Who can open a mailbox
People read their own mail; admins manage mailboxes. Shared mailboxes, agents, owner access, handing a mailbox over, and mail users.
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Rykon Mail has one rule: admins manage mailboxes; people read their own mail. Creating a mailbox never lets you read it. Every opening of a mailbox that is not your own is recorded in the audit log.
| Mailbox | Who opens it in Mail | What owners and admins can do |
|---|---|---|
| A person's own | That person only | Create, invite its person, set up, suspend, delete, hand over. Never open. |
| Shared (sales@, support@) | The people granted it, admins included | Everything, including who has access |
| An AI agent's | Its creator, owners, admins and named supervisors, read only | Everything, plus approving what it sends |
| A departed person's | Nobody, until it is handed over | Hand it over to a successor |
On Mailboxes in the console each row says whose it is. Open in Mail appears only on mailboxes you may open: your own, shared ones you were granted, and agents you supervise.
Give a mailbox to a person
- Step 1: On Mailboxes, create the mailbox, then choose Give to its person on its row.
- Step 2: For yourself, choose It is mine. For someone already on the account, type or pick their address and choose Give it to them: it is theirs at once, with no invitation to accept, and they are told by email.
- Step 3: For anyone else, enter the email address they use now and Send invitation. They choose their sign-in once at id.rykonmail.com (a password, Google, or a passkey) and land in Mail with their mailbox.
Someone invited this way joins as a Mail user: their mail and their own settings, no console pages and no console seat. An owner can change anyone's role to Mail user under Settings, People.
Many at once
From a file on New mailbox takes a CSV with an address column and, optionally, display_name, quota_mb, kind (personal or shared) and invite. Check the file says what each row would do; Create makes them and sends the invitations.
Shared mailboxes
- Step 1: A mailbox nobody has yet can be made shared by an owner: in the row's menu, Make it shared, then Make it a shared mailbox.
- Step 2: On a shared mailbox, choose Access. Pick a Person and their Access: Read, Read and send as, or Full (also folders, settings and export). Choose Give access.
- Step 3: Remove someone with the bin beside their name; it ends at once.
Owner access, the recorded exception
Sometimes an owner must look in a person's mailbox: a legal hold, an investigation, a customer waiting on someone who is away. In the row's menu, Owner access:
- Only an owner can do it, and must write Why you need to open it.
- It lasts as long as chosen (one day unless you say otherwise, a week at most), read only unless Allow changes and sending is ticked.
- It is in the audit log, and the person is emailed that it happened.
- While it lasts, the mailbox shows in Mail under Opened for a reason.
When someone leaves
Choose Hand over to a successor in the row's menu (or Hand over when the person has already left), pick the Successor, type the address and choose Hand over. The mail stays; the successor opens it with full access; the person's sign-in is closed, their app passwords stop and the mailbox password is replaced. Owners and admins can hand over; only an owner can hand over another owner's mailbox.