A central mailbox such as info@ or support@ usually needs to be accessible to several employees at the same time, without every person automatically getting full access to all emails. If such a mailbox is managed only through a single shared account, there is often no way to grade access according to need. 1Tool solves this with mail groups that bundle email accounts and make them jointly accessible to several employees, with finely tuned access rights for each individual person.
Bundling email accounts into mail groups
In 1Tool, individual email accounts can be combined into mail groups. Such a group can, for example, represent a central info@ or support@ mailbox that an entire team accesses together. Instead of each employee setting up their own mailbox for the same address or forwarding emails manually, the whole team works in the same place with the same messages.
Access rights per employee and mail group
For each individual employee, you can define granularly whether they have read-only access to a particular mail group or write access as well, meaning they can, for example, reply to or edit emails. These rights are assigned per mail group, so a person can have read access in one group and write access in another, depending on the task they actually perform.
Control without restricting the team
This model combines two requirements that often contradict each other: a team should be able to work together on a central mailbox, while not every person should automatically have full control over all incoming and outgoing emails. New team members or temporary staff, for example, can initially be given read access, while experienced employees can also work with write access. This creates transparency within the team without giving up control over sensitive communication.
Frequently asked questions
Can several employees share the same mailbox, such as info@?
Yes, email accounts can be bundled into mail groups in 1Tool that several employees can access together.
Does every employee automatically get full access to a mail group?
No, for each employee you can define individually whether they have read-only or also write access to a particular mail group.
Can an employee have different rights in different mail groups?
Yes, access rights are defined per mail group and per employee.
Who on your team currently has full access to your central support mailbox — and should everyone really have it?