MailCalm First-Run Onboarding Checklist

Use this checklist after installing MailCalm and before turning Test mode off.

Download and install

• Correct Mac version downloaded: Apple Silicon or Intel
• DMG opened
• MailCalm dragged to Applications
• MailCalm opened

Licence

• Licence key entered
• Licence shows as active
• Company name and plan are correct
• Routing-person limit is understood

Microsoft connection

• Microsoft Entra app registration created
• Application (client) ID entered
• Directory (tenant) ID entered
• Required Microsoft Graph permissions added
• Admin consent granted
• Public client flows enabled
• Microsoft sign-in completed

Mailbox

• Correct mailbox selected
• Signed-in user can open the mailbox in Outlook
• Shared mailbox Full Access confirmed
• Shared mailbox Send As permission confirmed
• Allocated folder created or available if required

Routing people

• All routing people added
• Names are correct
• Email addresses are correct
• Active, Available and Off statuses are correct
• Working hours reviewed
• Schedules reviewed
• Routing-person plan limit not exceeded

Routing settings

• Test mode is on
• Move to Allocated setting reviewed
• Add prefix setting reviewed
• Operating schedule reviewed
• Forwarded routing header setting reviewed
• CC behaviour reviewed

Rules

• Direct ownership behaviour understood
• Filter rules reviewed
• Sticky rules reviewed
• Sticky exclusions reviewed
• Special rules reviewed
• Round Robin order reviewed

Safe testing

• New email test completed
• Reply or returning-customer test completed
• Filter rule test completed
• Sticky rule test completed
• Special rule test completed
• Person Off test completed
• Working-hours test completed
• Holiday-cover test completed
• Round Robin fallback test completed
• Activity details reviewed
• Suggested assignees are correct

Before going live

• Correct mailbox confirmed again
• Correct people confirmed again
• Test emails removed or clearly identified
• Move to Allocated setting confirmed
• Add prefix setting confirmed
• Schedule confirmed
• MailCalm engine is running
• Test mode turned off deliberately
• First live routing result checked in Activity

Additional Mac safety

• If installing on another Mac, setup is treated as a fresh setup
• Same business licence key used only by the purchasing business
• Only one Mac will actively route the same shared inbox at a time
• Hidden app folders, Microsoft auth files, token caches, runtime files, logs, router lock identifiers and activity history have not been copied between Macs

Support readiness

• Account page reviewed
• Support email saved: support@mailcalm.co
• Diagnostics export location understood
• Team knows how to return to Test mode