Team mailboxes
As an admin, connect organisation mailboxes, share them and transfer employees’ mailboxes.
You find the feature under Settings → Email → Manage emails. It requires the permission ‘Shared mailboxes and email design’ (admins). It is locked in the demo organisation.
Emails to contacts, appointment confirmations and reminders always go out from a mailbox of your team, never through a Leadmode mailbox. Without a mailbox, nothing is sent.
Organisation mailboxes
These are shared addresses such as sales@. Employees may only use them if you share them.
Each mailbox shows ‘Shared with: All team members’, a number, or ‘Not shared with anyone yet’. The switch Show mailbox in Leadmode controls whether Inbox and Sent appear in Leadmode.
Under each organisation mailbox you also set Sender name and Name at the top of the email: the organisation’s name, a custom one or none. The name at the top only applies to emails without a logo. Save applies both. Projects with their own sender keep their name. More under Connect email account.
Employees with shared access choose the mailbox as sender (see Connect email account) and read it in the mailbox.
Personal mailboxes
Each person connects their own mailboxes under ‘My email account’, even several. The list shows each mailbox of a person separately. Only that person knows the password. The list shows who is connected (‘x of y connected’) and who has ‘No own mailbox’. You only see the address, not the messages.
If someone leaves or is blocked, their mailbox no longer sends. You can then pass it on with Transfer to … to another active employee (not if they have already connected the same address), or take it over as an organisation mailbox.
Disconnecting
Disconnect removes a mailbox after a confirmation. Afterwards it can no longer send emails from Leadmode, and sharing ends. When disconnecting, switching off and transferring, Leadmode deletes the stored messages of the mailbox. Everything remains on the mail server.