Sender for system emails

For automatic messages — quotes, invoices, enquiry confirmations, follow-up emails, staff-portal invitations and more — you can choose between three sender routes: the Univents address (default, notifications.univents.app), your own domain (see “Your own sender domain for system emails”), or your already connected mailbox. This article explains the third route.

Login emails (sign-in links, team invitations) always come from univents.app, regardless of this setting.

What “Connected mailbox” means

Instead of going through the Univents address or your own domain, Univents sends your automatic customer emails directly through the mailbox you’ve already connected to your shared inbox with Microsoft 365 or Google Workspace:

• The sender shown is the real address of that mailbox — no more notifications.univents.app.
• Delivery reputation (SPF/DKIM) is your own, because the email genuinely comes from your mailbox.
• A copy of every sent email lands in that mailbox’s Sent folder.
• Replies from your customers arrive where you already read them — in the same connected mailbox.

No password and no key for your mailbox is ever stored with us. Access runs through a standard authorization that your IT team can revoke at any time in your own Microsoft or Google account.

The choice applies per workspace and takes effect from the next email sent onwards.

Requirements

• Your plan must include this feature (Enterprise) — or Univents has unlocked it for your workspace.
• You need the “Edit settings” permission.
• A workspace mailbox must already be connected — the shared mailbox for the whole workspace under Integrations → Email, not one person’s personal mailbox. If none is connected yet, the option is greyed out. For how to connect a mailbox, see “How do I connect my email inbox?”.

Setting it up

1. Open Integrations → Email and scroll to the “Sender for system emails” card.
2. Select “Connected mailbox”. The card shows you the address, provider, and status of your connected workspace mailbox.
3. Save your choice. From the next email sent onwards, delivery goes through this route.
4. Use “Send test email” to send yourself a message through exactly the route you selected (maximum 5 test emails per hour).

What happens if mailbox access is lost?

If your IT team revokes access, the password changes, or the mailbox is deleted, Univents notices automatically. Sending switches back to the Univents address immediately, so nothing gets stuck, and everyone who can restore access gets notified. Your choice stays set to “Connected mailbox” — as soon as you reconnect the mailbox, this route takes effect again automatically, with nothing for you to change yourself.

Alternatively, you can set sending to pause instead of automatically switching to the Univents address in this case — useful if your company has stricter sender policies than “better delivered than under the correct sender.”

Large attachments

If an email’s attachments add up to more than 10 MB in total (for example a quote with several large PDFs), that one email still goes out via the Univents address — delivery comes before sender identity. Your chosen route doesn’t change because of this; you just get a one-time notification about it.

Ticket emails stay on the Univents address

Confirmations to ticket buyers — the bulk send to many guests of an event — always go through the Univents address, regardless of your chosen route. Reason: mailbox providers like Microsoft 365 or Google Workspace throttle bulk sending from a regular mailbox and trigger a security alert in your own account, which a ticket sale shouldn’t cause.

Important limitation: no delivery confirmation

For emails sent through your connected mailbox, Univents cannot show you whether an email actually arrived at the recipient. Only genuine delivery failures are visible — for example a wrong or no-longer-existing address. A “Delivered” signal simply doesn’t exist technically for this route. Over the Univents address, delivery reporting stays as it is today.

This matters most for dunning: if you need to track whether an invoice or payment reminder was actually delivered, the Univents address or your own domain is the safer choice.

Frequently asked questions

Does it use my own delivery reputation (SPF/DKIM)? Yes — the email goes out directly from your mailbox, so your own sender records apply, just like any email you send yourself from that mailbox.

Do I see sent system emails in my mailbox? Yes, a copy lands in the connected mailbox’s Sent folder.

Can my IT team revoke access at any time? Yes. Access runs through a standard authorization in the mailbox account — your IT team can revoke it at any time in your own Microsoft or Google account, independently of Univents.

What if I haven’t connected a mailbox yet? Then the “Connected mailbox” option is greyed out. Connect a workspace mailbox first under Integrations → Email.

Can I switch between the three routes? Yes, any time, via the same card. The switch takes effect from the next email sent onwards.

Why isn’t there a confirmation here that an email was opened? That’s the same across all three routes — open tracking is a separate feature of the mailbox module, see “How do I connect my email inbox?”. The delivery confirmation described in this article is something different: it only says whether the email reached the recipient’s mailbox at all.