Managing Team Mailboxes at Scale
Assign mailboxes to team members, set permissions, and collaborate without sharing passwords. A deep dive into RemindMe's team features.
The problem with shared credentials
Many small teams start by sharing a single email account password among team members. This works until it doesn't — you can't track who sent what, you can't revoke access for one person without changing the password for everyone, and it's a security risk.
RemindMe takes a different approach. Every team member gets their own login, and mailbox access is managed through permissions. No shared passwords, no ambiguity about who did what.
Setting up your team
Navigate to Settings → Team and invite members by email address. Each person receives an invitation to create their own RemindMe account. You can assign one of three roles: Admin (full access), Member (can use assigned mailboxes and campaigns), or Viewer (read-only access).
Admins can add and remove domains, create mailboxes, manage billing, and invite other team members. Members can send and receive email from their assigned mailboxes and create campaigns. Viewers can see analytics and read emails but can't send.
Shared mailboxes vs. personal mailboxes
A personal mailbox is assigned to one person — their individual work email. A shared mailbox (like support@ or info@) can be accessed by multiple team members simultaneously.
When multiple people are working in a shared mailbox, RemindMe shows real-time indicators of who is viewing or composing a reply to each conversation. This prevents the classic "two people reply to the same email" problem.
Organizing at scale
As your team grows, organization becomes critical. Use naming conventions for your mailboxes that make their purpose obvious. Group related addresses under the same domain. Use RemindMe's labels and filters to automatically categorize incoming messages.
For larger organizations, consider creating separate domains for different functions — marketing.yourcompany.com for campaigns, support.yourcompany.com for customer service. Each domain can have its own set of mailboxes and team member assignments.
Audit trail and accountability
Every action in RemindMe is logged — who sent what, when, and from which mailbox. Admins can review the activity log to track email volume, response times, and team member activity.
This audit trail is invaluable for compliance, quality control, and understanding your team's email workflow. Export logs at any time for your records.