The Problem:
We all share one Gmail account. How can my team get individual logins?
Small businesses like restaurants or bakeries often share one Gmail account, but platforms like FoodComplianceHQ require separate email addresses for each user. This can make managing communication tricky. Luckily, Gmail aliases offer a simple and free way to give everyone their login while keeping all messages in the same inbox.
What Are Gmail Aliases?
Gmail aliases let you create extra email addresses from your existing one by adding a "+" and extra text before the "@". For example, if your shared email is:
You can create aliases like:
All emails sent to these aliases will still go to the main inbox ([email protected]).
Step-by-Step Guide: How to Sign Up for FoodComplianceHQ Using Gmail Aliases
Step 1: Create an Alias for Each Team Member
Use each person’s name for their alias. This makes it easier to track who’s who and works great for FoodComplianceHQ’s training certificates. For example:
Jane:
[email protected]John:
[email protected]
Step 2: Sign Up on FoodComplianceHQ
Go to the FoodComplianceHQ registration page.
Use the Gmail alias as the email address:
For Jane, enter:
[email protected]
Fill in the rest of the details (name, role, password) and submit.
Step 3: Confirm the Account
Check the shared inbox ([email protected]) for a confirmation email. Even though the alias was used, the email will arrive in the main inbox.
Step 4: Repeat for Others
Follow the same process for everyone else in the team:
For John:
[email protected]For Emma:
[email protected]
How to Organise Emails with Filters
Filters in Gmail help you organise messages from different aliases. For example, emails sent to [email protected] can be tagged as "Jane’s Emails." This way, everyone’s emails stay sorted and easy to find.
Set Up Filters:
Log in to Gmail:
Open your shared account (
[email protected]).
Create a Filter:
Go to "Settings" > "See all settings".
Click on Filters and Blocked Addresses > "Create a new filter".
In the To field, type the alias (e.g.,
[email protected]).
Choose Filter Actions:
Pick "Apply a label" and create one like "Jane’s Emails" or "John’s Emails".
Save the Filter:
Repeat for each alias.
Why Should You Use Gmail Aliases?
Separate Logins for Everyone: Each team member gets their own account for FoodComplianceHQ.
Organised Inbox: Filters and labels keep everything sorted.
No Extra Costs: You don’t need to pay for multiple email accounts.
Gmail aliases are a simple way to meet FoodComplianceHQ’s requirements while keeping all communication in one place. It’s easy, free, and perfect for small teams!