Signing in

The sign-in pages have a PT / EN switch at the top, so you can read them in your language before you sign in.

Creating an organization

Anyone can open an organization: choose Create an organization under the sign-in form, or Start for free on the website. Already signed in, choose New organization in the account menu (Switching organization). Getting started walks through it. Someone who joins an existing organization doesn't sign up: an administrator invites them (Invite someone).

Accepting an invitation

1. Open the link in the invitation email. It is valid for 7 days.
2. Accept the invitation shows the organization you were invited to, the email you will sign in with and when the invitation expires.
3. Choose how you will sign in:
   • a password (at least 12 characters): confirm it and choose Create password and sign in;
   • Continue with Google, Continue with Microsoft or Continue with LinkedIn, with an account of that same address that the provider has verified;
   • Sign in with a code by email instead: you get a 6-digit code at that address, and signing in with it accepts the invitation.

You are signed in at once. The link works only once: after you accept it, it stops working. It does not work while your organization is suspended. If the link expired or was already used, ask an administrator to send a new one with Resend invitation, in Team (Invite someone). If you already have a Mailroomly account, the page asks you to sign in as usual and then Join the organization with one click.

The terms of service. If you are an administrator and your organization has not accepted the current terms yet, usually because you are its first administrator, the page also asks you to accept Mailroomly's terms of service on its behalf: tick I accept the terms of service on behalf of , and I’m authorized to do so. The link above the box opens the terms. If you continue with a provider or a code instead, Mailroomly asks you on its own screen right after you sign in. When the terms change, the next administrator to sign in sees that screen once: Accept and continue, or Sign out.

With email and password

1. Open Mailroomly; you land on Sign in.
2. Enter your work Email and Password, and choose Sign in.

If the email or the password is wrong, the page says Wrong email or password., without telling which one. After 10 attempts in one minute, wait a minute before you try again.

With a code by email

You don't need a password: Mailroomly can email you a code each time you sign in.

1. On Sign in, choose Email me a code instead.
2. Enter your email and choose Email me a code. For privacy, the page answers the same way whether or not the address has an account.
3. Enter the 6 digits from the email in the six boxes, or paste the whole code into the first one.

The code works once, for 10 minutes, and after 5 wrong tries it stops working: choose Send a new code (it is offered again after 30 seconds). The code also goes to your recovery address, when you have one.

To keep codes from being guessed or flooding an inbox, an address gets at most 5 codes an hour and 20 in 24 hours from one network (sign-in codes, signup codes and recovery codes together; password-reset links count apart), and at most 50 codes in 24 hours from all networks together. From one network it takes at most 20 wrong codes in 24 hours, whatever new codes it gets: past them, the page says Too many wrong codes for this address today. Try again tomorrow, or sign in another way. The limits count per network, so someone else asking for codes or guessing them from one place doesn't stop yours. Someone using several networks can still use up an address's 50 codes of the day: you then get no code for up to 24 hours. Keep another way in (a password, Google, Microsoft or LinkedIn): Forgot your password? still sends a link then. If you only ever sign in with codes, an administrator of your organization can allow another way meanwhile.

Codes stopped arriving, or the page says there were too many wrong codes? Someone may have asked for codes for your address, or tried to guess them, from your network or from many. Sign in another way meanwhile (your password, or Google, Microsoft or LinkedIn), or wait a few hours. If it goes on, write to the Mailroomly team from an address they can check: after confirming who you are, they clear your address's counts.

With Google, Microsoft or LinkedIn

The sign-in page shows Sign in with Google, Sign in with Microsoft and Sign in with LinkedIn when Mailroomly offers them. Choose one and pick your account there.

• An address that has a Mailroomly account signs in to it, and the provider account is linked to it from then on.
• An address with no account opens a new organization: you name it and accept the terms (Sign up).
• An invitation is accepted by signing in with a provider account of the invited address.

A provider account joins your Mailroomly account only when the provider confirms that the email address is yours. Some Microsoft work accounts don't confirm it: sign in with a code by email or a password instead. A Mailroomly account links one account at each provider.

Note

The Mailroomly team signs in only with Google, from its own Google Workspace, with two-step verification. Their accounts have no password and get no codes.

How your organization lets people sign in

Administrators choose the ways people of their organization may sign in: Settings › How people sign in, then tick Password, Code by email, Google, Microsoft or LinkedIn and choose Save. Every way is allowed until you change it. At least one stays allowed, and the one you signed in with stays allowed, so saving never locks you out. If you later lose the only way allowed, such as your Google account, another administrator can change it; with no other administrator, the Mailroomly team's one-time recovery link signs you in whatever the organization allows, that once, so you can change it (recovery address).

When someone signs in another way, Mailroomly asks them to use one of the allowed ones when they open the organization: Your organization asks you to sign in with a code by email or Google. After Google, Microsoft or LinkedIn, the sign-in page says the same. Someone in several organizations lands in the last one that allows how they signed in, and switching to one that doesn't asks them to sign in again an allowed way.

Your recovery address

A recovery address is an address of your own outside your organizations' domains, such as a personal email. Sign-in codes and password-reset links also go there, so you can get in when your organization's email doesn't work.

1. Open Settings › Recovery address and choose Send a code.
2. Confirm it's you: enter your password and choose Continue, or choose Email me a code instead and enter the code sent to the address you sign in with (an account without a password always gets the code). Someone who finds your computer signed in can't change where your codes go.
3. Enter the address and choose Send a code. It must be outside the domains of the organizations you belong to, and not the address you sign in with.
4. Enter the 6-digit code sent to that address. The page shows the address and when it was verified.

Change sends a code to a new address; Remove takes it away. Both ask you to confirm it's you first, unless you did in the last 15 minutes. Each time the recovery address is added, changed or removed, the address you sign in with gets an email saying so, and so does an address that stops being your recovery address. Resetting your password removes the recovery address, so one someone else added stops working: add yours again afterwards. Your other ways to sign in are under How you sign in: whether you have a password, codes by email, and the Google, Microsoft or LinkedIn accounts linked to yours.

If you are locked out with no recovery address, another administrator of your organization can help (Team). Without one, write to the Mailroomly team from an address they can check: after confirming who you are, they give you a one-time link that sets a new password and signs you in to your organization, even when its sign-in policy doesn't allow a password. That once, you can change the policy in Settings › How people sign in. Every organization you joined sees the link in its activity, and the address you sign in with gets an email about it.

Forgotten password

1. On the sign-in page, choose Forgot your password?.
2. Enter your email and choose Send link. For privacy, the page answers the same way whether or not the address has an account.
3. Open the link in the email, sent to your address and to your recovery address. It is valid for 1 hour. Choose a new password and save it with Save password.
4. Sign in with the new password.

Changing your password signs you out of every other session, and ends the tokens of your AI agents (Personal tokens). If you sign in with a code or a provider, you don't need a password, but you can set one this way.

A password has at least 12 characters and at most 72 bytes. Plain letters, digits and common punctuation count as one byte each; accented letters and symbols, such as ç, é or €, count as two or three. A very long password with many of them may be refused.

Signing out

• On a computer: open the account menu, your name at the bottom of the sidebar, and choose Sign out.
• On a phone or tablet: open More and choose Sign out, at the bottom.

Note

Signing out also deletes every draft saved on that device, such as unsent replies and new emails (Inbox), so the next person on a shared computer doesn't see what you were writing.

Your account and your session

A session lasts up to 12 hours; then you sign in again. On a shared computer, sign out when you are done.

While you are signed in, mailroomly.com shows Go to your Mailroom instead of Sign in and Start for free, and the sign-in page takes you straight in. The website knows from a cookie that says only that you are signed in, which signing out removes (privacy policy).

Settings holds your account: Account and settings in the account menu on a computer, or More › Settings on a phone. There you change your Name and Language under Your account, see how you sign in, keep your recovery address, delete your account, see your email, role and organization under Organization, and choose the theme under Appearance. When your organization allows personal tokens, My agents connects your own AI agents to your addresses, as you (AI agents). See Finding your way for the language and the theme, and Settings and privacy for the rest.