Inbox

[hteplowe11]

Hello, ive set up a second user and for some reason we share the same inbox. How can I change it so they dont see my messageges just their own ? We are on the Free version.

[Lucila-Andimol]

Hi @hteplowe11 

adding to the differences of usage between the general (shared) Inbox 

and connecting your personal email to the CRM

you get to edit on the user's permissions

their access to see the CRM emails

Not sure if you will get this on a free account

but you can look for it in the permissions sets of CRM objects

Under Tickets and Tasks.

hope this helps

[hteplowe11]

, ive followed instructions and its still showing my emails in their inbox. I have banking and private messages not just customer info? I just cant figure it out if it is possible

[Jnix284]

@hteplowe11 when you say inbox, are you referring to this tool:

If so, the reason is as I mentioned previously, that your personal email address shouldn't be connected as a channel in the inbox - any connected email will show all emails and there is no privacy. You would want to use the instructions to connect a personal account as previously provided.

[Jnix284 · Accepted solution]

Hi @hteplowe11 there are two ways for email to be connected to HubSpot

1 - individual user to communicate 1:1 with contacts, here's how to connect your personal email

2 - team email used to communicate via inbox, here's how to set up the conversations inbox

The Inbox is intended for team emails, like support@ or sales@, so if you connected your individual emails there, all communications would be visible to anyone with inbox access.

If you need to communicate separately, connecting your personal email will allow you to write emails to contacts outside of the inbox (either in HubSpot or from gmail/outlook via the extension), but the other users would still see those communications unless you set the permissions for contacts to limit who can view/edit contacts based on ownership or teams.

There are some people on smaller teams who prefer the inbox for managing their email, while it's not the intended purpose, the only way to separate messages would be to use filtered views and this requires a Pro or Enterprise subscription.

I'd recommend checking out HubSpot Academy to learn more about how to use HubSpot for email so you can see the difference as well as the ideal workflow - this will make it easier for you to grow as you add more peope to your team.

[hteplowe11]

Hi,

Thanks for your reply ill give it ago. On the free version people shouldt get to see each others emails should they ? Seems odd and not private.

[Jnix284]

You're welcome @hteplowe11, connecting your email to the CRM isn't intended to be private, it's intended to add visibility to your client/customer communications.

If you have non-work related emails that are showing, that comes down to having it connected to the inbox instead of logging emails to contacts, companies, and/or deals accordingly. When you connect to the inbox, it brings in all of your emails, but when you connect your individual email you decide what emails should be logged and can also create a never log list. I hope this helps provide further clarity!