Email for agencies with many clients: one assistant for every domain
Quick answer: In an organization with several domains (up to 3 on Essential and 10 on Team), the assistant summarizes conversations by client with listar_caixas and listar_emails. For admins it also adds a new client's domain (adicionar_dominio), shows the missing DNS records (listar_dominios), checks them (verificar_dominio) and creates the mailboxes (criar_caixa).
- Read and write
- Admins only
- Checked on October 17, 2026
Who it is for
For agencies and providers who run email for several clients, each with their own domain: the marketing agency, the accounting firm that sets up its clients' email, the dev shop that hands over the website with email included.
In one place, the assistant answers "what came in from each client today" and does the repetitive work of adding domains and creating mailboxes. DNS stays with whoever has access to the client's domain.
What it looks like
Request: We have a new client, Clínica Vida. Add the domain clinicavida.com and tell me exactly which DNS record I need to create first.
adicionar_dominiodominio: "clinicavida.com"ownership TXT
Domain added. The first step is proving it is yours with a TXT record in the domain's DNS:
- TXT_domailo.clinicavida.com with the value domailo-verification=… (the full value comes in the tool's response)
- Nextonce ownership is confirmed, verificar_dominio shows the sending and receiving records (MX, SPF and DKIM)
Step by step
- Connect Domailo as the owner or an admin, with "Read and write" access.
- Add the client's domain through the assistant and create the ownership TXT in the domain's DNS (or send the record to whoever manages the DNS).
- Ask it to verify. After ownership, the assistant shows the MX, SPF and DKIM records; create them and verify again until everything is verified.
- Create the client's mailboxes and, if the client will use the webmail, invite their people with only the mailboxes on their own domain.
- Day to day, ask for summaries grouped by domain.
Ready-to-copy prompts
Swap the addresses and names for yours. The more specific the request (mailbox, time period, what the reply must say), the better the result.
- Summarize what came in today across all mailboxes, grouped by domain, and highlight what is waiting for a reply.
- Which domains still have pending DNS records? List the missing records for each one.
- Verify clinicavida.com again and tell me what is still missing.
- Create contact@clinicavida.com with the name "Clínica Vida" and a signature with the clinic's address.
- How many more domains and mailboxes fit in our plan?
How it changes by type of business
- Marketing agency
- One support mailbox per client (contact@client) and a daily summary by domain for the account team.
- Accounting firm
- Each client's documents arrive at their own domain; the assistant separates what came in from each one at month end.
- Dev shop
- Hand over the website with email already set up: domain, DNS and mailboxes created the same day, with the client invited only to their own mailboxes.
Permissions needed
- "Read and write" access. Tools used:
listar_caixas,listar_emails,adicionar_dominio,listar_dominios,verificar_dominio,criar_caixa. - Only the owner and admins of the organization: the admin tools do not even appear for people with the agent role.
- Included in the Startup, Essential and Team plans and during the trial.
Caveats and limits
- Each plan has a domain limit: 1 on Startup, 3 on Essential and 10 on Team. Mailboxes and people count too.
- The assistant does not create DNS records: someone with access to the client's DNS has to create them. The Cloudflare connection is set up in the dashboard.
- Some DNS hosts do not accept "_" in record names (in Brazil, Registro.br's own DNS), so they cannot hold the ownership record or DKIM. A domain there needs another DNS host, such as Cloudflare's free plan.
- Everything lives in one organization, with one Domailo subscription. A client can be invited as a regular user who sees only their own domain's mailboxes.
- verificar_dominio can be called up to 30 times every 15 minutes per organization.
Frequently asked questions
Can a client see only their own mailboxes?
Yes. Invite the person as a regular user and link only the mailboxes on their domain. They do not see other clients, in the webmail or through the assistant.
How many client domains fit?
1 on Startup, 3 on Essential and 10 on Team, per organization. Each domain's registration is still purchased separately.
Does the assistant set up the client's DNS by itself?
No. It adds the domain, shows exactly which records to create and checks them afterwards. Creating the records happens at the domain's DNS provider, by someone with access.
Do I need a Domailo account per client?
No. One organization holds several clients' domains and mailboxes, within the plan's limits.