# Email Setup Procedure — firefrostholdings.com

**Document ID:** FFG-PROC-002  
**Created:** February 22, 2026  
**Created By:** The Blueprint (Chronicler #21)  
**Purpose:** Configure professional email for Fire + Frost Holdings, LLC

---

## 🎯 OVERVIEW

**Goal:** Establish professional email addresses @firefrostholdings.com

**Timeline:**
- Friday: Register domain (billing alignment)
- Same day or next: Configure email
- Ongoing: Migrate to Mailcow when ready

**Email addresses needed:**
```
business@firefrostholdings.com (main business inquiries)
michael@firefrostholdings.com (Michael's corporate email)
meg@firefrostholdings.com (Meg's corporate email)
legal@firefrostholdings.com (contracts, official documents)
accounting@firefrostholdings.com (invoices, tax matters)
```

---

## 📋 OPTION A: EMAIL FORWARDING (Recommended First Step)

**Best for:** Immediate setup, zero cost, minimal configuration

### Step 1: Register Domain
- [ ] Friday: Register firefrostholdings.com with hosting company
- [ ] Wait for DNS propagation (~1-24 hours)

### Step 2: Configure Email Forwarding

**Access your hosting control panel (cPanel, Plesk, or similar):**

1. Navigate to **Email** section
2. Find **Email Forwarders** or **Email Forwarding**
3. Create forwarders:

```
business@firefrostholdings.com → mkrause612@gmail.com (or your main email)
michael@firefrostholdings.com → mkrause612@gmail.com
meg@firefrostholdings.com → [Meg's personal email]
legal@firefrostholdings.com → mkrause612@gmail.com
accounting@firefrostholdings.com → mkrause612@gmail.com (or Meg's email)
```

### Step 3: Test Forwarding

- [ ] Send test email TO business@firefrostholdings.com
- [ ] Verify it arrives at your forwarded address
- [ ] Repeat for each address

### Step 4: Configure "Send As" (Gmail)

**If using Gmail as your main email:**

1. **Gmail Settings** → **Accounts and Import**
2. **Send mail as** → **Add another email address**
3. Add each @firefrostholdings.com address
4. Verify ownership (follow Gmail's instructions)
5. Set default sending address per context

**Result:** You can send FROM @firefrostholdings.com addresses

---

## 📋 OPTION B: GOOGLE WORKSPACE (Temporary Premium)

**Best for:** Need full email functionality NOW, before Mailcow ready

**Cost:** $6/user/month = $12/month for you + Meg

### Step 1: Sign Up for Google Workspace

1. Go to: https://workspace.google.com/
2. Choose **Business Starter** plan ($6/user/month)
3. Enter firefrostholdings.com as your domain
4. Complete signup

### Step 2: Verify Domain Ownership

**Google will provide a TXT record:**
```
TXT Record:
Name: @
Value: google-site-verification=XXXXXXXXXXXX
```

**Add to your DNS settings:**
1. Log into hosting control panel
2. Navigate to DNS management
3. Add TXT record as specified
4. Wait for verification (5 minutes - 1 hour)

### Step 3: Configure MX Records

**Google provides MX records for mail routing:**

**In your DNS settings, add:**
```
Priority 1:  ASPMX.L.GOOGLE.COM
Priority 5:  ALT1.ASPMX.L.GOOGLE.COM
Priority 5:  ALT2.ASPMX.L.GOOGLE.COM
Priority 10: ALT3.ASPMX.L.GOOGLE.COM
Priority 10: ALT4.ASPMX.L.GOOGLE.COM
```

**Remove any existing MX records** (old mail servers)

### Step 4: Create User Accounts

**In Google Workspace Admin:**
1. Create user: michael@firefrostholdings.com
2. Create user: meg@firefrostholdings.com

**Create aliases/groups:**
- business@firefrostholdings.com → michael@
- legal@firefrostholdings.com → michael@
- accounting@firefrostholdings.com → meg@ (or michael@)

### Step 5: Configure Email Clients

**Access email via:**
- Gmail web interface: mail.google.com
- Gmail mobile app
- Desktop clients (Outlook, Thunderbird, etc.)

### Step 6: Plan Migration to Mailcow

**When Mailcow is deployed:**
- Export all emails from Google Workspace
- Import to Mailcow
- Update MX records to point to Mailcow
- Cancel Google Workspace subscription

---

## 📋 OPTION C: MAILCOW (Future Permanent Solution)

**Best for:** Long-term, self-hosted, full control, zero ongoing cost

**Prerequisites:**
- ✅ Frostwall Protocol deployed (Task #7)
- ✅ Mailcow Email Server deployed (Task #11)
- ✅ DNS properly configured

**This is the END GOAL, but requires Tasks #7 and #11 complete first.**

### When Mailcow is Ready:

**Step 1: Add Domain to Mailcow**
1. SSH into NC1 Charlotte (where Mailcow will be)
2. Access Mailcow admin panel
3. Add domain: firefrostholdings.com
4. Generate DKIM keys

**Step 2: Configure DNS Records**

**MX Records (mail routing):**
```
Priority 10: mail.firefrostholdings.com
```

**A Record (mail server):**
```
mail.firefrostholdings.com → [NC1 IP via Frostwall]
```

**SPF Record (sender verification):**
```
TXT: v=spf1 mx ~all
```

**DKIM Record (email signing):**
```
TXT: [Generated by Mailcow]
```

**DMARC Record (policy):**
```
TXT: v=DMARC1; p=quarantine; rua=mailto:postmaster@firefrostholdings.com
```

**Step 3: Create Mailboxes**
- michael@firefrostholdings.com
- meg@firefrostholdings.com
- business@ (alias to michael@)
- legal@ (alias to michael@)
- accounting@ (alias to meg@)

**Step 4: Test Delivery**
- Send test emails
- Verify SPF, DKIM, DMARC pass
- Check spam score
- Confirm delivery to Gmail/Outlook

**Step 5: Migrate from Temporary Solution**
- If using Google Workspace: Export all emails
- Import to Mailcow mailboxes
- Update email clients
- Cancel temporary service

---

## 🎯 RECOMMENDED PATH

**Phase 1 (Friday-Week 1): Email Forwarding**
- Register domain Friday
- Set up forwarding immediately
- Cost: $0 (included with domain)
- Time: 15 minutes
- **Start using @firefrostholdings.com addresses immediately**

**Phase 2 (Optional, if needed before Mailcow): Google Workspace**
- If forwarding isn't sufficient
- Need full mailboxes, calendars, etc.
- Cost: $12/month
- Time: 1 hour setup
- **Full functionality while waiting for Mailcow**

**Phase 3 (When Tasks #7 & #11 complete): Mailcow**
- Self-hosted, permanent solution
- Full control, zero ongoing cost
- Professional setup with DKIM/DMARC
- **Long-term solution for all domains**

---

## ✅ EMAIL SETUP CHECKLIST

### Immediate (Friday)
- [ ] Register firefrostholdings.com domain
- [ ] Wait for DNS propagation
- [ ] Set up email forwarding for all 5 addresses
- [ ] Test forwarding (send test emails)
- [ ] Configure "Send As" in Gmail (if using Gmail)
- [ ] Update email signatures (use templates)

### Short-Term (If Needed)
- [ ] Evaluate if Google Workspace needed
- [ ] Sign up for Google Workspace if yes
- [ ] Verify domain ownership
- [ ] Configure MX records
- [ ] Create user accounts
- [ ] Set up aliases
- [ ] Test sending/receiving

### Long-Term (When Mailcow Ready)
- [ ] Frostwall Protocol deployed (Task #7)
- [ ] Mailcow Email Server deployed (Task #11)
- [ ] Add firefrostholdings.com to Mailcow
- [ ] Configure DNS (MX, SPF, DKIM, DMARC)
- [ ] Create mailboxes
- [ ] Test delivery and spam score
- [ ] Migrate from temporary solution
- [ ] Cancel temporary service

---

## 🔧 TROUBLESHOOTING

### Issue: Forwarding not working

**Check:**
1. DNS propagation complete? (use: https://dnschecker.org)
2. Forwarder configured correctly in cPanel?
3. Destination email blocking forwarded mail?
4. SPF records causing issues?

**Fix:**
- Wait 24 hours for DNS
- Double-check forwarder settings
- Whitelist firefrostholdings.com in destination email
- Add hosting server to SPF record

---

### Issue: Gmail won't let me send as @firefrostholdings.com

**Cause:** Gmail requires verification of ownership

**Fix:**
1. Check verification email sent to @firefrostholdings.com
2. It should forward to your main email
3. Click verification link
4. If not received, request new verification code

---

### Issue: Emails going to spam

**Cause:** Missing SPF/DKIM records

**Temporary Fix (Forwarding):**
```
Add SPF record:
TXT: v=spf1 include:_spf.google.com ~all
(if using Gmail to send)
```

**Permanent Fix:**
- Wait for Mailcow deployment
- Full DKIM/DMARC implementation
- Proper email authentication

---

## 📧 EMAIL BEST PRACTICES

**Use the right address for the right purpose:**

**business@firefrostholdings.com**
- New client inquiries
- Partnership requests
- General business questions
- Press inquiries

**michael@firefrostholdings.com**
- Personal corporate communications
- Executive-level correspondence
- Contract signing (as owner)

**meg@firefrostholdings.com**
- Meg's corporate communications
- Community management (if corporate level)

**legal@firefrostholdings.com**
- Contract negotiations
- Legal correspondence
- Official notices

**accounting@firefrostholdings.com**
- Invoice delivery
- Payment confirmations
- Tax documents
- Vendor communications

---

## 🎯 SUCCESS CRITERIA

**Email is properly configured when:**

✅ All 5 addresses receive mail correctly  
✅ Can send FROM @firefrostholdings.com addresses  
✅ Emails don't go to spam (recipients see them)  
✅ Professional signatures in use  
✅ No bounced emails  
✅ Forwarding is reliable (no delays/failures)  

**Long-term success (Mailcow):**
✅ Self-hosted on Mailcow  
✅ SPF/DKIM/DMARC all pass  
✅ Spam score near zero  
✅ All three domains hosted (@firefrostholdings, @firefrostgaming, @thenerdsmiths)  

---

**Created:** February 22, 2026  
**By:** The Blueprint (Chronicler #21)  
**Status:** Ready to execute Friday (domain registration)

💙🔥❄️📧

**Fire + Frost + Foundation = Where Communication Is Professional**
