Email addresses: choosing who sends what

Open Settings ▸ Email addresses to control which address WorkBOS uses every time it sends something on your behalf - an invoice, a sales reply, a support update, a marketing email. Each address you add here is called an identity. It can be a company address the whole workspace shares (billing@yourcompany.com), or - only if your workspace owner has switched this on - a personal address just for you.

If all you want is to change which address your own mail goes out as, you do not need this screen. Open Communication ▸ Email instead: the Sending tab lists every address you may send from, marks the one in use, and switches to another in one click. This screen is the admin view behind it - the workspace’s own addresses, what each kind of mail routes to, and the rules about who may connect an address at all.

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   1. Add the address

   Click Add address and type it in, with an optional display name (how it shows up in an inbox) and reply-to. It saves right away, but it cannot send anything yet: every address starts out unconfirmed.

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   2. Confirm it

   Click Confirm. WorkBOS emails a link to that exact address. Someone who can read that inbox opens the link, and the address is instantly marked confirmed. This step cannot be skipped or done any other way: it is the only proof WorkBOS has that the address really belongs to you and not to a typo, a former employee, or somebody else’s mailbox entirely. An address on a domain your workspace has already verified, or the mailbox behind a Google sign-in you have connected, is confirmed automatically, because that ownership was already proven a different way.

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   3. Point a purpose at it

   Under "What sends what", choose the confirmed address for each kind of mail - Billing, Sales, Support, Legal, Notifications, Marketing and more. Leave any of them unset and WorkBOS does not fail: it quietly falls through to the next sensible choice instead (see below).

• You may hold more than one address, and switching is one clickNothing here is limited to a single address. Add as many as your workspace allows, confirm each one, and they all appear together on the Sending tab of Communication ▸ Email with the one currently in use marked.Press "Use this" on any other confirmed address there and your mail goes out as that one from then on. Which address is in use is read back from where your mail actually goes rather than stored as a separate flag, so the label and the behaviour cannot drift apart.Switching writes at the level the address belongs to. One of your own becomes your own default; one your workspace shares becomes the workspace default, for everybody.WorkBOS’s own addresses, such as billing@workbos.com, never appear in your list. They belong to WorkBOS rather than to your workspace, so offering them as something you could send as would be both confusing and wrong.
• What "inherited from your partner" or "inherited from WorkBOS" meansLeaving a purpose unset does not mean nothing is sent - it means WorkBOS works up a chain until it finds a confirmed address: your own personal address first (only if you are allowed one and have picked one for that purpose), then your workspace’s own address for that exact purpose, then your workspace’s general address, then - if your workspace was set up under a reseller partner rather than directly with WorkBOS - that partner’s address for the purpose and then their general address, and only after all of that, WorkBOS’s own address.That is why a purpose you have never touched can still show "Inherited from your partner’s address" or "Inherited from WorkBOS’s default" - it is telling you exactly which address your recipients actually saw, not just that something was sent.Choosing your own confirmed address for a purpose always wins over any of that - it is only when you leave a purpose unset that the chain above kicks in.
• System mail is different on purposeSign-in links, password resets and workspace invitations always leave from a confirmed company or platform address - never a personal one, even the workspace owner’s own. There is no setting anywhere that changes this: a security message arriving from someone’s personal inbox is not a convenience, it is how phishing works.
• If a reseller partner set your workspace upA partner who runs your workspace under their own brand can see and manage your workspace’s shared addresses and how your mail routes, from the same console they use to run the rest of your account, exactly like your own workspace owner could.That is also why a client who sets nothing up here is not left without sending mail at all: it leaves under the partner’s own confirmed address by default, which is the whole idea of white label. Configuring your own address here overrides that default the moment it is confirmed.Your own personal address, if you have one, is never part of what a reseller partner can see or touch. That stays between you and your own workspace owner.
• Removing an addressDeleting a confirmed address does not stop the mail it was carrying - anything pointed at it simply falls back one level, the same way an address you never set falls back. You cannot delete the one confirmed platform address that system mail depends on if it is the only one left; add a second one first.Removing an ADDRESS and removing the MAILBOX it sends through are two different jobs on two different screens. An address is removed here. The mailbox, meaning the connected account and the sign-in behind it, is removed from Communication ▸ Email ▸ Mail with the Remove button beside it.Remove the mailbox and every address that was sending through it is retired for you, in the same action, so you are never left with an address in your list pointing at a connection that no longer exists. A retired address stops being usable as a sender and stops showing as a live choice. It is not erased, because mail you have already sent keeps its record of who it came from.