Waymaker
Shared Inbox

Team Inbox Management

Learn about Team Inbox Management in WaymakerOS.

SettingsAuto-ReplyManagement

Configure your shared inbox settings, manage team access, and set up automated responses.

Inbox settings

Open settings from the gear icon on your shared inbox.

Basic information

  • Name — the display name for the inbox
  • Description — an optional description for your team's reference
  • Email address — the address assigned to this inbox (read-only)

Assignment mode

Choose how incoming emails are distributed:

ModeHow it works
ManualEmails arrive unassigned. Team members claim them.
Round RobinEmails are automatically assigned in rotation to pool members.

When using round-robin, configure the assignment pool — select which team members should receive automatic assignments.

Email signature

Set a signature that's appended to all outgoing replies from this inbox. The signature supports plain text with line breaks.

Auto-reply

Toggle automatic replies for new incoming emails:

  1. Enable the Auto-reply toggle
  2. Enter your auto-reply message
  3. Save

Every new email to this inbox receives the auto-reply immediately. Use this for out-of-office notices, acknowledgement messages, or directing people to self-service resources.

Moving an inbox

To relocate a shared inbox to a different workspace or project:

  1. Open inbox settings
  2. Scroll to the Location section
  3. Click Move
  4. Select the new workspace and project
  5. Confirm

All emails and settings move with the inbox.

Deleting an inbox

To permanently delete a shared inbox:

  1. Open inbox settings
  2. Scroll to the Danger Zone
  3. Click Delete
  4. Confirm in the dialog

Warning: Deleting an inbox is permanent. The inbox stops receiving new messages. Existing emails are archived but cannot be recovered through the inbox.

Best practices

For customer support

  • Use round-robin assignment for even distribution
  • Set an auto-reply acknowledging receipt ("We've received your message and will respond within 24 hours")
  • Convert complex issues to tasks for tracking
  • Use the email signature for consistent branding

For sales enquiries

  • Use manual assignment so the right person claims each lead
  • Convert qualified leads to tasks on your sales pipeline taskboard
  • Set auto-reply with helpful links (pricing page, booking link)

For operations

  • Create separate inboxes for different functions (HR, finance, facilities)
  • Use round-robin within each functional team
  • Convert action items to tasks immediately

Next steps