If your organisation uses a shared centre email address (for example, [email protected]), you can still create individual user logins by using email aliases. An alias allows multiple unique logins to route to the same inbox.
How the Alias System Works
Most email providers (including Google Workspace and Microsoft 365) support aliases using a + symbol.
Example:
Base email: [email protected]
Individual aliases:
All emails sent to these aliases will arrive in the same inbox: [email protected]
Step-by-Step Setup Instructions
1. Create an Individual Login Email
For each staff member:
Start with your centre email address.
Add a
+and the person’s name (or another identifier) before the@.
Example: [email protected]
Each staff member must use their own unique alias.
2. Sign Up or Log In Using the Alias
The staff member is invited to Mana using the [email protected] email and signs up/logs in to Mana using this alias email (e.g. [email protected])
These instructions will support them to accept their invitation to join their centre on Mana
They create their own individual password.
3. Verify the Email Address
A verification email will be sent to the alias email address.
Because aliases route to the main inbox, an authorised person should:
Log in to [email protected]
Open the verification email sent to the alias
Click the verification link
This completes the verification for that individual login.
4. Ongoing Logins
After verification:
The staff member logs in using:
Their alias email (e.g. [email protected]
Their own password
They do not need access to the shared inbox for future logins (unless for password resets).
Important Notes
Each alias represents a separate user profile.
Passwords are individual, even though the inbox is shared.
If a staff member leaves, you can simply stop using that alias and remove them from the centre in Mana.
This approach does not require creating new mailboxes.
Recommended Best Practice
Use a consistent naming convention for aliases (e.g. first name or role) so they are easy to identify in the shared inbox.