Self-hosted mail workspace for teams
UniMail brings Microsoft 365, Gmail and IMAP mailboxes into one Outlook-style workspace your whole team shares — with follow-up lists that turn green as you go, and an AI that drafts the next nudge in your own words. It runs on your own server.
Illustration: the UniMail workspace with a shared follow-up list whose entries turn green, with the initials of whoever sent the follow-up, as AI-drafted replies go out.
Follow-up modepaste a list · click a person · AI drafts · you send · it turns green with your initials
Why teams switch
Outreach, lead-generation and support teams run many mailboxes across many domains. Consumer mail apps make you switch; UniMail makes them one place, and makes the follow-up work visible to the whole team.
All Inboxes, Unread, Flagged, Sent, Drafts, Junk and Deleted across every account you add — Microsoft 365, Gmail and IMAP side by side, colour-coded per mailbox. New mail lands in seconds through push, every mailbox's full history is archived locally, and search across all of it answers in milliseconds.
Paste a list of addresses. Click a name to pull up everything you have exchanged with that person, deal with it, and the button turns green — with the initials of who did it. Share the list, and colleagues see the same green the moment it happens.
One button drafts the next follow-up for each person on the list from their latest real conversation, following your written instructions and your default compose style. You review, adjust, press Send — and it moves to the next one.
Separate profiles keep each team's mailboxes, users and settings apart. Roles decide who can add mailboxes or manage users; presence shows who is reading or replying to a mail right now, with a warning before two people answer the same one; every reply, move and archive carries a who-did-what trail.
UniMail installs on your own server with one Docker command, with automatic HTTPS for your domain. Your mail stays in your own database; mailbox passwords, tokens and API keys are stored encrypted, and sign-ins go through your own Microsoft and Google app registrations. Nightly verified backups, one-command updates.
Follow-up mode & AI
Follow-up mode turns a spreadsheet column of addresses into a working queue in the side panel. The AI button works through it with you.
Copy them from anywhere — a sheet, a CRM export, a mail. UniMail picks out the e-mail addresses and builds your list. It is yours; nobody else sees it unless you share it.
Their button searches every mailbox for the conversation with them and shows it in the reading pane, so you follow up with context, not from memory.
Press the AI button once. For each address it reads the latest real message, writes the follow-up according to the instructions you set, in your default font and colour, above your signature and template.
The draft opens in a normal compose window. Change anything, then Send. Nothing goes out on its own — and Stop pauses the run at any moment.
Sent or clicked, the person's button goes green and carries the initials of who followed up. Clicked by mistake? Click again to reset it.
Share with colleagues and everyone works the same queue: a button that goes green for one of you goes green for all of you, live, with no double follow-ups.
Illustration: a follow-up list whose entries turn green with the initials of whoever followed up.
Teams & profiles
UniMail is multi-user from the ground up. Everyone signs in with their own account and sees the mailboxes their profile owns.
Run several teams on one server: each profile has its own mailboxes, users, Microsoft and Google app registrations, AI settings and sync schedule. Nothing from one profile is visible in another. A platform administrator creates profiles and resets access without ever seeing anyone's mail.
Super admins run the profile; admins manage mailboxes, users and rules; members read, reply and follow up. Admin-only settings are hidden from members and refused by the server.
Presence shows who is online, who has a mail open and who is already replying to it — and warns you before two people send the same answer. Every message keeps a trail of who replied, moved or archived it.
Quick texts and signatures exist at two levels: shared by the profile, or private to you. Reply templates are yours alone — use one for every mailbox, or a different one per mailbox.
Share your follow-up list with the colleagues who work the same leads. When one of you marks a person done, the button turns green for everyone at once, with that person's initials — and two people clicking at the same instant can't both take the credit.
Sign-ins, user changes, replies, moves and archives are recorded per profile, so a manager can see what happened to a mailbox and when — without reading anyone's mail to find out.
Everything in the box
Every item below ships today. Anything you need that isn't here can be built as an add-on — see the next section.
Add-on features on demand
Every team works a little differently. When you need a capability that isn't in the list — an integration, a rule, a report, a new AI action — you tell us what you need and we deliver it as a proper UniMail release for your installation, documented and supported like everything else.
A sentence or a screenshot is enough. We talk it through with the people who will use it.
You get a short written scope, a timeline and a price before any work starts.
Built into UniMail properly — same design language, same permissions, same quality checks as every release.
Delivered as a versioned update with release notes, installed with the same one-line update you already use.
Deployment & security
UniMail is installed on a server you control — a VPS or your own hardware — and never sends your mail through anyone else.
Your Google & Microsoft data
When you connect a Gmail or Microsoft 365 mailbox you sign in with the provider and see exactly which permissions UniMail requests. Here is what they are for, in plain words.
https://mail.google.com/) — the scope Gmail requires for IMAP and SMTP.Mail.ReadWrite, Mail.Send, MailboxSettings.ReadWrite and User.Read, plus offline_access so sync keeps running after you sign in.UniMail's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Full details, including retention periods and how to revoke access, are in our Privacy Policy. Using UniMail is subject to our Terms of Service.
Plans
Every plan includes the complete product — every feature on this page. Plans differ in the size of the installation and the help you get. Tell us how many mailboxes and people you run and we'll send you a quote.
On requestper installation, per year
On requestper installation, per year
On requestper installation, per year
Questions
By you. UniMail runs on a server you control (a small VPS is enough) with Docker and PostgreSQL. We provide the installation package, help you set it up if you want, and ship updates you apply with one command.
Microsoft 365 / Outlook mailboxes (through Microsoft's Graph API with a Microsoft sign-in), Gmail (Google sign-in), and any mailbox that speaks IMAP and SMTP with a password or app password. Mix them freely inside one profile.
Never. The AI drafts; a person reviews and presses Send. The follow-up run pauses whenever a draft is waiting for you and stops itself after two failures in a row, telling you why. You use your own OpenAI key and choose the model.
Yes. Everything UniMail does is written back to the real mailbox: drafts appear in the mailbox's own Drafts folder, sent mail in Sent Items, Outlook categories are read and written as colour tags, and moves, flags and read states sync both ways — so Outlook, eM Client and your phone stay in step.
In the PostgreSQL database on your server. Mailbox credentials and tokens are encrypted at rest. Sign-ins to Microsoft and Google go through app registrations you own, so no third party sits between you and your mail.
Only what you see in the app: it syncs the mailboxes you connect so they show up in the unified inbox, keeps them searchable, and sends what you write. Nothing is sold, used for advertising or used to train AI. Our use of Google user data follows the Google API Services User Data Policy, including its Limited Use requirements — see Your Google data and the Privacy Policy.
You describe what you need; we scope it with you and quote a price; we build and test it as part of UniMail and ship it as a versioned release to your server. It is then maintained as part of UniMail.
Talk to us
Book a demo, ask for a quote, or request a feature. A person reads every message and replies — usually within a working day.