Match announcements, session reminders and check-ins go out from one program address, like mentoring@yourcompany.com. We set up deliverability with your IT team, so the mail lands in inboxes, not quarantine.
A match announcement from someone’s personal inbox, or a session reminder stuck in quarantine, is easy to miss. When people miss them, pairs go quiet. One program address on your own domain, with the records set up properly, is the fix.
A specialist sets it up with your IT team, checks every record, and you approve before anything switches. Then every program message goes out under your name, from your own domain.
A program mailbox on your company domain
Deliverability records set up with your IT team (SPF, DKIM, DMARC)
Signatures that match the brand
Old program mail migrated over
Yes, a mentoring program should send its mail from one shared address on your company domain, like mentoring@yourcompany.com. People learn to spot it and trust it. It keeps working when the person who runs the program changes jobs or goes on leave. Replies land in one shared inbox instead of someone’s personal one. Add a signature that matches your brand, so every message looks official.
Program emails usually land in spam or quarantine when the mail system can’t tell they really came from you. The records that prove it are SPF, DKIM and DMARC, set on your domain. A common gap is an outside tool, like a scheduling app. It sends reminders from your domain, but nobody added it to those records. Before launch, send a test from every tool to a few colleagues and check where it lands.
Yes, you’ll need IT, because they run the mail system and the domain records. Bring them in early with a short list: the address you want, who needs access, and every tool that will send program mail. Then they can set up the mailbox and the SPF, DKIM and DMARC records in one go. At Evensteer, a specialist sets this up with your IT team and checks every record. You approve before anything switches.
Yes, old program mail can usually move into a new shared mailbox, so past notes and replies stay in one place. Before the move, agree who gets access and how long you keep old mail. Tell people the new address ahead of time. Keep the old one forwarding for a while, so late replies still arrive. Evensteer moves old program mail over as part of the setup, and the mailbox stays yours.
Read more: why program communication goes unread, how to start a mentoring program at work.
No retainer. You get a written scope with a fixed price, for a job that mostly needs doing once and then owning. See our other services for corporate & enterprise, or the problems they fix.