Zoho TeamInbox is designed to enhance team collaboration by providing a shared inbox platform that supports multiple communication channels. Connect your different communication channels to Zoho TeamInbox, and make sure everyone in your team can easily access them, all in one place.
Zoho TeamInbox has three levels of hierarchy based on the operations.
- Organization
- Team
- Inbox
Under each of these entities, there are pre-defined roles and permissions for admins and members.
Organization Admin and Moderator
Organization is your workspace that holds all the teams and inboxes you create and the people you add as members inside Zoho TeamInbox. The user who creates the organization becomes the organization admin and they can assign roles to other members.
The organization admin and moderator have access to all the actions in Zoho TeamInbox. One organization can have only one Org admin but multiple Org moderators, and an org admin can make any other member admin as well.
Getting Started with Zoho TeamInbox
Zoho TeamInbox offers a simple and easy on-boarding to help you get started with the application. Once you have signed up , you will be guided through the initial setup steps to set up your organization.
Creating Teams and inboxes in Zoho TeamInbox
Either the admin or moderators can create teams and assign admins for them after setting up the organization in Zoho TeamInbox. Teams are separate spaces for managing conversations related to a specific group of people of your organization. Under every team, create inboxes specific to them.Once the teams and inboxes are created, associate channels to the inboxes to receive messages in Zoho TeamInbox.
Configuring Channels in Zoho TeamInbox
Any medium that brings messages in and out of Zoho TeamInbox is called Channel. Your email addresses, Business WhatsApp numbers, and Telegram numbers are the Channels . Direct all your communications channels here, and manage them from a single platform. Only the organization Admin and moderator create channels in Zoho TeamInbox.
Configuring Email Channel
Configure email channels and manage all your email communications from Zoho TeamInbox, ensuring seamless communication and collaboration within your team.
Configuring WhatsApp Channel
Create WhatsApp channels, and conveniently access and manage all your WhatsApp messages within ZohoTeamInbox.Collaborate with your team on WhatsApp customer interactions without switching between different apps.
Configuring Telegram Channel
Create your Telegram Channel within Zoho TeamInbox, so that every member of your team can access and respond to telegram messages from a single location.
Organization Settings
This section allows you to manage settings that are common to your organization,ensuring consistency and ease of use across all your communication channels.Organization admin and moderators have the permission to edit organization settings in Zoho TeamInbox.
Organization Member settings
Access the list of all individuals who are part of your organization within the Members section of the Organization settings. You can add and remove organization members and edit their roles here.
Deliverability Settings
To ensure uninterrupted deliverability of emails, properly maintain your DNS settings. Only the organization admin can view and modify deliverability settings.
Export Emails from Zoho TeamInbox
Export your emails effortlessly from your shared inboxes in Zoho TeamInbox.This feature is especially useful if you want to back up your emails or migrate them to a different email service if needed.
Antispam
You can easily prevent suspected spam messages from reaching your team's inboxes by using antispam through email and domain listing.
Activity Log
The activity log will help you stay informed of the activities happening in your organization. You can see the actions taken on each thread with details of the user who performed the action and the time it was done.
Analytics
Keep track of your team's performance using the informative analytic reports provided by Zoho TeamInbox. You have the option to view reports of a specific inbox or an individual user. Organization admin and moderator have the access to the analytics reports of Zoho TeamInbox.
Data Security
As an admin of your organization, safeguard your data within Zoho TeamInbox and control access to it by implementing security features for your users, to ensure the protection and privacy of your information.
Team Admin
Org admin and moderators assign admins for teams who have access to all team level actions in Zoho TeamInbox. Team admins manage team members, set up team rules, workflows for their teams.
Automate Repetitive Inbox Actions
Zoho TeamInbox offers a range of features designed to automate repetitive tasks, and improve workflows within shared inboxes.
Create Rules
Rules let you automate actions that you might perform repeatedly.You should just define the workflow, automate it, and you're all set.
Create Team Signature
Create shared signatures for your team and assign them to specific inboxes.
Create Shared Response Templates
Pre-compose and save email templates that your entire team can use while responding to customer queries
Create Tags
Tags are an effective way of categorizing and organizing threads based on their content or the task associated with them. Create shared tags for your team members to access and apply them to threads inside the shared inboxes.
Inbox Admin
Once shared inboxes are created, admins are assigned for each inbox. The inbox admin has access to manage all the inbox level actions.
Managing Inboxes
As an Inbox admin, you can edit the inbox settings and manage it by adding or removing users from your inboxes and changing their roles.