Email (Use Case): Sync several accounts to the same email address

Streamline client communication with shared mailboxes in TaxDome. Sync your team’s accounts to a centralized email, ensuring consistent, professional communication even when team members are unavailable. Easy setup, better organization!

Shared mailboxes, explained

Shared mailboxes are ordinary email addresses to which several team members have access. They allow multiple people from the same department to access correspondence of their scope of work. For example: 

• Processing of client support requests (e.g., support@company.com).
• Sending and receiving information required to onboard new clients (e.g., onboarding@company.com).
• Handling inquiries related to the legal aspects of accounting processes (e.g., legal@company.com).
  

Using shared mailboxes is profitable from different perspectives:

• It allows you to keep all emails in one place and check the quality of client interaction.
• It provides consistency since team members can come and go, but the shared email address stays.
• It's easier to manage client-related emails because someone from the team can respond quicker than those who started the communication. 

In TaxDome, your team members can sync their accounts with one shared mailbox. Just create a new email address (or use the existing one), share its credentials among the team members and ask them to log in to the email provider using them.

Use shared mailbox

Step 1. (Team members) Set email sync

2. Toggle on Allow others to send from my email. This will allow team members to respond on behalf of their colleagues. For example, if Team member 1 is on vacation or sick leave, Team member 2 can continue communication seamlessly. Note that this toggle should be enabled for all team members. 

Step 2. (Firm owner or admin) Set up team access to work with clients

1. Make sure you have given access to the correct client accounts to all involved team members. Otherwise, they will not be able to see client entities in TaxDome. You can give team members access to accounts via bulk actions.  

2. Ensure the email sync toggle is enabled for clients. Otherwise, team members can't send them emails through TaxDome. You can also enable email sync for all clients in bulk to save time.

 That's it! Regardless of whether Team member 1 or Team member 2 sends a message to the client (in our example, Al Pacino), the "From" field will contain the synchronized email ( support@company.com).