Team inbox software is a collaborative tool that lets teams manage and respond to shared communications—like customer support emails, messages, or social media inquiries—from a single inbox. Rather than individuals checking their separate accounts, team inbox software brings these interactions into a centralized workspace where team members can efficiently track, assign, and reply to messages.
Email services like Gmail offer filters and labels to organize personal inboxes, but they struggle with high volumes of support requests. Managing emails in individual accounts becomes complex and inefficient, especially when agents must coordinate or handle urgent issues.
A team inbox tool solves these problems by creating a centralized space where team members can manage emails. This software allows multiple users to view, assign, and track email threads, so every inquiry receives attention and team members stay informed.
This article will discuss 30 of the best team inbox software that enhances collaboration and email workflow.
1. HubSpot Service Hub
HubSpot Service Hub’s conversations tool offers a unified platform for managing and responding to messages from multiple channels. It centralizes customer interactions, including emails, Facebook, and website messages, into a single view. With this tool, users can turn conversations into trackable tickets, making it easier to monitor visitor experiences. By linking a team email address to HubSpot, teams can easily distribute incoming messages among team members. Additionally, the tool supports multiple inboxes, allowing different teams, like sales or customer support, to stay organized and efficient.
2. Helpwise
Helpwise unifies customer interactions in a single platform, enabling teams to manage conversations from channels like live chat, SMS, WhatsApp, social media, and Microsoft Office 365. It offers tools for sorting conversations, tracking performance with in-app analytics, and adding internal notes to foster team collaboration. With Helpwise, teams can respond efficiently and keep communication organized across all channels.
3. Intercom
Intercom combines AI-driven chatbots with ticket management tools to provide proactive assistance to customers. The system lets you set up triggers, rules, and conditions within a unified workspace. With its shared inbox, Intercom uses AI to summarize conversations, auto-complete ticket details, and tailor responses. It centralizes incoming questions from live chat, phone, and social media, routing them directly to a single mailbox where agents can address them efficiently.
4. Freshdesk
Freshdesk provides a single workspace where support teams can organize, address, and prioritize customer inquiries, enabling more specific interactions. The software also includes automation features, such as a knowledge base and custom widgets, allowing customers to quickly find answers on their own. Additionally, Freshdesk has a shared team inbox that helps team members work together to monitor, handle, and follow up on support requests. Teams can assign tickets, rank them by importance, set response times, and reply through any communication channel.
5. Hiver
Hiver is a shared inbox tool built for efficient team collaboration on emails within the familiar Gmail interface. It enables teams to manage shared inboxes, assign emails directly to colleagues, and apply automation rules to organize and prioritize messages. With tagging options, teams can categorize emails under labels like “Urgent” or “Pending” to quickly identify and address different types of messages. Hiver’s collaboration features allow users to share drafts, add notes, and use @mentions to discuss emails internally without leaving Gmail or Outlook.
6. ProProfs Help Desk
ProProfs Help Desk customer support software assists agents in managing user inquiries. It features a shared inbox, enabling teams to work together to resolve tickets. Agents can assign tasks to one another through a unified interface and track each team member’s progress. The software allows agents to share pre-written responses for common support questions and monitor team performance. The ticket management system helps managers and admins organize and assign tickets, ensuring faster resolutions. Tickets can be created from customer chats and new emails.
7. Zoho TeamInbox
Zoho TeamInbox is a tool for managing group emails in one shared workspace. Support teams can use it to handle incoming requests collaboratively. Admins can create team-specific inboxes, allowing agents to assign and track messages, ensuring that everyone knows who is responding to which request. To begin using the platform, employees need to set up a team inbox and will receive a unique email alias. They can then add this alias to the shared inbox and, soon after, start receiving emails directly in their inbox.
8. CommBox
CommBox allows support teams to manage customer interactions across multiple channels from one interface. Its AI bots handle common queries, freeing agents to focus on more complex issues. The platform offers a workspace where agents can quickly route, assign, and reply to messages. The unified inbox lets teams manage all email communication in one place, with the ability to add personal email accounts as additional channels. The dashboard includes features such as conversation threads, signatures, automated responses, routing rules, and status updates.
9. Help Scout
Help Scout is a platform for teams to manage customer support more effectively. It offers a shared inbox where team members can view and respond to customer messages together. The software includes a ticketing system for organizing and tracking conversations, along with reporting tools to monitor key performance metrics such as ticket volume, response time, and resolution status.
10. Kayako
Kayako is a customer service platform that helps teams handle customer requests and support across multiple channels. It combines email, social media, and live chat interactions into one shared inbox for easy management. The platform offers a comprehensive view of a customer’s journey by combining all related communications into one location. Teams can also collaborate with external experts to tackle complex issues. Additionally, Kayako includes customizable workflows with pre-written responses and help articles to keep teams aligned and efficient.
11. Front
Front team inbox software brings emails, apps, and conversations into one place, making it easy to manage multiple channels like email, SMS, Twitter, live chats, phone logs, and social media. The platform offers collaboration tools such as internal comments, shared drafts, canned responses, and discussion threads for team members. It also connects with other apps, including CRMs, project management tools, and knowledge bases. Each message can be assigned to a specific team member for accountability, and the software allows users to manage personal and team emails.
12. Missive
Missive is a team inbox software for email collaboration. It allows users to communicate with teammates, share files, and assign tasks directly within the inbox. The platform includes shared labels to help users organize conversations by project or department, such as customer support or marketing. From the team inbox, users can reply to messages, assign tasks to themselves or colleagues, and transfer messages to the correct team if they are misdirected.
13. Drag
Drag transforms Gmail into a collaborative workspace for teams. It’s a Chrome extension designed to help users manage tasks, assign responsibilities, and track progress within a single interface. Built for Google Workspace users, Drag also works with other Google tools, such as Google Groups and Google Calendar. With Drag, teams can manage shared email accounts, like in one inbox. It also allows collaboration with customers or contractors, even across different domains. Users can create shared workspaces, which can be organized as Google Groups, Shared Inboxes, or customized spaces.
14. Gmelius
Gmelius is a shared inbox tool for Gmail that offers various features, such as internal notes, shared labels, email assignments, and reporting. It also includes project management capabilities with kanban boards, allowing users to create tasks, set due dates, and assign tasks to team members. One standout feature of Gmelius is its Sequences, which lets teams design multi-stage email campaigns directly within Gmail, without needing an extra tool.
15. Groove
Groove provides a user-friendly shared inbox with tools for collaboration, such as assigning conversations, adding internal comments, mentioning team members, and using email templates. It includes AI features to summarize email threads and assist with writing. For teams looking to expand beyond email support, Groove also offers live chat and a knowledge base, which help deliver real-time and self-service support to customers.
16. Helprace
Helprace shared inbox software allows teams to manage support requests, create a self-help resource, and build a community where users can exchange ideas. The software lets you adjust staff roles to set proper permission levels for help desk tasks. It also automates ticket routing, sending requests to the appropriate team based on the sender’s attributes, like user groups or organizations. Additionally, it can automatically assign tickets to team members, either by workload or using a round-robin system.
17. Google Collaborative Inbox
Google Groups Collaborative Inbox helps teams manage emails sent to shared addresses such as info@ or support@. This tool allows multiple users to work together on incoming messages. It offers features like assigning emails to team members, tracking the status of emails, and replying from a single address, making it easier for teams to handle communication collectively.
18. Cerb
Cerb is a web-based platform that helps teams collaborate and automate workflows. It acts as a customizable team inbox, allowing you to link any email account and set up shared mailboxes, workspaces, and calendars. One of Cerb’s notable strengths is its ability to extend functionality through various plugins and connect with third-party APIs. With Cerb, you can automate repetitive tasks by creating bots, track activities with time-logging features, and build community portals and project boards.
19. Emailtopia
Emailtopia manages email workflows and creates shared mailboxes. It offers a system that lets you set rules for routing incoming messages to the right team member. The platform works with various CRM and ERP systems and is fully compatible with Outlook. You can also connect it to Active Directory for a unified login. Emailtopia’s main features include connecting to CRM and ERP systems, automatically routing messages to the correct person, and providing a real-time dashboard to track performance data.
20. HappyFox
HappyFox is a customer support and help desk tool that helps teams manage and collaborate on emails through a shared inbox. The team inbox software combines requests from various inboxes into one main inbox for easier access. Teams can assign tasks by organizing messages into categories and set private notes for internal discussions. Task management is simplified with the ability to add due dates and track ticket progress. The system uses queues to prioritize and organize support requests, ensuring that the team can resolve them efficiently.
21. Salesmate
Salesmate is a complete CRM that offers comprehensive contact management, smart email tools, and a built-in phone for easy calls. It automates tasks like updating contact profiles with ClearBit technology, performing bulk actions for repetitive tasks, and syncing contacts across popular cloud apps. Salesmate also supports multiple currencies and time zones, which helps manage global contacts and products. You can quickly call with a single click, track detailed product information tied to deals, and manage your sales process with a clear pipeline view.
22. Heroic Inbox
Heroic Inbox connects your WordPress site to your email account, allowing you to handle customer support messages from the WordPress admin dashboard. It works well with email clients such as Gmail and Outlook. Although setting up Heroic Inbox may take a bit more effort than some alternatives, its deep WordPress integration makes it a great choice for site owners who prefer managing everything in one place.
23. Gorgias
Gorgias shared inbox software is for customer support teams in eCommerce. It provides standard features along with AI tools that help you automatically respond to customer inquiries and categorize tickets appropriately. By connecting directly to Shopify, Gorgias consolidates all your support channels, ensuring every customer receives attention. You can also process refunds, make updates, or cancel orders directly from the platform, thanks to its Shopify integration.
24. Zendesk
Zendesk’s team inbox is a customer service platform that enables teams to manage interactions from various channels within one interface. It is built to grow and adjust to different needs. The ticketing system gathers customer queries from all support channels. AI tools in Zendesk help identify, categorize, and route tickets and provide summaries. The agent copilot feature supports agents by predicting the next steps and offering suggestions. Reporting tools allow teams to pinpoint areas for improvement and enhance their operations.
25. Gladly
Gladly’s team inbox software lets users create, manage, and access shared inboxes for customer service. Users can view any inbox they are part of in the “Team Inboxes” section and, if they hold an enhanced role like Team Manager or higher, they can access inboxes they are not a member of. They can open conversations within these inboxes to track agent interactions, escalate issues, and assign tasks to other agents. Additionally, inboxes can be set up to organize work based on agent skills, allowing all interactions to be grouped into one inbox if the agents are capable of handling all topics and channels.
26. Kustomer
Kustomer is a CRM platform with a team inbox that centralizes customer interactions. It automatically forwards emails from Gmail to the Kustomer inbox and allows you to connect a custom domain for replies from your company’s email address. You can create up to 50 custom email templates to ensure consistency in design and content, and set default templates for different teams or the entire organization. Kustomer also offers AI agents that deliver fast, human-like support to customers across various communication channels.
27. SharedBox
SharedBox provides a shared inbox and help desk within Slack, allowing teams to work together on email and Twitter accounts without the need for shared passwords. Once signed up, you can link your email accounts to SharedBox and receive a custom email address, which you can use to forward messages directly into your Slack inbox. SharedBox works within Slack, so there’s no need for additional installations. It also offers customizable analytics to track performance and the ability to create and attach custom email signatures to messages.
28. Spike
Spike is a team inbox software that centralizes emails, calls, notes, tasks, and more in one place. It enhances team communication and productivity by simplifying email management. The software allows teams to collaborate assigning emails, tracking their status, and responding collectively. It organizes email threads into a conversational format, making them easier to read and reply to. Additionally, Spike’s built-in AI offers writing assistance, helping teams craft replies, suggest responses, and draft messages quickly.
29. ProtonMail
ProtonMail is a secure email service for teams that prioritize privacy and data protection. It offers several features that support team communication and collaboration. Teams can create email aliases to form shared addresses, adding an extra layer of security. They can also set up groups to send emails to all members at once. A shared calendar allows team members to view each other’s availability and avoid scheduling conflicts. Additionally, ProtonMail ensures that all emails sent and received are encrypted for maximum privacy.
30. Outlook Shared Mailbox
For teams using Microsoft tools, the Outlook shared mailbox provides an easy way to manage shared emails. It allows multiple team members to access a single inbox, read messages, and reply without needing separate logins. While it lacks some advanced features in specialized shared inbox software, it works well with Microsoft 365 apps.
Choosing the right shared inbox for your business requires careful consideration. With numerous options available, you can avoid missing important emails or social media mentions. No matter which platform you choose, using a shared inbox will help you save time and support both customer acquisition and retention efforts.