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Set up a new employee's email (and cut off whoever leaves) from a chat

Quick answer: As an admin, ask: "create joana@, use contact@'s signature with her name and invite Joana with access to joana@ and contact@". The assistant uses criar_caixa, definir_assinatura and convidar_pessoa, and Joana gets the invitation by email. When someone leaves, editar_acessos removes their mailboxes immediately; the mailbox and its history stay.

  • Read and write
  • Admins only
  • Checked on October 17, 2026

Who it is for

For the owner or admin of a small business with no IT team. Hiring someone means creating their email, setting up the signature, granting the right mailboxes and, when they leave, making sure they cannot read anything else.

Through the assistant that becomes a plain-language request. The dashboard's rules still apply: plan seats, verified domain and single-use invitation.

What it looks like

domailoconnected via MCPExample with fictional data

Request: We hired Joana Lima for support. Create joana@example.com, use the same signature as contact@ with her name, and invite Joana (joana.lima@example.net) with access to the joana@ and contact@ mailboxes.

  • listar_caixascontact@ signature
  • criar_caixadominio: "example.com" · endereco: "joana"created
  • definir_assinaturacaixa: "joana@example.com"set
  • convidar_pessoacaixas: joana@, contact@email sent

Done. Joana got the invitation by email; the link is valid for 7 days and can be used once:

  • joana@example.commailbox created, with the signature "Joana Lima · Support"
  • Invitationaccess to joana@ and contact@, no AI assistants

Step by step

  1. Connect Domailo as the owner or an admin, with "Read and write" access. The admin tools do not appear for other roles.
  2. When someone joins: ask for the mailbox, the signature and the invitation, saying which mailboxes the person will open and whether they may use AI assistants.
  3. Check with listar_equipe: the invitation shows as pending and holds a seat until it is accepted or canceled.
  4. When someone leaves: ask to remove all of the person's mailboxes (editar_acessos with an empty list) and link their mailbox to whoever takes over the work.

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.

  • How many seats for people and mailboxes do we have left on our plan? Show pending invitations too.
  • Invite Pedro Lima (pedro@example.net) with access to sales@example.com and permission to use AI assistants.
  • Pedro left today. Remove his access to every mailbox and link sales@example.com to Ana Souza.
  • Cancel Joana's invitation, which was never accepted.
  • Standardize the signatures: for each personal mailbox, use name, job title and the phone number (555) 010-0000.

How it changes by type of business

Intern or temp
An invitation with a single mailbox, with access removed at the end of the contract in the same request where you record the departure.
Vacation
Give a colleague temporary access to the mailbox of whoever is on vacation and remove it when they return. The mailbox and its history do not change.
Departure of someone who handled customers
Don't delete the mailbox: link it to someone else so ongoing conversations are not lost, and let customers know from that same address.

Permissions needed

  • "Read and write" access. Tools used: listar_caixas, criar_caixa, definir_assinatura, convidar_pessoa, editar_acessos, listar_equipe, cancelar_convite.
  • 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

  • Only the owner and admins use these tools. The invitation creates a person with the agent role (regular user); promoting someone to admin is done on the Team screen.
  • A mailbox can only be created on a domain verified for sending and with a free seat on the plan. Pending invitations also hold seats.
  • Through MCP you cannot remove a person from the organization: removing their mailboxes cuts email access immediately, and removal is done on the Team screen.
  • A mailbox can only be deleted if it has no conversations. When someone leaves, the usual move is to keep the mailbox and change who opens it.
  • The assistant neither sets nor sees passwords: the person creates their own through the invitation link.

Frequently asked questions

Does the assistant create the employee's password?

No. The invitation is a single-use link, valid for 7 days, where the person sets their own password. Domailo emails the link and also returns it to the assistant, in case the email does not arrive.

When someone leaves, what happens to their email?

Nothing is deleted. The mailbox stays in the organization with its full history; you only change who opens it. Customers who write to the old address keep getting answered.

Is access cut off immediately?

Yes. Permissions are checked on every request, in the webmail and through MCP. Removing someone's mailboxes applies to their next action, and removing AI permission revokes their keys and connections.

How many people fit in a plan?

Startup: 2 people and 2 mailboxes. Essential: 5 and 5. Team: 20 and 20. The admin counts toward the limit, and so do pending invitations.