I am wondering what to do for a small business scenario where there is only 5 users but a few more emails. We usually have emails for the organization such as contact@domain.tld webmaster@domain.tld support@domain.tld etc., and with ClearOS, we have the distribution lists based on groups like sales@domain.tld and so on.
If I buy the basic Kopano, I only get 5 emails, in this case, with 5 users, I have far more email accounts, but they are not users. I think there is no way for someone to verify this setup and that in fact there are only 5 users, but I think it could be an issue (cost wise) at first.
If I consider having 5 active users, at some point there might be some people who are no long with the business and have been replaced by others. At this point, I can’t just delete the old user account and create a new one, it will cause history issues at least, customers will send emails to old mailboxes but it will not be delivered. One option would be to create and alias and route all deleted emails to contact@domain.tld
Another workaround that is common with this situation is creating generic emails and as people move on from their jobs and positions they just handover that email to someone else. In these cases, the email looks like sales1 sales2 sales3 etc., which is not the best, in todays world of ever so personal contacts with whatsapp, these addresses make the customer feel like they are not appreciated (I dont like this, but it is what I have been getting back from customers)
In any case email can me a mess.
I usually have these general emails
contact@domain.tld - Companywide contact
support@domain.tld - Client Support team
system@domain.tld - used by systems to send out emails, notifications etc.
it@domain.tld - for internal support
techadmin@domain.tld - for the actual sys admin
These distribution list emails (based on ClearOS users groups)
sales-group@domain.tld
support-group@domain.tld
it-group@domain.tld
In addition, these aliases for techadmin.
webmaster@domain.tld
abuse@domain.tld
postmaster@gmail.com
After all of these, then I create
john@domain.tld
bob@domain.tld
joe@domain.tld
And so on...
So what is the solution here? Just buy more licenses?
If I buy the basic Kopano, I only get 5 emails, in this case, with 5 users, I have far more email accounts, but they are not users. I think there is no way for someone to verify this setup and that in fact there are only 5 users, but I think it could be an issue (cost wise) at first.
If I consider having 5 active users, at some point there might be some people who are no long with the business and have been replaced by others. At this point, I can’t just delete the old user account and create a new one, it will cause history issues at least, customers will send emails to old mailboxes but it will not be delivered. One option would be to create and alias and route all deleted emails to contact@domain.tld
Another workaround that is common with this situation is creating generic emails and as people move on from their jobs and positions they just handover that email to someone else. In these cases, the email looks like sales1 sales2 sales3 etc., which is not the best, in todays world of ever so personal contacts with whatsapp, these addresses make the customer feel like they are not appreciated (I dont like this, but it is what I have been getting back from customers)
In any case email can me a mess.
I usually have these general emails
contact@domain.tld - Companywide contact
support@domain.tld - Client Support team
system@domain.tld - used by systems to send out emails, notifications etc.
it@domain.tld - for internal support
techadmin@domain.tld - for the actual sys admin
These distribution list emails (based on ClearOS users groups)
sales-group@domain.tld
support-group@domain.tld
it-group@domain.tld
In addition, these aliases for techadmin.
webmaster@domain.tld
abuse@domain.tld
postmaster@gmail.com
After all of these, then I create
john@domain.tld
bob@domain.tld
joe@domain.tld
And so on...
So what is the solution here? Just buy more licenses?
In Kopano Basic
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Responses (4)
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Accepted Answer
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Accepted Answer
Kopano, only counts enabled users, so you can have as many groups/distribution lists as you want.
Deleting a user (or disabling Kopano from their account) does not delete the users mailbox, this simply becomes orphaned and can be hooked to a new user account using the "kopano-admin" command line tool, so it's really easy to manage staff changes without losing access to email history, contact, calendar etc.
Also, the "ldapvi" tool is useful to edit the directory in ClearOS when you need to change a users default email address to something other than their login username.
Cheers....... Andy -
Accepted Answer
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Accepted Answer
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