobs and Onalenna Ramaboa, so setup, training and support are handled by people who understand shared office work and the pressure of public-facing inboxes. We also assist branches and service areas in Bellville and Stellenbosch.
Clients reach us through the enquiry form on our contact page, where we can guide the next step for a new mailbox, a migration or a team handover. If your organisation needs a central address that is easy to manage and simple to share, this product gives your team one place to start.
Key facts
| Product type | Shared public enquiry mailbox |
|---|---|
| Access | Web, laptop and mobile device |
| Setup options | Domain linking, mail migration, contact imports |
| Collaboration | Shared calendars and document space available |
| Team use | Single user, small team or multi-user admin group |
| Support | Training, admin handover and ongoing admin help |
