Multiple mailboxes

Every plan lets you connect more than one mailbox and keep each one's customers separate. How many you can connect depends on your plan: Solo 2 · Pro 3 · Business 5.

Adding a mailbox: "Add another mailbox"

Open the account menu (bottom-left) → Settings → This mailbox, click the mailbox name at the top and choose "Add another mailbox" (you can also add one from the inbox switcher in the sidebar). Connect it the same way as your first: IMAP with an app password (see Connecting your email). When you're already at your plan's limit, the add option becomes an "Upgrade to add a mailbox" prompt: remove an inbox or move to a higher plan to add another. On Business, the top plan, there's no higher plan that adds mailboxes, so you'll see a note that all your mailboxes are connected instead. Right under that note sits a custom-package option: if your work genuinely needs more mailboxes than Business includes, tell us what you need in a support ticket and we'll put a package together for you.

Switching the active inbox

The inbox switcher in the sidebar shows your active mailbox. Pick another to switch. Speudio activates it and takes you to Home, refreshed for the new inbox, so contacts, archive, search, AI and sync all reflect it. You only ever work in one inbox at a time; nothing is sent or changed when you switch. (If a sync is still running, Speudio first asks whether to keep it going, cancel it, or stay.)

You can also switch from Settings: the This mailbox section shows the active mailbox's name at the top: click it to open the Connected mailboxes dialog, and picking a mailbox there re-scopes those settings in place without leaving the page. The same dialog is where you manage your mailboxes: rename one, edit its sending addresses, disconnect it, or add another, and it's the very dialog the sidebar switcher opens, so mailbox management is always one click away. Settings is split into two sections: Global (your whole account) and This mailbox (see Per-mailbox vs account settings).

Each mailbox has its own color and initial so you can tell at a glance which one you're in: it shows on the switcher and never changes for a given mailbox. Right after you switch, a brief banner confirms "You're now in <mailbox>" and then fades on its own, so you always know the context changed without anything getting in your way.

Contacts are per inbox

Each mailbox keeps its own contact list, conversations, and archive. The same person can exist independently in two inboxes (for example a customer who emails both your sales and support addresses) without the two getting mixed together. Switch inbox to see that inbox's contacts.

Reconnecting a mailbox

If Speudio can no longer sign in to a mailbox (usually because its password changed or an app password was revoked), the mailbox shows a red Reconnect badge in the mailbox dialog and syncing stops (you also get a notification). Nothing you imported is lost: click the flagged mailbox to expand it and choose Reconnect. For a password mailbox you enter the new (app) password (Speudio verifies it live before saving anything), and for a Google/Microsoft sign-in mailbox you simply approve access again. Everything already imported stays exactly as it is and syncing resumes; there's no need to disconnect and re-add the mailbox (which would delete and re-import its data).

Changed your email password but see no badge yet? Open the same dialog, expand the mailbox and use Update password to store the new one before syncs start failing.

On a Google or Microsoft mailbox there is no password to update. Those rows carry a quiet Reconnect next to Rename instead, and it works on a healthy mailbox too. Use it whenever access needs refreshing: you approved a narrower permission the first time, you revoked Speudio at the provider, or you simply want to be sure. Signing in again updates the mailbox you already have, so nothing it imported is deleted. That is the difference from Disconnect sitting beside it, which does delete everything the mailbox brought in.

Sending addresses

Some of your mail leaves from another address: an alias, or a service like an invoicing tool that sends on your behalf and copies you in. Expand a mailbox and add those under Also sends from so Speudio counts them as you. Mail from an address you declared is then filed as something you sent, instead of a new contact writing in.

You will find this on password (IMAP) mailboxes and on Microsoft mailboxes. A Microsoft account often signs in with one address and reads mail on another, so its sent mail can carry the sign-in address; declare that address here and it stops looking like a stranger. Google mailboxes have no such field, because Google keeps that list and you edit it in your Gmail settings.

Disconnecting a mailbox

Expand a mailbox in the same dialog and choose Disconnect to remove it. Speudio asks first, because this deletes the mail, contacts and files that mailbox brought in (your real mailbox at your provider is never touched). Everything then updates on the spot, with no refresh: the mailbox leaves the switcher, and if it was the active one Speudio moves you to another connected mailbox and the whole app re-scopes to it, contacts included. If you were reading a contact from the mailbox you removed, you land back on your contacts list. Disconnect your last mailbox and you're back to the "connect a mailbox" screen, ready to add one.

Paused mailboxes (after a plan change)

If your plan changes to one that includes fewer mailboxes than you've connected, the extra ones are paused rather than removed. A paused mailbox keeps every email it brought in; they stay fully readable and searchable. It simply stops syncing new mail, so you're never charged for mailboxes your plan no longer covers. Nothing is ever deleted.

The one thing a paused mailbox can't do is AI: while it's paused, every AI feature stops for that mailbox: Mnemo, the business assistant, getting contact info (profile-fill), AI suggested questions, and image understanding. Mnemo and the business assistant show an upgrade prompt instead of answering; the others simply stay quiet. You can still read and search everything by hand; only new mail syncing and AI on this mailbox stop. To use AI on it again, upgrade (or reactivate the mailbox) on a plan that includes it. It's your own data, so you never lose access to what you've already imported.

If you do ask a question on a paused mailbox, it isn't lost: the assistant shows a short notice that it wasn't sent, with a Send again button right on the message. The moment the mailbox is reactivated, that button lights up; one click re-runs your question without retyping it.

To open a paused mailbox, switch to it from the inbox switcher (top-left) or from Settings: click the mailbox name at the top and choose View (read-only) on the paused mailbox. You can browse its contacts and search its mail exactly as normal; it's read-only, so it just won't pull in any new email until you reactivate it.

When you change your own plan to a smaller one, Speudio asks you upfront, right in the switch dialog, which mailboxes to keep active before anything is paused, so you stay in control. (If the change comes from elsewhere, the same short chooser appears the next time you sign in instead.) By default it keeps the ones you used most recently. You can adjust that choice once afterwards, from the same Connected mailboxes dialog in Settings. To bring a paused mailbox fully back, move to a plan that includes it; paused mailboxes reactivate automatically (oldest first) up to your new plan's limit. Upgrading now shows an in-app confirmation too: a "Mailboxes reactivated" notification telling you how many came back.