PauseAI•3mo ago

Google Mail & Groups - shared emails

We're using the Google Suite, and we have a free NGO license (unlimited members!)

Emails

You need to be a volunteer (registered in the airtable, and signed the volunteer agreement!)
You can ask for an @pauseai.info email here. You need a reason for this (e.g. managing a local PauseAI social media account)

## Groups

We also use their Groups feature. We've been using that for setting up shared emails, such as:

info@pauseai.info, vacancies@
germany@ (and other countries)
leicester@ (and other cities)

### I want a group

Make sure you have an @pauseai.info account already
Ask here, in this thread. Or ask the lead.

### How do i access my group

https://groups.google.com/u/1/my-groups (maybe switch to your PauseAI account in the top right)
The emails to the group will appear in your inbox!

### Sending from group

In your gmail, go to settings, accounts & import, and there add your groups mail.

## Lead

@Pato can I ask you take charge over this again?

hurt-tomatoOP•10/24/25, 12:26 PM

I've been experimenting with having a group that has external members (non- @pauseai.info) but it seems buggy. I haven't been able to get other users to be able to see their groups. Even when making another gmail user admin (in this case myself) i can't see it on groups.google.com.

hurt-tomatoOP•10/24/25, 12:26 PM

@RowanJupiter ✦

sacred-rose•10/24/25, 4:34 PM

Yes, i can take the lead

sacred-rose•10/24/25, 4:37 PM

Not sure about being able to see your groups, but gmail accounts added let's you access Drive folders only accessible to teams

sacred-rose•10/24/25, 4:38 PM

Which is, by far, the main purpose of this

afraid-moccasin•10/25/25, 6:35 PM

Hello! Thank you for this!
Could I have the rights to add the rest of my committee? It also appears I don't have the rights to delete emails etc, which isn't such a problem in and of itself but the fact I don't have higher-ranking permission may lead to issues regarding managing social media accounts and so on

afraid-moccasin•10/25/25, 6:36 PM

Also, at least for this first year whilst we are affiliated with the Student Union, there may be some safeguarding issues with Joep having access to the Leicester PauseAI inbox (being able to see Instagram email updates and so on)—not that the SU would reasonably have any way of seeing that, but I think it would be unfair not to let you know

incredible-moccasin•10/25/25, 7:31 PM

Just yesterday, I registered pauseai.rs for this google for ngo program. I am now waiting for their approval

Aafraid-moccasin Hello! Thank you for this! Could I have the rights to add the rest of my committ...

sacred-rose•10/25/25, 10:16 PM

AFAIK i cannot give somebody the permissions to add anyone over a specific domain or delete them, so i cannot give you permissions to add or delete any account, you should tell me the full name/s and address/es you need for the social media manager/s. Here or in DMs

afraid-moccasin•10/25/25, 10:27 PM

I see
In that case I'll have to run this by my committee members first—I'll get back to you on this Wednesday evening!

Aafraid-moccasin I see In that case I'll have to run this by my committee members first—I'll get ...

sacred-rose•10/25/25, 11:09 PM

After looking into it, I think there's a way to give someone managing power over a specific set of addresses.
I'm kinda lost tho, by your "committee" you mean the leaders of your chapter? what is your chapter?

afraid-moccasin•10/26/25, 8:01 AM

Sorry yeah I should have specified
I'm starting PauseAI Leicester, just waiting on the Student Union to approve our application
When applying as a society you have to have at least 3 committee roles, President, Treasurer and Wellbeing and Inclusion Officer
I added a few more roles though like our Press Officer who writes for our local newspaper and a Media Officer to deal with the Instagram

afraid-moccasin•10/26/25, 8:25 AM

It's just that with managing social medias and communications with our local newspapers and so on, I don't know how my committee would feel about having people other than us able to see the emails

sacred-rose•10/26/25, 7:34 PM

Yeah, that makes sense. The alternative would be to just use your regular emails

Ssacred-rose Yeah, that makes sense. The alternative would be to just use your regular emails

afraid-moccasin•10/27/25, 7:39 AM

Well, we do still need a shared inbox as we direct all questions to one email address and it would be significantly more efficient for us to all be able to see said emails

afraid-moccasin•10/27/25, 7:41 AM

So is it not possible for us to have leicester@pauseai.info with no one else having access to the inbox? Because if the alternative is that we have a shared inbox but it's managed by yourself, I would still rather have that, I just need to check with my committee that they would be okay with it too

afraid-moccasin•10/27/25, 7:41 AM

(Our next meeting is on Wednesday)

Aafraid-moccasin It's just that with managing social medias and communications with our local new...

hurt-tomatoOP•10/27/25, 8:46 AM

Even admins cant access private @pauseai emails. For groups we can configure anything, I'd suggest making it available invite-only (but admins, me and Pato, can always give themselves access)

Hhurt-tomato Even admins cant access private @pauseai emails. For groups we can configure any...

afraid-moccasin•10/27/25, 9:17 AM

I see, thank you!
I can't think of any reasons I'd need a private pauseai email over a shared inbox at the moment but I'll keep that in mind for the future
An invite-only group works then, I'll get back to you on Wednesday
Would I then be given managing power over the addresses? Or would I need to send over the addresses that need to be added?

Aafraid-moccasin I see, thank you! I can't think of any reasons I'd need a private pauseai email...

sacred-rose•10/27/25, 5:07 PM

You would need to send the addresses

afraid-moccasin•10/29/25, 7:54 PM

Cool, I'll do that over DMs
My committee are all on board

sacred-rose•10/29/25, 8:24 PM

great

Hhurt-tomato I've been experimenting with having a group that has _external_ members (non- @p...

sacred-rose•10/30/25, 1:33 AM

it's not buggy, for some reason the groups must be set up available for anyone in the internet and then you need to assure all groups individually are restricted to "only group members" for that to work.

It's risky and don't know what the default is, so for now i think is better to leave all groups "private" outside the org.

Google Mail & Groups - shared emails

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