Standard Operating Procedure

Managing the Shared Client Email

A standard onboarding and operating process for every authorised Elite Skills Career Hub sales team member who receives, replies to, or coordinates messages sent to info@eliteskillscareerhub.in.

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Current stage Step 1 of 5
Step 1Receiving Emails

Incoming messages arrive automatically.

There is no new email account to open and no separate inbox to monitor. Emails sent to the shared address will appear directly in each member’s normal Gmail inbox.

Client or lead writes

The sender emails info@eliteskillscareerhub.in.

Shared address distributes

The message is delivered automatically to all approved sales team members added to the shared email group.

Message appears in Gmail

Open and manage it from your existing personal Gmail inbox.

No separate login required

Continue using your regular Gmail account. The shared messages will appear there automatically.

Step 2Prepare Gmail Security

Generate the App Password before starting SMTP setup.

Complete this preparation first so that the required SMTP password is ready before you open Gmail’s “Add another email address” window.

Why this comes first

Preparing the App Password in advance avoids leaving the SMTP setup incomplete, reduces confusion, and prevents accidental use of your normal Gmail password.

  1. Sign in to the personal Gmail account that you will use for this setup.
  2. Open your Google Account, then go to Security.
  3. Under “How you sign in to Google”, open 2-Step Verification.
  4. Follow Google’s instructions to enable 2-Step Verification using one of the verification methods offered for your account.
  5. Return to the Google Account security page and open App passwords. Google may ask you to sign in again.
  6. In the app-name field, enter:
    App nameElite Skills Shared Email
    Then clickCreate or Generate
  7. Google will display a 16-character App Password, often shown as four groups of four characters.
  8. Copy the complete App Password immediately and keep the page open until the SMTP setup is completed. Enter the full password in the SMTP password field.

Security rules

The App Password is different from your normal Gmail password. Do not share it with another team member or post it in WhatsApp, email, a shared document, or a spreadsheet.

If “App passwords” is not visible

Confirm that 2-Step Verification is fully enabled. The option may also be unavailable on some organisation-managed accounts or accounts using stricter security controls. Contact the reporting manager or administrator before proceeding.

Step 3Configure Send Mail As

Add and verify the shared sender address.

This setup ensures that clients see info@eliteskillscareerhub.in as the sender rather than your personal Gmail address. Complete these steps on a desktop browser after generating your App Password.

Critical compliance point

Do not begin replying to client or lead emails until the shared address has been added and verified under “Send mail as”.

  1. Open your personal Gmail.
  2. Click the Gear Icon (Settings) at the top right, then select See all settings.
  3. Open the Accounts and Import tab.
  4. Under “Send mail as:”, click Add another email address.
  5. In the pop-up window, enter the following details:
    NameElite Skills Career Hub
    orYour Name - Elite Skills
    Email addressinfo@eliteskillscareerhub.in

    Keep this selected

    Leave “Treat as an alias” checked, then click Next Step.

  6. On the “Send mail through your SMTP server” screen, enter these exact settings:
    SMTP Serversmtp.gmail.com
    Port587
    UsernameYour complete personal Gmail address
    PasswordYour 16-character Google App Password
    SecuritySecured connection using TLS
    Then clickAdd Account

    Do not use these incorrect entries

    Do not enter smtp.google.com, your display name such as “Elite Skills”, your normal Gmail password, or select SSL with port 587.

    Important username rule

    The SMTP username must be the team member’s own complete Gmail address. Do not use info@eliteskillscareerhub.in as the SMTP username unless it is a separate Google Workspace mailbox with its own login credentials.

  7. Google will send a verification code to info@eliteskillscareerhub.in. Check your inbox, enter the code, and click Verify.
Step 4Replying to Leads

Confirm the sender address every time.

When replying to an email sent to the shared address, the visible “From” address must remain the shared company address.

Correct

Open the From dropdown and select info@eliteskillscareerhub.in.

Incorrect

Do not send the reply from your personal @gmail.com address.

Automate the correct sender selection

Go to Gmail Settings → Accounts and Import → “When replying to a message” and choose “Reply from the same address the message was sent to.”

Expected outcome

Replies to messages received through the shared address should automatically be sent from info@eliteskillscareerhub.in, reducing the risk of exposing a personal email address.

Step 5Internal Communication

Coordinate before any team member replies.

Because multiple authorised sales team members may receive the same incoming lead emails, the team must avoid duplicate responses and preserve a single, professional client conversation.

Shared responsibility

Avoid double-replying

Before replying, coordinate internally and confirm who will own the response. Multiple team members must not reply independently to the same client.

Shared visibility

Use the group dashboard

To view past conversations in one shared web view, sign in to groups.google.com using your Gmail account.

Duplicate replies can confuse clients

Always confirm ownership of the lead before sending. The operational rule is one client conversation, one coordinated responder.

Final CheckReady for Testing

Complete the setup, then run a test email.

Use this checklist to confirm that every requirement has been completed before handling live client or lead messages.

Setup not yet complete Mark each item as complete before requesting the test email.
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