10 Best Shared Inbox Software and Tools in 2025

Solutions - Shared Inbox Software, Tools

Streamline Collaboration and Communication With The Ultimate Shared Inbox Software

Empower your team’s customer communication with top shared inbox tools. Leverage automation, real-time collaboration, and in-depth analytics for excellence.

Perfect Omnichannel Support

Omni24 seamlessly integrates email, social media, chat, and other channels into one inbox, providing customers with a consistent experience.

Extensive Collaboration Tools

Real-time collaboration features, such as assignments, notes, and team mentions, ensure your team is always on the same page.

Simple Workflow Automation

Automate repetitive tasks like routing, tagging, and follow-ups, freeing up time for more valuable customer interactions.

Detailed Analytics With Precision

Gain insights into team performance, response times, and customer satisfaction, allowing you to continuously improve your support and communication strategies.

Businesses are transitioning to remote work with full force, due to which effective team collaboration is becoming increasingly important. A shared inbox can streamline communication and simplify collaboration.

We’ll explore the best shared inbox tools available for customer communication and team collaboration. From conversation management to task tracking, these collaborative tools will help your team stay organized and efficient. Whether you’re a small startup or a large corporation, a shared inbox can transform the way you work together.

So without further ado, let’s dive into the top shared inbox tools for team collaboration.

1 What is Shared Inbox Software?
2 Comparing Chart for Best Shared Inbox Tools
3 Features Should You Look for in The Shared Inbox Software
4 10 Best Shared Inbox Software and Platforms for Team Collaboration
5 How to Select the Best Shared Inbox Solution for Your Business?
6 Key Benefits of Shared Inbox Tools
7 Shared Inbox Software Solution by Team
8 Try Omni24’s Team Inbox Software for Outstanding Customer Service
9 Scale Your Conversations with Omni24’s Digital Customer Experience Platform
10 FAQs about Shared Inbox Tools for Team Collaboration

What is Shared Inbox Software?

A shared inbox software is a business communication tool for teams to access and manage shared emails collaboratively. Team members can access the shared inbox from their individual accounts, and work on incoming emails by assigning them, responding or changing their status. A comprehensive guide to shared inbox lets you learn more about the other collaborative features such as internal notes, assignments, automated workflows and shared drafts.

When designed specifically for teams, shared inboxes can be an effective tool for streamlining internal collaboration. Companies can create shared inboxes for specific email addresses, and invite relevant team members to manage them together. Think of Google Workspace for your own business.

Key objectives:

Improved collaboration: Team members can work together seamlessly on customer inquiries, ensuring no message is overlooked and building a collaborative work environment.
Enhanced accountability: With clear visibility into who is handling which messages, teams can hold each other accountable for timely responses and follow-ups.
Streamlined communication: A shared inbox consolidates all incoming messages into one accessible location, reducing the chaos of managing multiple individual accounts.

Comparing Chart for Best Shared Inbox Tools

Shared inbox software helps teams to collaborate, communicate, and stay organized. With so many options available on the market, it can be overwhelming to choose the best shared inbox software for your team. To help make the decision easier, here is a comparison chart for some of the best shared inbox software currently available:

Software	Key Features	Price	Trial
Omni24	• Multi-channel support • Automated workflows • Team collaboration tools • Analytics dashboard • Customizable templates	Starting at $34/user/month	14-day free trial
Veemo Support	• Unified inbox • Ticket management • Knowledge base • Customer portal • SLA management	Starting at $19/user/month	14-day free trial
Kayako	• Omnichannel support • Automated ticket routing • Self-service options	$30/agent/month	14-day free trial
HelpMonk	• Shared inbox • Task management • Canned responses • Time tracking	$15/user/month	14-day free trial
Missive App	• Collaborative email • Chat integration • Task assignment • Rules and automation	$14/user/month	14-day free trial
Gmelius	• Gmail integration • Kanban boards • Email tracking • Shared labels and notes	$12/user/month	14-day free trial
HelpScout	• Shared inbox • Knowledge base • Live chat • Customer profiles	$20/user/month	15-day free trial
HiverHQ	• Ticket management • Automation rules • Reporting • Customer satisfaction surveys	$13/agent/month	14-day free trial
Mojo Helpdesk	• Ticket management • Automation rules • Reporting • Customer satisfaction surveys	$13/agent/month	14-day free trial
Zendesk	• Omnichannel support • AI-powered answers • Advanced analytics • Community forums	$49/agent/month	14-day free trial

Features Should You Look for in The Shared Inbox Software

When it comes to selecting the right shared inbox software for your business, making an informed choice is crucial.
Whether you’re seeking to optimize internal team communication or provide top-notch customer service, understanding these feature considerations will empower you to choose the ideal shared inbox solution tailored to your needs.
To ensure you make the best decision for your organization, it’s essential to know what features to prioritize. Here, we’ve provided you with valuable tips and insights on the key features you should look for when evaluating shared inbox software.

1. Omnichannel Support

A right shared team inbox tool supports multiple channels such as email, chat, social media, and messaging apps to ensure that customers can reach out to the team. Thus, improving customer satisfaction by providing a consistent experience across all channels.

2. Collaboration Tools

Here multiple team members can access, view, and respond to messages in real-time. A shared team inbox ensures that everyone is aware of the current status of a customer inquiry or request, and can assist in addressing it promptly.

3. Workflow Automation and Routing

You get the ability to automate repetitive tasks such as assignment, routing, and follow-up actions. It helps to improve efficiency and reduce the workload on the team. You will also handle customer inquiries in a timely manner.

4. Team Metrics and Analytics

A shared team inbox provides detailed metrics and analytics on team performance, such as response time, resolution time, customer satisfaction rate, etc. It allows teams to track their performance over time and identify areas for improvement.

5. Security

Robust security features such as encryption, access controls, and audit trails protect your sensitive customer data. It also ensures compliance with relevant regulations. Manage user permissions with precision, ensuring that only authorized personnel can access sensitive information within the shared inbox environment.

6. Integration with Other Tools

A shared team inbox should integrate with other tools that teams use such as CRM, Ecommerce or customer data platforms to have a single source of truth. Hence, your team will provide a more efficient and effective customer service.

10 Best Shared Inbox Software and Platforms for Team Collaboration

Shared inbox tools have emerged as indispensable assets for every business, offering teams a centralized platform to manage emails, messages and inquiries efficiently.

Whether you’re a small startup looking to streamline customer support or a large enterprise aiming to enhance internal collaboration, choosing the right shared inbox tool can make all the difference.

Let’s explore some of the best shared inbox tools available, each designed to empower teams and elevate customer communication to new heights.

1. Omni24

Best shared inbox tool for efficient unified inbox features

Omni24 is the best shared inbox tool that helps businesses manage their customer communication through various channels like email, WhatsApp, social media platforms, etc, all in a single unified inbox. With Omni24, businesses can streamline their communication channels, collaborate effectively with their team and provide better customer support.

Key features:

Unified inbox: Omni24 provides a single inbox to manage various communication channels, making it easier for businesses to keep track of all their customer interactions in one place.
Collaboration tools: Features like how to access notes, routing rules, and assignments enable teams to collaborate seamlessly, ensuring that everyone is on the same page.
Automation: The automation feature allows businesses to automate repetitive tasks and streamline their workflow. It saves them time and boosts efficiency.
Customizable templates: Omni24 offers customizable templates for quick and personalized responses, making it easier to provide prompt along with efficient customer support.
Analytics: In-built analytics helps businesses track and measure their support efforts while improving their customer experience (CX).

Pricing: Omni24’s pricing plans start at $29 per user per month for the Standard Plan, which includes essential features like unlimited inbox channels, shared team inbox, and automation. For more advanced features like API access and advanced analytics, businesses can opt for the Ultimate plan or custom pricing plans are also available for businesses with specific requirements.

Pricing: The pricing starts from $34/month. Omni24 also offers a 14-day free trial for businesses to explore its features before making a commitment. Check out their pricing for more detailed comparison.

2. Veemo Support

The top shared inbox software to enhance conversions

Veemo Support is a leading shared inbox tool that streamlines customer communication across multiple channels, including social media, email, chat and SMS. With a user-friendly interface and advanced automation features, Veemo Support helps businesses of all sizes improve response times, reduce customer churn, as well as enhance customer satisfaction.

Key features:

Omnichannel support: Veemo Support enables businesses to receive and respond to messages from customers across multiple channels, including email, social media, chat, as well as SMS, all in one central inbox.
Automation: The automation features allow you to set up rules for auto-assignment, auto-reply, and auto-follow up to save time while ensuring timely responses.
Collaboration: Veemo Support allows multiple team members to collaborate on a single conversation, ensuring that customers receive accurate information and quick resolutions.
Customization: You get a range of customization options, including branding, canned responses, and personalized signatures to increase brand identity with consistency.
Analytics: Veemo Support offers actionable insights through detailed analytics and reporting, allowing businesses to measure performance while optimizing communication.

Pricing: Veemo offers prices starting from $34/user/month, $79/user/month, $149/user/month to custom prices depending on your requirements. Try its 14-day free trial along and check its pricing plans to find what suits your business best!

3. Kayako

The top shared inbox tool to elevate omnichannel lead conversions

Kayako is a shared inbox tool for businesses to manage customer conversations across multiple channels in one place. It also offers reporting and analytics features to help businesses improve their customer service/support.

Key features: Access all customer conversations from email, chat, social media, and more in one shared inbox with your team. Set up custom rules and workflows to automate repetitive tasks as well as improve productivity. Track your team’s performance with real-time dashboards and reports.

Pricing: Kayako offers three pricing plans, starting at $15/user/month for the Basic plan, which includes email support and a shared inbox. The Growth as well as Scale plans, starting at $30/user/month and $60/user/month respectively, offer additional features such as live chat and custom branding. A free trial is available for all plans.

4. HelpMonk

The great mailbox tool that makes your customer communication simple

HelpMonk allows teams to handle all of their customer communication in one place. It enables teams to manage multiple email accounts and chat channels seamlessly, ensuring that no customer query goes unanswered. With features like team collaboration and automated workflows, HelpMonk streamlines customer support as well as enhances team productivity.

Key features: HelpMonk lets you manage all your email accounts from one place. Collaborate with your team members and work together to resolve customer issues. Set up custom automation rules to automate the handling of relevant customer queries.

Pricing: HelpMonk offers a range of pricing tiers, starting from $32/month for up to 3 users. The higher tiers offer additional features, including team and customer insights, custom branding, along with API access. A free trial is also available for 14 days, giving businesses the chance to try out the features before making a commitment.

5. Missive App

A top team inbox tool for real-time employee collaboration

Missive App enables teams to collaborate on emails and other messaging platforms in real time. It allows multiple users to access as well as respond to the same conversations, streamlining communication and productivity.

Key features: Manage multiple accounts while communicating on all channels in one place. Teams can work together on the same conversations, assign tasks and share comments in real time. You can automate repetitive tasks like follow-ups and reminders, saving you time while increasing efficiency.

Pricing: Missive App offers a 14-day free trial, after which it offers two pricing plans – Standard and Pro. The Standard plan starts at $9/month/user and offers basic features. The Pro plan starts at $20/month/user and offers advanced features like detailed analytics as well as integrations with other tools.

6. Gmelius

An excellent shared inbox tool that transforms customer support helpdesk

Gmelius is a top shared inbox tool that helps teams collaborate efficiently by turning their inboxes into a shared workspace. With features such as team email management, email templates, and workflow automation, Gmelius can streamline your team’s communication while boosting productivity.

Key features: Pre-built email templates enable users to save time responding to repetitive emails and improve consistency across communication. It also provides automation tools that let you automate repetitive tasks and create custom workflows to increase efficiency.

Pricing: Gmelius offers three pricing plans, starting from a free plan that includes basic features for up to 5 users. The paid plans start from $9 per user per month, offering more advanced features tailored to the needs of larger teams or businesses.

7. HelpScout

A great shared inbox software tool for every small business

HelpScout is a shared inbox tool designed to streamline customer support communication. With its simple and efficient interface, businesses can manage email conversations, chat, along with social media messages all in one place.

Key features: Assign conversations to team members, add private notes, and collaborate on responses in real time. Automate repetitive tasks such as tagging, assigning, and closing conversations to increase efficiency. Gain insights into team performance along with customer behavior through detailed reports and analytics.

Pricing: HelpScout offers a variety of pricing plans starting at $20 per month for up to three users. Custom pricing is also available for businesses with larger teams and additional features needed. A free 15-day trial is also available for those wanting to try before committing to a subscription.

8. HiverHQ

A top shared inbox tool that transforms Gmail into a team powerhouse

Hiver is a shared inbox tool designed for teams that use Gmail. It helps teams collaborate, streamline communication, and manage email efficiently. With HiverHQ, users can assign emails to team members, track progress, and collaborate within the inbox itself.

Key features: Real-time collaboration with team members that makes it easier for task delegation, avoiding duplication and keeping everyone in the loop. Users can assign emails to specific team members, making it easier to organize and prioritize tasks. Team members here can share labels, which helps keep email organized and easy to find.

Pricing: HiverHQ offers pricing plans starting at $14/month for the Basic plan. The Plus plan is $22/month, and the Premium plan is $34/month. These plans include features such as email assignment, collaboration tools, shared labels, and more. HiverHQ also offers a free trial so users can try before they buy.

9. Mojo Helpdesk

The best shared inbox software tool for managing efficient ticketing

Mojo Helpdesk is a shared inbox tool that allows teams to manage support tickets and emails in one place. It offers features such as automated workflows, customizable forms and integrations with popular applications like Slack as well as Zapier.

Key features: Allows for the creation of customizable workflows to automate processes and increase efficiency. Provides customizable forms that can be tailored to fit the needs of the business and its customers. Integrates with popular applications like Slack and Zapier to increase productivity while streamlining the processes.

Pricing: Mojo Helpdesk offers a free trial for 14 days, after which users can choose between two plans: the Basic ($24/month) and Plus ($49/month) plans. Both plans include email integration and knowledge base support, but the Plus plan includes additional features such as custom branding and custom ticket statuses.

10. Zendesk

The Best Tool To Elevate Your Customer Support

Zendesk is a popular shared inbox tool used by businesses to manage customer support emails and inquiries from multiple platforms in one place. It offers a range of features to help streamline workflow, improve collaboration, as well as enhance customer experiences.

Key features: Users create automation rules and macros to streamline repetitive tasks while reducing response times. It offers detailed reporting and analytics features that help businesses track customer satisfaction, team productivity as well as identify areas for improvement.

Pricing: Zendesk offers various pricing plans starting from $5 per agent per month for the Essential plan which includes basic features like an email ticketing system and knowledge base.

How to Select the Best Shared Inbox Solution for Your Business?

Remote workspaces are becoming increasingly common. Businesses now require a streamlined communication process to ensure they remain connected with their customers and clients. With an array of shared inbox tools available, it can be challenging to identify which one is best suited for your business needs. We have identified the key criteria to help you select the best shared inbox tool.

Selecting the Best Shared Inbox Tool for Business

1. Identify Your Business Needs and Requirements

Before selecting a shared inbox tool, it is necessary to establish your business’s needs and requirements. How big is your team, and what channels do they use to communicate? Determine the channels that you need to connect to your shared inbox to manage emails, messages, and social media platforms.

2. Evaluate the Features

Shared inbox tools come with various features that aim to optimize communication processes. You need to evaluate these features and determine which ones are best suited for your business. Some shared inbox tools offer features such as tagging, canned responses, collaboration tools, and analytics, among others. Choose a tool that aligns with your business goals and objectives.

3. Consider User Experience and Ease of Use

User experience and usability play a crucial role in selecting the best-shared inbox tool. Select an email management software tool that is easy to navigate and use, one that will not disrupt your team’s productivity. Ensure that the tool is user-friendly as well as accessible on different devices such as desktops, mobile phones and tablets.

4. Security and Privacy Regulations

Selecting a shared inbox tool that is secure and compliant with privacy regulations is essential. Ensure that the tool you choose provides encrypted communication and data protection. Additionally, check whether the tool complies with data privacy regulations such as GDPR and CCPA.

5. Integration with Other Tools

A shared inbox tool should integrate seamlessly with other software tools that your business uses. Check for integration capabilities with tools such as Customer Relationship Management (CRM), Enterprise Resource Planning (ERP) and digital signature software.

6. Customer Support

Consider the customer support offered by the shared inbox tool provider. Select a tool that provides comprehensive support, including a knowledge base, email support and chat support. You need a tool that ensures smooth functionality and any issues that may arise can be resolved promptly.

7. Shared Inbox Specific Features

If you’re going to invest time and resources into upgrading to a shared inbox tool, it’s useful to consider which features might be crucial for your team. The most useful shared inbox features include:

Assigning & resolving emails
Internal team chat
Collision detection
Automated rules
Round Robin functionality
SLA reminders
Canned responses
Insights & analytics
Shared labels
Filters for individual productivity
Team chat & 1-2-1 messaging

Key Benefits of Shared Inbox Tools

A shared inbox tool for teams allows multiple users to manage the same group of email accounts. Let’s learn more about the tools key benefits and how it improves your business.

Here are some key benefits of using a shared inbox tool:

Centralized Communication
A shared inbox acts as a single point of contact for all incoming emails, messages, and customer inquiries. This ensures that no communication falls through the cracks, and all team members have access to the same information, building better accountability.
Improved Response Times
With a shared mailbox software, multiple team members can view and respond to incoming messages simultaneously. With faster response times, the workload gets evenly distributed amongst the team members to ensure that customers receive prompt assistance.
Seamless Handoffs and Continuity
When team members need to collaborate on a specific customer issue or hand off a conversation, a shared inbox provides a clear trail of all previous interactions. It ensures seamless handoffs, continuity in communication, and a consistent customer experience.
Organized and Efficient Workflow
Shared inbox software for teams often come with advanced features like message assignments, collision alerts, notes, and internal commenting. These tools help teams organize their workflow, prioritize tasks, as well as ensure that nothing slips through the cracks.
Performance Tracking and Analytics
Many shared inbox tools offer built-in analytics and reporting capabilities, allowing teams to track key performance metrics, such as response times, agent productivity, and customer satisfaction levels. The data can be used to identify areas for improvement and optimize team performance.
Integration with Other Tools
Shared inbox solutions frequently integrate with other business tools, such as CRM systems, project management platforms, social media messaging, and helpdesk software. The integration streamlines workflows, eliminates the need for manual data entry, and provides teams with a comprehensive view of customer interactions.

Shared Inbox Software Solution by Team

Shared inboxes offer a cost-effective solution for managing multiple communication channels. They are convenient, efficient and ideal for businesses of all sizes. explore some of the areas for shared inboxes and how they can benefit various business solutions:

Customer support
Shared inboxes can be used to manage customer support inquiries and requests, such as those sent to an email address like support@company.com. Team members can work on tickets directly from their inbox, and use analytics to track metrics such as response time, resolution time, along with customer satisfaction rate.
Sales
Shared inboxes can also be used to manage leads and sales opportunities, such as those sent to an email address like sales@company.com. Team members can access customer information, purchase history and previous interactions through the integration with CRM tools, track the progress of leads as well as opportunities through different pipelines.
Project management
Teams can create a shared inbox to collaborate on tasks, share relevant files as well as documents, and keep abreast of project updates. The approach to project management helps teams stay organized and ensures that everyone is on the same page.
Marketing communication
Shared inboxes can be used to manage social media channels such as Twitter, Facebook, and Instagram. Marketing teams will easily assign tasks and monitor social media activity, ensuring that nothing slips through the cracks.
Customer success
Manage regular conversations with existing customers with multiple team members in a timely manner, ensuring that no customer request goes unanswered.
Product
Collect and manage customer feedback as well as suggestions. By having a central location for this feedback, the team can easily prioritize and incorporate customer input into their product development process.
Recruitment
Shared inboxes can be used to manage job applications and recruitment processes, such as those sent to an email address like hr@company.com. Team members can receive CV applications, manage different recruiting pipelines, and track the progress of job candidates.
IT Support
IT teams commonly use shared inboxes to manage technical support requests. In a shared inbox, IT support members can collaborate on troubleshooting issues, and other issues affecting different departments can be prioritized as well as resolved quickly.

Try Omni24’s Team Inbox Software for Outstanding Customer Service

Shared inboxes are a great choice for omnichannel customer service because they allow multiple team members to access and respond to customer inquiries from a single, unified inbox. Omni24 makes it easy for teams to collaborate and share information, which helps improve response times along with customer satisfaction.

You can also include features like automated routing, tagging, and prioritization, which streamlines the process of managing customer inquiries. It ensures that each customer receives the right level of attention and support.

Scale Your Conversations with Omni24’s Digital Customer Experience Platform

Omni24’s DCX platform harnesses automation and AI to deliver unified customer experiences across digital channels, while keeping human touch.

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FAQs about Shared Inbox Tools for Team Collaboration

1. How does a shared inbox tool work?

When using a shared inbox tool, all incoming emails are directed to a central inbox where team members can view and interact with them. Users can assign emails to specific team members, add notes or internal comments, and track the progress of each email. It eliminates the need for forwarding or CCing emails and ensures that everyone is on the same page.

2. How can a shared inbox tool benefit customer support teams?

For customer support teams, a shared inbox tool is a game-changer. It enables seamless collaboration, allowing team members to assist each other, share information, and maintain continuity in customer interactions. With shared visibility of conversations, team members can avoid duplication, resolve issues faster, and provide a superior customer experience.

3. Are shared inbox tools suitable for remote teams?

Absolutely! Shared inbox tools are designed to facilitate remote collaboration. With team members spread across different locations or time zones, a shared inbox ensures that everyone stays updated on customer queries and can contribute regardless of their physical location. It promotes transparency, eliminates communication gaps, and maximizes productivity within remote teams.

4. Can shared inbox tools be used by different types of teams?

Yes, shared inbox tools are not limited to specific industries or team sizes. They can be used by teams of all types, including customer support teams, sales teams, marketing teams, and even small businesses or startups. Any team that deals with a high volume of emails and requires collaboration can benefit from using a shared inbox tool.

5. Is shared inbox software secure?

The security of shared inbox software depends on the specific provider you choose. It’s important to select a reputable and trusted provider that offers data encryption, multi-factor authentication, as well as regular security updates. Consider implementing strong user access controls and educating your team about best security practices.

6. Can shared inbox software integrate with other tools?

Yes, most shared inbox software solutions integrate with other productivity and collaboration tools, such as project management platforms, CRM systems, as well as team messaging apps. The integrations allow for seamless information sharing and enhanced productivity across different tools.

10 Best Shared Inbox Software and Tools for Team Collaboration

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