Shared Mailbox
Access shared inboxes alongside your personal account, and understand email visibility.
Personal mailbox
Each Aggrandize user connects one personal email account to the CRM. Pick the address you use most for client communication. Connecting multiple personal mailboxes per user is on the roadmap; for now, choose the one that gives you the most CRM value.
Shared mailboxes
If your team uses a shared inbox like sales@yourcompany.com or support@yourcompany.com, the Shared Mailbox feature lets a delegated user access that mailbox from inside the CRM — without giving up their personal account.
The mailbox owner (typically an Owner or Admin) grants access to specific team members from Settings → Shared Mailbox Access. From the email page, those team members then see an extra mailbox selector at the top of the sidebar — pick the personal mailbox or any shared mailbox you have access to:
Personal
Shared mailboxes
Switching to a shared mailbox shows that mailbox's folders, threads, and contacts. Composing and replying from a shared mailbox sends from that address.
Re: Riverpoint Tower — Phase 2 budget review
Hi team,
Quick note on the change-order — we should be able to lock in the steel pricing before the end of the month if we can confirm tonnage by Friday. I've attached the latest cost summary from the fabricator.
Phase 2 base bid is unchanged; the optional canopy alt is on a separate sheet pending the city's response on the parking deck variance.
— Devon Walsh
Principal, Northwind Architects
Shared Mailbox Access is a paid feature on the Advanced and Enterprise plans. See Plans & Pricing.
A delegation needs a connected mailbox behind it
Granting access is only half of the picture. A delegation gives someone permission to read a mailbox — but that mailbox has to be connected to Aggrandize by its owner before there is anything to read.
If you grant access to a teammate who has signed in but never connected their email, the delegation saves and looks normal, yet nothing appears for the person you granted it to. This is the single most common source of "why can't I see their mail?", so the page now tells you directly rather than leaving you to work it out — see Checking who has connected below.
Granting Shared Mailbox Access (Owner & Admin)
Owners and Admins manage delegations from Settings → Shared Mailbox Access. This is where you authorize specific team members to view a specific mailbox. Members don't see this card in their Settings page at all — only Owners and Admins reach this screen.
1. Open the Shared Mailbox Access settings. The first time, the page shows an empty state with a single Grant Access action in the top-right:
Shared Mailbox Access
Grant team members access to shared email accounts
Active Delegations (0)
No shared mailbox access configured
Use "Grant Access" to allow team members to view shared mailboxes.
If a non-Owner / non-Admin reaches the URL directly, they see a permissions block instead of the page:
Shared Mailbox Access
2. Click Grant Access. A dialog asks you to pick two members:
- This user… — the team member you want to grant access to
- Can access the mailbox of… — the member whose mailbox is shared (typically the licensed mailbox tied to a shared address like
rfp@orsupport@)
Grant Mailbox Access
Allow a team member to view another member's email mailbox.
If the person whose mailbox you picked hasn't connected one yet, the dialog says so before you save:
Grant Mailbox Access
Allow a team member to view another member's email mailbox.
This is a warning, not a block — granting ahead of the connection is fine, and access begins the moment they connect.
Click Grant Access to save. Both members must already be in the organization. A user cannot be granted access to their own mailbox.
3. The delegation appears in the Active Delegations list. Each row reads "Actor → Target mailbox," with the granted date and a hover-to-reveal Revoke icon. You can add as many delegations as you need.
Any delegation that isn't actually granting access is flagged in place, and the heading counts how many are live — so the number you see here matches what your team (and the assistant) can really open:
Shared Mailbox Access
Grant team members access to shared email accounts
Active Delegations (3 — 2 live)
A row is also flagged when the person who was given access has since left the organization — that delegation is inactive too, and the badge sits beside the name it refers to.
Checking who has connected
Below the delegations, Team Mailbox Connections lists everyone in the organization and whether they have finished connecting a mailbox, along with the sync status and when it last synced:
Team Mailbox Connections (2/3 connected)
A delegation only grants access once its owner has connected their mailbox.
Use it to answer two questions at a glance: who still needs to connect, and is a connected mailbox actually syncing. If a delegation isn't working, this is the first place to look.
To remove a delegation, click the X at the end of its row and confirm. The actor immediately loses access to that mailbox the next time they refresh; their personal mailbox is unaffected.
Notes for Owners and Admins
- Each shared mailbox is itself a licensed email account. You connect it the same way as your personal mailbox (via Microsoft 365 OAuth), then delegate access to the team members who need to see it.
- Privacy still applies. A delegation only grants visibility into the specified mailbox; it does not grant access to the target user's other CRM data.
- Audit-friendly. Each delegation records who granted it, when, and to whom. Revoking is immediate and one-click.
Email visibility and permissions
Aggrandize uses a privacy-first model for email. Your emails are visible only to you unless you choose to share them.
Default privacy
- Your synced emails are private by default
- No one else in your organization can see your inbox, folders, or email content
- This applies to all emails, whether read or unread
- The same rule applies to shared mailboxes — only delegated users see them
When emails become visible to others
Emails become visible to teammates in two situations:
- You link an email to a shared deal — teammates who have access to that deal can see the linked email thread
- You link an email to a shared company — teammates who have access to that company can see the linked email thread
In both cases, you are explicitly choosing to share. Nothing is shared automatically.
What teammates can see
When you link an email to a deal or company:
- Teammates see the full email thread (all messages in the conversation)
- They can see the sender, recipients, subject, date, and body
- They cannot see your other emails that aren't linked
Who can manage email
| Permission | Owner | Admin | Member |
|---|---|---|---|
| Connect own email | Yes | Yes | Yes |
| View own emails | Yes | Yes | Yes |
| Link emails to deals | Yes | Yes | Yes |
| See linked emails on deals they can access | Yes | Yes | Yes |
| See another member's unlinked emails | No | No | No |
| Grant Shared Mailbox Access to other members | Yes | Yes | No |
Configuring your mailbox
Settings for your personal and shared mailboxes — signature, Outlook category sync, account info, manual sync, and disconnect — live on the dedicated Email Settings page. Settings always apply to whichever mailbox is currently active in the email sidebar dropdown.