--- title: "Team inboxes: sales@, jobs@, billing@ - OpenEmail" description: "Departmental addresses several people work, with access granted per address, roles, labels, rules and files, and no forwarding or shared password" url: "https://openemail.uk/use-cases/team-inboxes" --- Addresses a team shares # Mail that belongs to a job not to a person sales@, jobs@ and billing@ get worked by several people at once, each with their own access. Nothing is forwarded, and nobody leaves with the address. [Open mail](https://openemail.uk/mail/inbox) [Get Started](https://openemail.uk/signup.md)[All use cases](https://openemail.uk/use-cases.md) Who has access AP Anna Petrova Design PDF JO Jonas Ortiz Backend PDF MR Mei Ruan Support PDF Files 3 anna-petrova-cv.pdf 240 KB jonas-ortiz-cv.pdf 188 KB mei-ruan-cv.pdf 312 KB A rule stars anything with an attachment. Files keeps the CV. Where it starts ## What this looks like today. sales@ forwards to four people Everyone holds a copy, the thread sits in four places, and the reply goes out from a personal address. One login, passed around The whole team signs into jobs@ with the same password, which makes every action look like one person. The person who had billing@ left Their own account held the address, and the invoices went out of the door behind them. How it works ## Running in four steps. 1. 01 Add your domain Publish the records OpenEmail shows you, and the domain starts receiving. 2. 02 Create the addresses Add sales@, jobs@ and billing@, or let catch-all answer the ones you never thought of. 3. 03 Hand each address out Invite the person, pick a role, then grant read, or read and send as it. 4. 04 Write the rules Your own conditions decide what gets labelled and what gets starred, and Files keeps every attachment. What it runs on ## The parts doing the work. Underneath it sit address grants, roles, labels, rules you write yourself, thread notes, and every file that arrived with the mail. Share an address Hand billing@ to the person who does the billing. share with sarah@acme.com SA AL NI have access Scoped visibility One address means one address. Sarah support@ Alex billing@ Nina careers@ read, or read and send as it, with nothing else visible Roles & permissions levels A role says what somebody may do; an address grant says what they may do it to. Sarah support@ Alex billing@ Nina careers@ read, or read and send as it, with nothing else visible Labels Name a label, pick a colour, and filter the list down to it. Invoices Recruiting Newsletters Thread notes Keep a private note attached to a thread. 18 messages → 1 summary Three people agreed the launch slips to the 14th. Ali owns the changelog; Sarah needs copy by Friday. Rules you write yourself Your own conditions, and what should happen to anything that matches them. deals@spammy.io blocked sender anyone@spammy.io blocked domain hr@recruit.co language filter ci@acme.dev your rule → archive Files Every attachment this mailbox holds, in one place you can search, download and clear out. Recipient suggestions The people you already write to, offered as you type. SR AK NM JD PL +1,240 sarahreyes@acme.com In practice ## Every piece, walked through. Six shorter walkthroughs take one address at a time, from the sales follow-up to the handover when somebody leaves. Work a sales inbox Send from a template, see who opened it, and book the call in the thread. RK Rena Kaur 2 Intro call this week? Sent Opened Clicked Booked Hire from one inbox Applications arrive at one shared address, get filed by rule, and are answered from a template. AP Anna Petrova PDF JO Jonas Ortiz PDF Files 2 anna-petrova-cv.pdf 240 KB jonas-ortiz-cv.pdf 188 KB Keep invoices in order Bills land at one address, get filed by rule, and stay searchable by sender or file. from: billing@northwind.io northwind-4821.pdf Invoices Files 12 Give every team an address Make any address on your domain and hand it to the people who answer it. hello@ acme.com SR read and send press@ acme.com AK read \*@acme.com catch-all Hand a mailbox over An address belongs to the workspace, so the person changes and the mail stays put. ops@northroad.com 09:14 kai@paleleaf.io 08:02 hello@ acme.com DI RK read send One address book Everyone works from the same contacts, and your code and agents read the same rows. Shared address book App DW Dana Whitfield 4 threads OB Omar Baptiste 7 threads Everyone Investors Suppliers Questions ## Asked before signing up. Can two people work the same address? Yes. Grant sales@ to each of them, read only or read and send as it. The thread stays in one place instead of becoming a copy in everybody's inbox. Can I assign a thread to one person? No. A thread has no owner field and no assignment queue. You can label it and keep your own note on it, but who picks up which message is still something your team settles between yourselves. What happens when someone who works billing@ leaves? Take them out of the workspace and every address and domain they held is revoked. Grant billing@ to whoever takes over. The threads stay put, and the signature lives on the address, so the sign-off reads the same. Nearby ## Other jobs for the same mailbox. Answer your customers One address on your own domain, worked by the people you grant it to. Rules label and answer mail as it arrives, and everybody reads the same thread. Subject has refund dana@northwind.co Refunds omar@lumen.io Billing Put the whole company Addresses for people and for roles, all on one domain. Each has its own people, keeps the shared sign-off, and stays put when somebody leaves. DNS records Verified MX @ TXT @ ben@ acme.com BW anna@ acme.com AL Take on clients Each client gets a workspace of their own: their domains, their addresses, their people. You switch between them at the top of the sidebar, and nothing crosses over. NR HV PL BC northroad.com hello@ @northroad.com billing@ @northroad.com AB KM 6 filters [All use cases](https://openemail.uk/use-cases.md)