How to set up Unibox for teams

View shared mailboxes

Unibox is our built-in email client for managing communications in your multichannel campaigns.

You can add and sync multiple accounts your team uses for outreach in Snov.io, or any other external mailboxes. This allows team members to read responses and reply to leads directly from their Snov.io account. Team leads can also stay updated on the ongoing communications team members are having with leads.

In the Unibox settings, choose mailbox status (private or shared) and a syncing period.

Email visibility

Choose whether the mailbox and its emails will be visible to other team members.

• Shared: This mailbox and its emails will be visible to other team members.
• Private: Only the account owner can view synced emails. Other members will not be able to see a private mailbox, except for the team leader. Team leaders can still view member mailboxes, even if they are set to private.

Team members can change the visibility of their synced accounts anytime. However, only the account owner has access to these settings.

Sync history

This means how far back the email history will sync to Snov.io. You can choose a period from 3 days to 6 months.

Step 2. Adjust team settings

To complete the Unibox setup, it is necessary to adjust the Team settings.

When a new member joins a team, their permission is “View own records” by default. 

For team leads: To ensure members see the shared mailboxes, adjust the level of access in the Team settings.

For team members: If you don’t have the required permission, ask your team lead to update it. Their email is displayed at the top on the My Team page.

Member permissions are managed by the team lead. Only team members with the proper access can view shared mailboxes, prospect lists and campaigns.

View team records — means members will see all mailboxes with a shared visibility

Only own records — means the member will see only their own synced mailboxes

Step 3. View shared mailboxes

Go to Unibox page to view all connected mailboxes.

Access to mailboxes in Unibox depends on the team member's role.

Only the mailbox owner can add or remove it from Unibox and manage their emails. Shared access lets other members view emails but can’t change settings, send emails or reply from someone else’s account.

What team leader can do in Unibox:

• Manage their own mailboxes and view all team members' mailboxes, including those set to Private
• Pause sync for their connected mailboxes and clear all synced emails
• View email threads of all team members
• Send new messages from any of their connected mailboxes
• Reply to prospects who sent an email to one of their mailboxes

What team members can do in Unibox:

• Manage their own mailboxes and view other members' mailboxes only if set to Shared
• Pause sync for their connected mailboxes and clear all synced emails
• View their own email threads and those of other members if the mailbox is set to Shared
• Send new messages from any of their connected mailboxes
• Reply to prospects who sent an email to one of their mailboxes

Important: When you view a team member’s mailbox and open their messages, mark them as unread so they don’t miss it.

After the initial syncing is complete, all new emails (sent and received) will be updated in real time. Unibox syncs all emails, not just those sent through Snov.io. The Inbox and Sent folders show the same messages as the corresponding folders in your mailbox.

The message status (read or unread) also syncs, so if you open a message in Unibox, it will be marked as read in the actual mailbox as well.

When we detect a conversation with a prospect from your Snov.io list, we group it into a single email thread and label it with the prospect’s name.

To view only email threads with Snov.io prospects, select the Leads only option at the top.

If multiple team members have communicated with the same prospect, each member will only see their own emails in the thread. To view emails sent by other members, check their mailbox. You can use the Search messages option at the top to find the conversation by prospect name.

To filter threads in Unibox by a team member, select their name from the dropdown menu at the top left.

This will show their messages from all synced accounts and all their Snov.io campaigns. Use the filters at the top to choose a specific account or campaign from which to see messages.

Note: All team members, including the team leader, can only reply to their own prospects. If a prospect belongs to another member, you can view the communication but cannot reply. If you open a message in another team member’s inbox, don’t forget to Mark it as unread.

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