Top Shared Mailbox Software Apps for Teams

Are you tired of forwarding email threads, finding lost messages, and complicated email chains? A shared mailbox might be a solution for you.

Having a shared mailbox is a great way for your company’s teams to monitor and send emails from a centralized email address. A shared mailbox essentially works in the same way as your normal email account, but is managed by several people in your organization. This will alleviate some pain when it comes to client communications as well as offers transparency between team members. If your team is thinking about transitioning to a shared mailbox, here is a list of the top apps you can choose from.


Threads is an intelligent message hub that captures, complies and organizes all of your business communications into one platform – that includes both emails and, if required, VoIP phone calls. If you want something that you can just plug and play into your existing system, Threads is probably the best choice for you.

Threads can ingest your emails from your parent message server, so you may use whatever mail client software you choose like Outlook, Gmail, or even Apple Mail. Your digital messages will be stored privately and securely in one Cloud database that you can search via one simple screen.

If your business has a CRM, Threads can be synced with almost any existing software. You have the opportunity to save time and make more informed decisions when you use an app, like Threads,  that works seamlessly with your existing mailbox.


Helpmonks is a shared inbox solution that empowers your team to collaborate on email conversations. With Helpmonks all your shared mailboxes are available in a central location, so your organization gains transparency and insight into your email communications.

You can even assign emails to team members to know who will reply. This ensures your customer’s questions are not ignored and you can hold someone accountable if something goes wrong. Helpmonks also keeps all your team’s emails archives and searchable so you can say adios to the endless amount of time you’ve spent trying to find that one email thread.


Kayako offers a frustration-free collaborative mailbox that allows you to do more with less effort. With Kayako you are able to gain a better understanding of conversation volume and key metrics like customer satisfaction with a special insight tool.

You have the opportunity to streamline conversations, notes, and customer context in one place and eliminate miscommunication. This will ultimately increase productivity by introducing ownership and more proactive handling of inbound emails to your team’s workflow.


With ClientFlow’s shared mailbox service, you will be able to manage both internal and client communication with ease and efficiency like never before. Communicate and coordinate with other team members through internals notes that are only visible to your team.

You don’t have to flood other members’ inboxes with repetitive follow up emails. Simply add comments and notes for them to see. You can assign emails to either yourself or a team member to ensure that workload is shared effectively and ownership is clearly assigned.


Hiver is solving the fundamental problems with email that lead to email clutter and overload, without taking anything away from email’s simplicity and speed. They are building tools that make sure information and knowledge don’t stay trapped inside inboxes.

Hiver is able to turn emails into actionable tasks by eliminating the forwarding of emails to someone. This is a recipe for confusion and that is not what you want. It is important to note that Hiver only works with Gmail accounts.