Task examples · Cross-tool
Review team correspondence as a coordinator
For the person who keeps a team's clients covered: check what came into a team address like bookings@ and what's still unanswered, and open a teammate's mail only when they've chosen to share it.
The prompt
- What came into [SHARED MAILBOX] since yesterday, and what still has no reply?
The problem
A field-service company’s coordinator is responsible for making sure every client gets an answer: requests to bookings@, complaints to service@, and the clients who email a technician directly. They need to see what’s unanswered without reading every message, and without access to anyone’s mail that wasn’t given to them.
Two kinds of mail, two ways in
| How you see it | What you need | |
|---|---|---|
| A team address with its own sign-in, like a bookings@ account in Google Workspace or Microsoft 365 | Connect it as one of your own accounts, then ask alfred_ about it like any inbox | The sign-in for that account, from whoever manages your email |
| A teammate’s own mail | Open it in Shared inboxes, after they choose to share it | The teammate turns sharing on; you’re on the team plan |
These are different on purpose. A team address belongs to the team. A teammate’s mail is theirs, and only they can share it.
What you get back
For a team address you’ve connected:
Eleven emails came in; three have no reply yet:
- Harbor Facilities asks to add a Saturday deep clean, east wing.
- A new enquiry from Fox Realty for a move-out clean on Nov 2.
- Northside Property says Tuesday’s crew left the side gate open.
Want drafts for any of these?
Then
- Answer from the team address: ask for a draft and check it. It goes from bookings@ when you approve it.
- Hand one to a teammate: “forward the Fox Realty enquiry to Sam with a note to quote it”.
- For a teammate’s own client mail: open Shared inboxes on the web, pick the teammate, and read the thread. If they shared with read and send, you can reply, reply all or forward from their account.
Limits
- Consent first. An admin can ask a teammate to share from the admin console, but only the teammate can turn sharing on, and they can stop at any time.
- Logged. Every read and send through Shared inboxes is logged under your name, and the teammate can see the log.
- Mail only. Sharing doesn’t include a teammate’s chats with alfred_, texts, tasks or routines.
- A team address connected through Google or Microsoft counts toward the six accounts you can connect.
- This page covers team addresses that someone can sign in to. A Microsoft 365 shared mailbox, which has no sign-in of its own, works differently; ask support before relying on it.
Related
Variations
- What came into bookings@ since yesterday that nobody has answered?
- Summarize this week's client emails in service@ by client
- Any complaint in support@ today that hasn't had a reply?
Best for
Office managers, dispatch coordinators and practice managers who make sure every client email gets an answer, without reading everyone's inbox.