Start with a mailbox inventory
An email plan should reflect how your business communicates. Before adding accounts, list your existing addresses, the person responsible for each one and the storage currently used. Include role addresses such as accounts@ and sales@ so they do not get overlooked.
Mark which addresses are actively used, which belong to former staff and which only forward messages. Review old accounts before removing them: someone may still need their correspondence, or customers may still be writing to those addresses.
Separate three decisions
The number of accounts, capacity per mailbox and way a team shares work are related, but they are not interchangeable. Buying more accounts does not automatically increase the capacity of an existing mailbox. Increasing storage does not decide who should answer a shared enquiry.
- Account count: how many separate mailboxes and logins do you need?
- Storage: how much room does each mailbox need for retained messages and attachments?
- Responsibility: who owns each role address, and what happens when that person is away?
Give each person a clear identity
Where staff need individual correspondence, separate accounts make responsibilities clearer than sharing one personal login across a team. Keep role-based addresses for business functions and agree how the messages will reach the right people.
The best arrangement depends on the features of your email platform. Ask about aliases, forwarding and shared access rather than assuming every system handles them in the same way. If your workflow needs shared calendars or other collaboration features, include those in the requirements before choosing a service.
Plan for arrivals and departures
Agree a short onboarding process: create the account, configure the required devices, confirm the signature and test sending and receiving. Record who can approve access and who can request changes.
For departures, decide how access will be removed and how business correspondence will be retained or reassigned under your company’s policies. Do not leave a former employee’s credentials active just because a customer might still email that address. Discuss an appropriate transition arrangement with your provider.
Know what unlimited actually covers
An unlimited-account package can give a growing organisation flexibility, but the term needs context. OnHypp Power plans offer unlimited email accounts with a specified capacity per mailbox. They do not provide unlimited storage in each mailbox.
Compare your actual needs with the available Business and Power tiers. Confirm the service terms, migration requirements and annual total before upgrading. A larger package is useful when it solves a defined need—not simply because its name sounds bigger.
Bring your requirements to the conversation
Share your current account count, largest mailbox sizes, expected hires and any collaboration requirements. OnHypp can then discuss a suitable package and quote the agreed scope. The goal is a setup your team understands today, with a clear path for tomorrow.