10 Best Shared Inbox Tools
How can you keep track of what emails are urgent and check if an issue has been resolved? Studies show that the average person receives over 100 emails daily. While email clients like Gmail have filters and labels to tidy up personal inboxes, for agents using personal email accounts, the sheer volume of requests makes this setup unwieldy.
According to a recent study, over 65% of teams rely on shared inbox solutions to manage customer inquiries and internal communication efficiently. Things get even more complicated when emails need to be shared across your team. It is time to begin evaluating the benefits of a shared inbox tool, which is software created to enable multiple users to work together effectively and openly.
In this blog, we will talk about the top shared inbox tools.
What is Shared Inbox?
A shared inbox is a single email inbox that numerous clients within an organization can access, manage, and react to. It is commonly used for teams or offices, such as customer support, sales, or IT, where numerous group members need to collaborate on email communications. For example, the whole customer support team will have access to support@ and be responsible for making sure those emails get answered promptly.
Shared Inbox Software Features
Shared inbox provides features for employees to build workflows and tasks around email correspondence:
- Collaborative Email Management: Multiple team members can access the same inbox, permitting for easier collaboration on email responses and administration.
- Email Assignment: Emails can be allowed to specific group members to guarantee that no messages are overlooked or left unanswered.
- Internal Notes and Comments: Team members can include internal notes or comments to emails that are obvious only to the team, helping with collaboration without sending numerous messages to the customer.
- Collision Detection: The system can notify group members when somebody is already replying to an email to avoid duplicate reactions.
- Centralized Communication: It gives a single point of communication for clients or external contacts, advance interactions and making it less demanding for teams to manage inquiries and demands.
- Tracking and Reporting: Many shared inbox devices offer tracking features, permitting teams to monitor response times, email volumes, and other key measurements.
Why Do You Need Shared Inbox Software
- Enhanced Team Collaboration: Multiple group members can manage and react to emails, guaranteeing better collaboration and more productive handling of inquiries.
- Improved Response Times: By sharing the duty, groups can respond to emails quicker, improving client satisfaction and overall proficiency.
- Prevent Overlapping Responses: Shared inbox software regularly includes features like collision detection, which anticipates multiple group members from responding to the same email simultaneously.
- Clear Email Ownership: Emails can be assigned to particular group members, guaranteeing accountability features and that each email is handled by the proper person.
- Internal Communication: Team members can include internal notes and comments inside the email thread, encouraging better communication without sending external emails.
- Centralized Communication: It solidifies communication in one place, making it simpler to manage and track interactions with clients, clients, or accomplices.
- Scalability: As your team grows, shared inbox software can scale with you, permitting more group members to manage the inbox without losing proficiency.
- advance Workflow: Automation and workflow features in shared inbox software help improve dreary tasks, lessening manual effort and improving efficiency.
- Better Visibility and Transparency: Managers and team members can have permeability in all ongoing discussions, making it simpler to monitor progress and guarantee nothing is missed.
- Tracking and Reporting: Gives insights into email measurements, such as response times and email volume, helping teams optimize their execution.
- Consistency in Communication: Guarantees that all team members are on the same page, driving to consistent messaging and decreasing the chances of miscommunication.
- Integration with Other Tools: Numerous shared inbox software solutions coordinated with CRM systems, project administration tools, and other software, creating a consistent workflow.
Overall, shared inbox software is significant for teams that handle high volumes of communication and ought to work together productively while keeping up responsibility and transparency.
Quick Camparison of The 10 Best Shared Inbox Tools
| Tool | G2 Rating | Capterra Rating | Pricing |
|---|---|---|---|
| Help Scout | 4.4/5 | 4.6/5 | Starting at $25/user/month |
| Outlook Shared Mailbox | N/A | N/A | Part of Microsoft 365 subscription |
| Google Collaborative Inbox | N/A | N/A | Part of Google Workspace subscription |
| Groove | 4.6/5 | 4.6/5 | Starting at $20/user/month |
| Hiver | 4.6/5 | 4.7/5 | Starting at $24/user/month |
| Front | 4.7/5 | 4.5/5 | Starting at $29/user/month |
| Helpwise | 4.6/5 | 4.7/5 | Starting at $15/user/month |
| Drag | 4.5/5 | 4.4/5 | Starting at $8/user/month |
| Missive | 4.7/5 | 4.9/5 | Starting at $14/user/month |
| Gmelius | 4.4/5 | 4.7/5 | Starting at $10/user/month |
List of 10 Best Shared Inbox Tools
1. Help Scout
Help Scout is an online shared inbox that is primarily aimed at the customer support division with a variety of tools that improve conversational flow and customer experience. Help Scout comes more like an email program and more like the help desk software and that is why it is quite convenient to use. It integrates the email client itself with extra customer support tools such as a knowledge base center, an online chat system, and detailed analytics.
This makes it suitable for businesses that require more than just email connectivity for their communication needs but rather for use as a one-stop shop for customer support. Since this may be viewed as a communication platform and not an all-inclusive tool for working, it can be advantageous to many types of teams – especially those that value an easy user interface and straightforward navigation.
Key Features
- Collision Detection: Prevents multiple team members from replying to the same email, ensuring seamless communication.
- Workflows: Automate repetitive assignments and improved operations by making custom workflows.
- Knowledge Base Integration: Make and manage an information base to empower clients with self-service alternatives.
- Tags and Custom Fields: Organise and categorize conversations for better tracking and reporting.
- Reporting & Analytics: Gain insights into team performance, customer satisfaction, and other vital metrics.
Best For
Customer support teams seeking an all-in-one shared inbox with robust support features and a user-friendly interface.
Pricing
| Plan | Price |
|---|---|
| Standard | $25/month |
| Plus | $50/month |
| Pro | Custom pricing |
2. Outlook Shared Mailbox
Outlook Shared Mailbox is an effective and uncomplicated solution that teams that are already working with Microsoft 365, can benefit from. This is convenient for some users who sign in and use a single email account, being beneficial to companies with a small to medium number of staff requiring a shared mailbox without added features. This shared mail operates within a larger Microsoft environment and adds compatible calendar sharing, contacts, and tasks from the Outlook environment.
For teams seeking to improve internal coordination without switching to a different tool, Microsoft’s simple integration of Planner with other products provides it with an edge. However, it lacks some advanced features found in dedicated shared inbox softwares, making it less suitable for complex customer support needs.
Key Features
- Seamless Microsoft 365 Integration: Works easily within the Microsoft ecosystem, giving access to shared calendars, contacts, and assignments.
- Familiar Interface: Uses the Outlook interface that numerous groups are already accustomed to, decreasing the learning curve.
- Permission Management: Control who has access to the shared mailbox and what activities they can perform.
- Shared Calendars: improve planning and occasion management for team members.
- Email Collaboration: Permits numerous group members to view and respond to emails from a single inbox.
Best For
Teams already embedded in the Microsoft ecosystem seek basic, reliable shared inbox functionality.
Pricing
Custom Pricing
3. Google Collaborative Inbox
Google Collaborative Inbox is a feature of Google Workspace that enables the tag team of users to discuss mail threads. It is perfect for businesses requiring teams to sort and work on shared emails without the feature overwhelm of third-party apps. When incorporated into Gmail, it enables users to assign conversations, flag their emails, or even categorize them as complete, as well as helping them manage threads more efficiently.
This tool is most useful for companies that are already employing Google Workspace solutions since it can be easily integrated with other popular apps such as Google Drive, Docs, and Calendar. The collaboration function is a great way to bring work-related messages into one space, but it is not as developed as some of the other shared inbox softwares, which is why it is ideal for small to medium-sized teams with simpler requirements.
Key Features
- G Suite Integration: Consistently integrates with Google Workspace, giving access to Gmail, Drive, and other Google apps.
- Email Assignment: Assign emails to particular group members to guarantee accountability and follow-through.
- Conversation Tracking: Mark emails as completed or in progress to manage workflows effectively.
- Access Control: Manage who can view, respond to, or organize emails within the shared inbox.
- Google Drive Integration: Attach files and documents directly from Google Drive within email threads.
Best For
Small to medium teams using Google Workspace who need basic email collaboration without additional complexity.
Pricing
free for all Google Workspace subscribers
4. Groove
Groove is a shared inbox perfect for small business teams that need an easy-to-implement solution for customer support. The goal is to assist teams in organizing and automating support tasks by transforming email threads into tickets. It also has a simple, easy-to-navigate user interface and is expandable based on the work processes as it can connect with Slack and Zapier.
Apart from email integration, Groove also comes equipped with a knowledge base that allows teams to extend support in a self-service manner to customers. Being straightforward and not laden with competitiveness and other over-the-top features, the platform can easily suit small teams who want to improve their customer service.
Key Features
- Simple Ticketing System: Converts customer emails into tickets, simplifying tracking and management.
- Knowledge Base Integration: Allows the creation of a self-service knowledge base to reduce incoming inquiries.
- Performance Analytics: Provides insights into team performance, response times, and customer satisfaction.
- Multi-Channel Support: Manage emails, social media, and other channels from one platform.
- Integrations: Connects seamlessly with Slack, Zapier, and other popular tools for extended functionality.
Best For
Small businesses looking for an easy-to-use, effective shared inbox solution that enhances customer support operations.
Pricing
| Plan | Price |
|---|---|
| Standard | $20/month |
| Plus | $45/month |
| Pro | $70/month |
5. Hiver
Hiver is a simple shared inbox app built solely for teams with Gmail accounts. With the tools described, it enhances the Gmail interface to turn the email client into a robust customer support service. Teams using Hiver can focus on important emails, manage tasks, and work together on customer communications directly in their inbox. A few of the general features incorporate internal notes, email layouts as well as analytics that can help in expanding the proficiency of a team.
Hiver is especially useful for those who use Gmail actively and require more specific features to organize shared inboxes properly. Hiver also supports SLA management, ensuring timely responses to customer inquiries, making it ideal for businesses that require efficient, Gmail-based collaboration.
Key Features
- Gmail Integration: Enhances Gmail with shared inbox features, keeping everything within a familiar interface.
- Email Assignment: Assign emails to team members to ensure tasks are handled by the right people.
- Internal Notes: Collaborate within email threads by adding notes visible only to your team.
- Analytics: Track key metrics like response times and team performance to optimize workflows.
- SLA Management: Automate and track response times to ensure compliance with service-level agreements.
Best For
Teams that rely on Gmail and need advanced collaboration features to manage shared emails effectively.
Pricing
| Plan | Price |
|---|---|
| Lite | $24/month |
| Pro | $59/month |
| Elite | Custom pricing |
6. Front
Front is a shared inbox tool that blends email, SMS, and other communication channels into one collaborative platform. It’s designed for teams that need to manage multiple communication channels efficiently while maintaining personal connections with customers. Front’s interface makes it simple to assign emails, add internal comments, and incorporate different third-party apps, making it a flexible tool for team collaboration.
The platform provides strong automation capabilities, allowing teams to simplify routine tasks and concentrate on important interactions. The front is perfect for businesses handling large amounts of customer interactions across various channels, thanks to its extensive features and focus on collaboration for an integrated communication solution.
Key Features
- Multi-Channel Support: Manage emails, SMS, social media, and more from a single platform.
- Team Collaboration: Assign emails, comment on strings, and collaborate in real time.
- Automation: Set up rules and triggers to automate repetitive assignments and workflows.
- Third-Party Integrations: Interface with CRM, venture management, and other devices for enhanced functionality.
- Analytics and Reporting: Pick up insights into team execution and communication efficiency.
Best For
Teams managing high volumes of client interactions across numerous channels require a strong, integrated solution.
Pricing
| Plan | Price |
|---|---|
| Starter | $29/month |
| Growth | $79/month |
| Scale | Custom pricing |
| Premier | Custom pricing |
7. Helpwise
Helpwise is a shared inbox application that helps teams manage customer interactions via email, SMS, social media, and chat. It provides features that enable teams to engage in building responses, assign conversations, and monitor performance. This tool is easy to adapt to various working environments.
Its automation options assist in minimizing manual work instances, giving teams valuable more attention to significant consumer interactions. There is also a reporting feature in Helpwise, which enables the various teams to assess their performance from various quarters. Given its expansibility and multiple built-in integrations, Helpwise is perfect for expanding companies in search of an omnichannel shared inbox tool.
Key Features
- Multi-Channel Inbox: Manage communication across email, social media, SMS, and more from a single platform.
- Collaboration Tools: Assign conversations, leave internal notes, and collaborate on responses seamlessly.
- Automation: Automate routine tasks like email sorting and follow-ups to save time and increase efficiency.
- Integrations: Connect with CRM systems, Slack, and other tools to improve workflows.
- Performance Reporting: Track team performance and communication effectiveness with detailed analytics.
Best For
Growing businesses that need a scalable, multi-channel shared inbox solution for managing diverse communication platforms.
Pricing
| Plan | Price |
|---|---|
| Standard | $15/month |
| Premium | $29/month |
| Advanced | $49/month |
8. Drag
Drag is an email assistant tool that converts Gmail into a shared workspace where everyone works on emails, appointments, and tasks. It utilizes a Kanban board for managing emails and tasks, which is convenient for tracking several discussions at once and visualizing processes.
Drag not only allows recipients to reply to the message or forward it to another person, but teams can also assign tasks, add internal notes, and automate workflows right in the Drag interface, thus eliminating the need for another project management application. Drag is most valuable to teams who are already using Gmail and who want a more visual way of handling tasks.
Due to its minimal feature set and the concentration on email as a primary means of submission and tracking of tasks, it is appropriate for small teams that do not require an additional application to increase efficiency.
Key Features
- Kanban Boards: Organise emails and tasks visually with drag-and-drop functionality.
- Gmail Integration: Works within Gmail, making it easy to manage tasks and emails in one place.
- Task Assignment: Assign tasks and emails to team members directly from your inbox.
- Internal Notes: Collaborate on emails with internal notes visible only to your team.
- Workflow Automation: Automate repetitive tasks and email sorting to improve operations.
Best For
Small teams that prefer a visual, task-oriented approach to email management service within Gmail.
Pricing
| Plan | Price |
|---|---|
| Starter | $8/month |
| Plus | $14/month |
| Pro | $20/month |
9. Missive
Missive is an email client for group communication that includes shared mailboxes, team messaging, and to-do lists all within one application. It’s supposed to facilitate the reception and organization of messages in various formats, including email, SMS, and social media, as well as allow for internal collaboration by text chats and task distribution. Interchangeability of the different modes of communication is easily achievable through the interface of Missive hence facilitating the organisation and responsiveness of the teams.
The platform’s robust automation features help improve workflows, while integrations with tools like Slack and Trello include features such as flexibility to its use. Missive is especially well-suited for groups that need to manage differing communication channels and prefer a unified platform for both outside communication and inside collaboration.
Key Features
- Unified Inbox: Manage emails, SMS, and social media in one put for improved communication.
- Group Chat: Collaborate with group members in real time without leaving the email string.
- Task Management: Assign assignments and track advances directly inside the app.
- Automation: Automate workflows and repetitive assignments to improve effectiveness.
- Integrations: Interface with tools like Slack, Trello, and others for extended usefulness.
Best For
Teams are required to manage numerous communication channels in a unified, collaborative platform.
Pricing
| Plan | Price |
|---|---|
| Starter | $14/month |
| Productive | $24/month |
| Business | $36/month |
10. Gmelius
Gmelius is a shared inbox tool that integrates with Gmail and adds business automation and collaboration tools to turn Gmail into a CRM. Aiming for teams that heavily use Gmail, Gmelius transforms team inboxes into shared mailboxes, empowers collaborative emailing with context, and simplifies Gmail workflows. It also has a Kanban board for tasks, meaning you can effortlessly keep track of what should be done and what has been completed.
As a third-party app, Gmelius works well with tools such as Slack, Trello, and Google Workplace, among others, making working forms more efficient. It is specially tailored for groups that wish to utilize Gmail as the main platform and also need enhanced cooperation tools.
Key Features
- Gmail CRM Features: Turns Gmail into a collaborative platform with shared inboxes and CRM-like capabilities.
- Kanban Boards: Organise tasks and emails visually within Gmail using drag-and-drop boards.
- Automation: Automate email workflows and repetitive tasks to save time and improve efficiency.
- Internal Collaboration: Add notes and comments to emails for team collaboration without leaving the inbox.
- Integrations: Connect with Slack, Trello, and other tools to enhance productivity and workflow management.
Best For
Teams using Gmail need a flexible tool for managing communication, collaboration, and tasks within a familiar interface.
Pricing
| Plan | Price |
|---|---|
| Lite | $10/month |
| Growth | $24/month |
| Pro | $36/month |
Conclusion
When choosing the best-shared inbox tool, it’s basic to consider your team’s specific needs and workflows. The ideal solution should offer seamless collaboration, automation, and integration along with your existing tools, enabling efficient management of numerous communication channels. Whether you prioritize simplicity, advanced features, or multi-channel support, the right tool can altogether improve team efficiency and client satisfaction. Evaluate factors like ease of use, pricing, scalability, and the level of support each platform offers to discover the most suitable choice for your business. Ultimately, the leading tool aligns together with your operational goals and scales with your team’s development.
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FAQs
How does a shared inbox improve team collaboration?
Shared inboxes centralize email communication, empowering group members to assign emails, leave inside notes, and avoid duplicate responses, thereby improving coordination and reaction effectiveness.
Are shared inbox tools secure?
Yes, reputable shared inbox softwares offer strong security features, including encryption, access controls, and review logs, guaranteeing that your team’s communications remain secure and compliant.
Can shared inbox tools integrate with other software?
Most shared inbox tools offer integrations with prevalent CRM systems, project management tools, and communication platforms, permitting teams to improve workflows and improve productivity.
