Set Up Community Email Addresses for Management Team

[sinke237]

📝 Description

This ticket aims to set up official community email addresses under a custom domain @rustcameroon.com for each Rust Cameroon management team member.

These emails will serve as professional contact points for communication with partners, the public, and internal coordination, improving the transparency and credibility of the organization.

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🎯 Objectives

• Provide each management team member with a professional email address tied to the community domain.
• Evaluate and document the costs of current hosting providers.
• Implement a manageable and secure setup, including login access, password policies, and basic email forwarding or inbox management.

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📦 Tasks

• Collect full names and roles of all management team members

• Define desired email address format (e.g., firstname@rustcameroon.org, initials@rustcameroon.org, etc.)

• Identify and compare email hosting options:

  • Google Workspace (non-profit plan or paid)
  • Zoho Mail
  • Proton Mail for Business
  • Migadu
  • Self-hosted mail (e.g., Mail-in-a-Box, Mailcow)

• Determine monthly/annual cost of each option for ~5–10 users

• Select the most appropriate provider based on cost, reliability, and ease of management

• Set up DNS records (MX, SPF, DKIM, DMARC) for email delivery and security

• Create email accounts for each team member

• Share access credentials securely with each member

• Set up optional features:

  • Email aliases (e.g., contact@, partnerships@)
  • Forwarding rules (if needed)
  • Mobile access / app setup guides

• Write internal documentation on how to manage and reset accounts

• Back up credentials or enable recovery options securely

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💡 Notes

• If Rust Cameroon qualifies for a non-profit Google Workspace account, the cost may be free or significantly reduced.
• Use a secure password manager (e.g., Bitwarden, Proton Pass) to distribute credentials securely.
• Consider enabling 2FA (Two-Factor Authentication) on all accounts.