Cubit Estimating Cloud – Email Whitelisting Policy

Purpose
This policy outlines the email system requirements for organisations using the Cubit Estimating Cloud platform. The goal is to ensure reliable delivery of essential system emails, including account verifications, notifications, and multi-factor authentication (MFA) prompts.

Scope
This policy applies to all IT administrators and support teams responsible for the configuration and maintenance of email systems within organisations using Cubit Estimating Cloud.

Policy Requirements

1. Email Domain Whitelisting
   To ensure successful communication between the Cubit Estimating Cloud environment and end users, IT teams must whitelist the following email domains in their organisation’s email filtering system (e.g., Microsoft 365, Google Workspace, spam filters, firewalls):

   • sendgrid.net

   • v2cloud.com

   These domains are used by Cubit Estimating Cloud and its supporting infrastructure to send system-generated emails, including MFA tokens and important user notifications.

2. Monitoring and Testing

   • IT teams are responsible for confirming that emails from the above domains are being delivered successfully.

   • Regular testing should be conducted to verify that new users can receive account setup and MFA emails without interruption.

3. Incident Response

   • In the event that users do not receive expected emails, IT teams should first verify that the domains listed above are not being blocked or filtered.

   • If necessary, escalate issues to internal support or contact the Cubit Estimating Cloud helpdesk for further assistance.

Rationale
Failure to whitelist these domains may result in delayed or undelivered MFA and system emails, which can prevent users from accessing the platform and disrupt business operations. Ensuring these domains are permitted within the email infrastructure is critical for maintaining seamless access and platform reliability.

Compliance
All client organisations using Cubit Estimating Cloud are expected to comply with this policy prior to user onboarding. Non-compliance may result in avoidable delays in user provisioning and support resolution.