Step 1
Create at the CRM handoff
When the client is won, a CRM workflow or custom integration creates a protected identity linked to the account.
For agencies and service teams ✨
Keep client relationships controlled as accounts move across your agency
Sales wins the client. Account, campaign, and delivery teams service the account. ProxiedMail lets downstream teams communicate through controlled identities without automatically distributing the underlying contact database.
Designed for agencies with structured sales-to-service handoffs—not a claim that every agency needs the same access model.
Sales
Wins the client
CRM handoff
Assigns the account
Protected identity
Company-controlled route
Account / campaign / delivery
Authorized service team
Client
Communicates normally
How agencies can control client communication
Keep the client relationship usable across teams while retaining a clear authorization boundary.
Step 2
Authorize the service team
Give only the assigned account, campaign, delivery, or operations employees permission to use the protected route.
Step 3
Reassign or revoke
Move access when staffing changes and remove authorization during offboarding without discarding the company-controlled identity.
Authorization-aware protected addresses
A copied masked address should not become permanent access
A protected address is most useful when ProxiedMail can validate that the sender or user is still authorized. Copying the address into a personal note should not automatically grant permanent communication rights after an employee leaves the account or the agency.
Enterprise authorization behavior is scoped to the deployment and the identity signals available in the company's workflow.
Employee sends
Identity checked
Authorization valid?
ProxiedMail routes
Client receives
Business benefits
Keep the relationship company-controlled
Less unnecessary exposure
Avoid distributing raw client addresses across every employee who helps service an account.
Revocable access
Remove an employee or team from a protected route when responsibility changes.
CRM-triggered workflows
Create or update identities from deal stages, ownership changes, and account events.
Outlook compatibility
Keep employees in familiar Outlook and Microsoft 365 email workflows.
Bulk management
Import and manage selected existing client mappings through API or migration tooling.
Enterprise infrastructure
Use custom domains and scope dedicated infrastructure where operational requirements call for it.
Agency use cases
Support the work without giving every role the same data access
This pattern can fit demand-generation agencies, marketing agencies, data and research providers, sales-service companies, and managed-service agencies with long-term client relationships.
Campaign teams
Exchange assets, reports, approvals, and campaign details through a controlled client identity.
Delivery teams
Handle operational communication without necessarily owning the underlying client relationship.
Account reassignment
Move controlled communication access between employees without asking the client to change workflow.
Employee offboarding
Revoke the employee's authorization while preserving the agency's protected client identity.
Agency workflow integration
Connect account ownership to communication authorization
Use CRM workflows, REST API calls, webhooks, and custom automation to create protected identities and synchronize the team allowed to use them. The CRM remains responsible for source-record permissions; ProxiedMail controls the configured email route.
- Map client identities to teams rather than sharing a static address list.
- Update access when campaign or account staffing changes.
- Include revocation in employee and contractor offboarding.
Client won
CRM owner / team
ProxiedMail authorization
Protected identity
Agency employee
Clear answers
Frequently asked questions
Is this only for marketing agencies?
No. It can fit demand-generation, data, research, sales-service, managed-service, and other B2B agencies with structured client handoffs. Not every agency needs this model.
Can account managers still email clients normally?
Yes. They can use their normal email client with the protected identity and routing configured for the account.
Can a former employee continue using copied protected addresses?
An authorization-aware enterprise deployment should validate whether the sender remains approved and reject or stop routing when access has been revoked. The exact identity check is deployment-specific.
Can contacts be imported from a CRM?
Yes. API or migration tooling can process selected CRM records and retain mappings to the protected identities.
Can protection start automatically after a deal closes?
Yes. A CRM workflow, webhook, or custom integration can create the protected identity at the selected deal stage.
Does the external client see a ProxiedMail address?
That depends on the enterprise routing and sender-domain configuration. A deployment can be designed around a company-owned domain and authorized company identity, but the behavior must be confirmed for the selected mail flow.
Can we use our existing company domain?
Yes, subject to the DNS, sender-domain, and mail-routing design. A dedicated subdomain may be preferable for operational separation.
Keep agency client communication controlled through every handoff
Tell us how sales, account, campaign, and delivery teams share client work today. We will help scope identities, authorization, and routing.
Book a call
Discuss your use case with ProxiedMail
Choose a convenient time for a 30-minute conversation about your workflow, integration, and infrastructure requirements.
Enterprise contact
Tell us about your client communication workflow
Enterprise deployments are scoped based on workflow, infrastructure, integration, and usage requirements.
- Which system stores the real client contact?
- Which teams need communication access?
- What should trigger assignment or revocation?
