A shared mailbox with one person in it is not worth much. Inviting the colleagues who answer with you takes a minute, and everyone keeps their own access: no password gets passed around.
That last part is the point of inviting rather than handing out credentials. What a circulating password actually costs a team is set out in how to share a team mailbox without sharing the password.
Where to invite from
In the mailbox settings, “Members” tab. On a computer, the way in is the mailbox switcher at the top of the left menu, then “Settings for this mailbox”: that entry is only shown to owners. On a phone, it is under “More”, in the “Settings” section, which everyone sees.
The tab holds three things: the “Invite by email” form, the members table, and the pending invitations table.
Only an owner can invite. A member who opens the tab does see the list of people in the mailbox, but the form is closed to them and Trupeo shows “Only a mailbox owner can change this setting.”
Enter the address, click “Invite”. Trupeo confirms with “Invitation sent.”
What the invited person gets
An email inviting them to join your shared mailbox, with a button that takes them to Trupeo. That email is written in French today, whatever language you use in the app, so warn an English-speaking teammate: the button to click reads “Rejoindre la boîte”.
From there they create their own Trupeo access if they do not have one yet, then they are added to the mailbox and land straight on the “To sort” view.
Two things are worth knowing before you send:
- The address has to match. The invitation is only accepted by an account whose email address is exactly the one you invited. If your colleague creates their access with a different address, the invitation is refused. Invite the address they will actually use.
- An invitation lasts fourteen days. After that, the pending invitations table marks it “Expired”. “Resend” starts another fourteen days with a fresh link, “Cancel” removes it.
Until it is accepted, the line stays under “Pending invitations” with the status “Pending”. Once accepted, it moves to the members table.
The two roles
Trupeo has two roles and no more: Owner and Member. The members table shows each person’s role next to the date they joined.
Everyone arrives as a Member, including people invited by an owner. The role is changed afterwards.
A member works in the mailbox with no restriction on the emails: they read every conversation, reply, assign, leave internal notes, mark as done, delete. They can also see the list of members.
An owner can do all of that, plus the administration of the mailbox:
- invite, resend and cancel invitations, and see the pending ones;
- remove a member;
- change roles, with “Make owner” and “Remove owner”;
- billing, which is owner-only: see Trial, subscription, and reduced pricing;
- the mailbox settings in the “General” tab: the shared mailbox signature, the “Sent with Trupeo” footer, and deleting the mailbox.
A mailbox has to keep at least one owner. Try to remove the last one and Trupeo refuses with “A mailbox must keep at least one owner.”
In practice, make two people owners as soon as you are more than two: the day one of them is away, the other can still invite a stand-in or sort out billing.
Removing someone
The “Remove” button sits on the person’s row in the members table. It only appears on rows with the Member role: to remove an owner, start with “Remove owner”, then remove them.
They lose access to the shared mailbox immediately. Their Trupeo account carries on existing: it is the access to this mailbox that is withdrawn, not the account.
Their conversations, though, do not move. They stay assigned to their name: they do not come back to “To sort” and nobody finds them in their own “For me”. They are still visible in “In progress”, under the name of the person who left. Take them over with “For me”, “Assign to” or “Move back to sort”, as described in Assign a conversation.
One last effect, on the invoice: the plan follows the number of people with access to the mailbox. Going from three people to two, or the other way round, changes the plan on its own, with nothing to do on your side.