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11 Best Team Email Management Software [2024]

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11 Best Team Email Management Software [2024]

Jul 08, 2024
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10 min read
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Hiver’s latest study found that 77% of customers prefer email over other support channels to contact a business. 

Which is why it’s not surprising to see companies make use of group email IDs such as support@, finance@, hr@, or [email protected] to manage incoming queries and requests.

But when you use a group email (an email ID that multiple users can log into),it comes with several drawbacks. 

  1. Establishing ownership becomes tough and teams have a hard time knowing who is working on what.
  2. Collaboration issues set in leading to missed or delayed responses.
  3. No means to track team performance and stay on top of metrics such as response and resolution time.

This is where a dedicated team email management software can make a difference. 

Table of Contents

What is an Email Management Software?

An email management software helps teams receive, sort, organize, and respond to emails. It is useful not only to streamline both internal and external communication but drive visibility and ownership across the team.

Here are some benefits of using an email management tool:

  • Assign emails to team members easily. This way, everyone knows what they need to work on.
  • Get complete visibility into who is working on what.
  • Stay on top of an overflowing inbox by using workflow rules and assignments.
  • Automate repetitive tasks and speed up response times.
  • Track key metrics and get access to in-depth reports on team performance. 

A Quick Rundown of the Top 10 Email Management Software

Here is a list of the 10 best team email management software to help you determine what will work best for your team.

SoftwareKey FeaturesPricing
1. Hiver– Shared Inbox
– Works inside your inbox
– Email assignment and tags
– Internal Notes 
– Real-time workload view
– Canned responses
– Email workflow automation
– Reporting & analytics
Starts at $19/user/month 
2. Gmelius– Shared inbox
– Gmail Kanban boards 
– Quick notes and shared drafts
– Meeting scheduler
Starts at $15/user/month
3. Drag– Email tracking
– Shared labels
– Drag boards
– Due dates tracking
Starts at $5/user/month 
4. SmartReach.io– Shared inbox
– Sentiment analysis
– Multichannel outreach
– AI-generated content
Email Outreach plan starts at $29/user/month 
5. HappyFox– Unified inbox
– Reporting and analytics
– Private notes 
– Smart rules for workflows
Agent-based: $39-$99/agent/month Unlimited Agents: $1499-$4999/month
6. Zendesk– Unified Workspace
– Email templates
– Email triggers and workflows
– Internal notes for collaboration 
– Built-in SLAs
Starts at $49/agent/month 
7. Groove– @mentions and Slack notifications
– Collision detection 
– Internal notes
– Auto-reply personalization
Starts at $15/user/month 
8. Front– Omnichannel inbox
– Workflow Automation
– Internal Collaboration
– Advanced analytics
Starts at $19/user/month
9. Freshdesk– Custom views
– Automated email assignment – Merging of tickets 
– Canned responses 
– One-click reports
Starts at $19/user/month 
10. Help Scout– Saved replies library
– Conversation history, detailed reports
Standard: $25/user/month Plus: $50/user/month Pro: $65/user/month
11. SupportBee– Email categorization 
– Email assignment
– AI summarizer for emails
– Collision alerts 
Starts at $20/user/month

1. Hiver

Hiver is the world’s first Gmail-based helpdesk. This robust shared inbox tool comes with advanced features where emails can be converted into actionable tasks and assigned to the right people. At any given point in time, you can view the status of every email in your inbox as ‘open’, ‘closed’, or ‘pending’—helping teams track emails till closure. 

Hiver- Gmail shared inbox tool
With Hiver, teams can manage emails right from within Gmail

Key features include:

  • Email tags that can be color-coded to categorize, prioritize, and share conversations with your team
  • Email Notes to collaborate with your team without leaving Gmail
  • @mentions to help you rope in specific agents into a discussion
  • Real-time view of the team’s workload to help you allocate email conversations to the right agents for faster responses
  • Canned email responses to save time and respond faster
  • Email automations that take care of repetitive tasks. For instance, all email queries from a specific customer can be auto-assigned to a specific team member 
  • Reporting and analytics to improve team performance and customer satisfaction

Pricing: 

  • Lite: $19/user/month
  • Pro: $49/user/month
  • Elite: $79/user/month

Take an interactive tour of Hiver

2. Gmelius

Gmelius helps create a collaborative workspace within Gmail where teams can get real-time visibility of their workload, distribute tasks effectively, automate grunt work, and collaborate faster.

Gmelius- Workload visibility
Get real-time visibility on your workload with Gmelius

Key features include:

  • A shared inbox solution supporting 2-way integrations with your existing tools
  • Gmail Kanban boards that convert email conversations into task cards 
  • Quick notes for internal discussions 
  • Shared drafts to collaborate on replies and craft accurate responses
  • Meeting scheduler to schedule and coordinate meetings

Pricing:

  • Flex: $15 per month for your entire team
  • Growth: $24 /user/month, billed annually
  • Pro: $36/user/ month, billed annually

3. Drag

Drag is an extensive all-in-one workspace within Gmail. It comes with boards and collaboration tools that are designed to help your teams streamline customer service workflows, visualize sales pipelines, and close deals.  

Drag- Streamline Gmail workflows
Streamline workflows on Gmail using Drag

Key features:

  • Email tracking to know who has clicked and viewed emails
  • Shared labels and color codes to organize boards based on urgency, time zones, etc.
  • Drag boards with different permission levels can be used to streamline cross-functional collaboration
  • Due dates can be added to emails and tasks to ensure your teams never miss a deadline

Pricing: 

  • Starter: $5/user/month
  • Plus: $10/user/month
  • Pro: $15/user/month

4. SmartReach.io

SmartReach.io is a sales engagement platform that helps businesses increase lead conversion and shorten sales cycles by delivering effective cold outreach campaigns. 

With SmartReach, effortlessly find and connect with your ideal prospects. Explore a wide range of features designed to enhance prospecting and boost engagement for your sales team. 

SmartReach.io- sales engagement platform
Improve efficiency and productivity of your sales team

Key Features:  

  • Increase transparency across sales & marketing team with the shared inbox
  • Auto-categorization of positive & negative replies with reply sentiment
  • Cold outreach via multiple channels like LinkedIn, WhatsApp, email, text & call
  • Increase audience reach and possibilities of getting response with multichannel outreach
  • AI-generated email content & subject line based on the input provided.
  • Some of the prominent features that helps increase deliverability are spintax, hyper-personalization, custom merge tags, detailed reporting and many more

Pricing:

  • Email Outreach Plan starts at $29 per user per month
  • Sales Outreach Plan starts at $49 per user per month
  • For Agency & Enterprise plan, reach out to the sales team!

5. HappyFox

HappyFox is a customer support platform designed to simplify and streamline your support process. By automatically converting emails, phone calls, chats, and web requests into tickets, it ensures efficient tracking and prioritization of customer inquiries. 

HappyFox's- customer support platform
Filter important emails in your inbox with HappyFox

Key features include:

  • A unified inbox from where all customer requests can be managed
  • Queues to prioritize and resolve support requests better
  • Private notes to streamline internal communications 
  • Smart rules to automate ticket assignments

Pricing: 

HappyFox offers two different pricing models

  1. Agent-based Pricing: 
  • Mighty: $39 per agent per month
  • Fantastic: $59 per agent per month
  • Enterprise: $79 per agent per month
  • Enterprise Plus: $99 per agent per month 
  1. Unlimited Agents Pricing: 
  • Starter: $1499 per month
  • Growth: $1999 per month
  • Scale: $2999 per month
  • Scale Plus: $4999 per month 

6. Zendesk

Zendesk is a multi-channel customer service tool. One of its power functionalities is team email management – helping teams assign, track, and collaborate on customer emails. 

But, the downside of using Zendesk is that it’s got a complicated user interface. That means you and your team need to spend a lot of time and effort figuring out how the platform works.

Zendesk- Customer service software
Stay on top of team email management with Zendesk

Key features include:

  • Dynamic request forms to gain more context on incoming requests
  • Mobile app to respond to customer queries on the move
  • Built-in SLAs to meet deadlines
  • Pre-designed responses called macros to take care of repetitive queries

Pricing: 

Zendesk has three tiers of pricing for small to large-sized businesses.

  • Suite Team: $49 per agent per month
  • Suite Growth: $79 per agent per month
  • Suite Professional: $99 per agent per month

For enterprise companies, Zendesk has two tiers of pricing:

  • Suite Enterprise: $150 per agent per month 
  • Additional and more powerful enterprise plans start at $215 per agent per month

7. Groove

Groove is a popular help desk software that has an intuitive shared inbox feature. With Groove, teams can prioritize and resolve customer emails – from a familiar interface.

Groove- intuitive shared inbox
Power up your teams with Groove’s powerful shared inbox 

Key features include:

  • @mentions and Slack notifications to always keep your teams in the loop
  • Collision detection triggers to avoid duplicate responses
  • Internal notes to help teams collaborate better

Pricing: 

Groove offers 3 pricing plans each under the monthly and yearly models.

  • Starter: $15/user/month
  • Plus: $25/user/month
  • Pro: $45/user/month

8. Front

This customer communication tool has built-in collaboration features that let your team efficiently manage incoming email queries and requests. Front has an interface inspired by that of commonly-used email clients and is quite simple to use. You can easily loop in team members without creating endless threads and provide timely support to your customers.

Front- customer communication tool
With Front, teams can centralize messages across channels

Key features include:

  • Omnichannel inbox that consolidates messages across channels into a single interface
  • Integrated customer details such as account data and message history, are displayed alongside the customer message 
  • Advanced analytics to monitor team performance and customer experience

Pricing

Starts at $19/user/month

9. Freshdesk

Freshdesk is a comprehensive customer support platform. Its email management feature will help your teams convert incoming customer emails into tickets, enabling you to track and respond to customer emails seamlessly.

Freshdesk's- email management feature
Convert emails into tickets with Freshdesk

Key features include:

  • Multiple custom views to better manage tickets
  • Merging capability to consolidate related tickets into one
  • Canned responses and autoresponders to speed up resolution times
  • One-click reports to get detailed insights on email activities, spot outliers, and identify trends in customer queries

Pricing: 

Front offers four pricing options. 

  • Starter: $19 per person per month
  • Growth: $49 per person per month
  • Scale: $99 per person per month
  • Premier: $229 per person per month

10. Help Scout

Help Scout is a powerful support tool that lets teams manage all customer emails from a centralized platform. It makes it easy for you to assign, track, and collaborate on these conversations in real time.

Help Scout- Respond to emails faster
Respond to emails faster with Help Scout

Key features:

  • A searchable library of saved replies to respond to FAQs in seconds
  • Conversation history and customer data are displayed with the most recent messages to provide much-needed context
  • Detailed reports on outreach volume, response times, and other custom data points that matter to your team

Pricing: 

Help Scout offers three types of pricing options. 

  • Standard: $25 per user per month  
  • Plus: $50 per user per month  
  • Pro: $65 per user per month

11. SupportBee

SupportBee is a ticketing system that has a shared inbox to streamline customer email communication. The tool offers the familiarity of an email interface and offers multiple functionalities such as email assignment, automation, and draft replies.

SupportBee’s- email management tool
Boost your team’s productivity with SupportBee’s email management tool

Key features include:

  • Emails can be categorized as ‘Answered’, ‘Unanswered’, or ‘Archived’, to keep inboxes organized
  • Drafts can be created and shared with team members to collaborate on customer responses
  • Log all actions taken on a ticket, to keep teams accountable and informed

Pricing:

  • Personal: $39 annual
  • Business: $59 annual

How to Choose the Right Email Management Software?

With plenty of options available in the market, choosing the right email management software may seem challenging. We lay out a few of the most important factors that you need to consider before finalizing one:

  • Features: Opt for a tool that is backed with advanced capabilities to help you manage emails in an effective way. With a tool like Hiver, you can ensure that every email gets a dedicated owner and can be tracked till resolution. That’s not all. By setting up SLAs, you can be assured that customers get timely responses to their queries.
  • User interface: The software should have an easy-to-use interface that lets you smoothly navigate the platform. Since Hiver works right out of Gmail, its interface is very intuitive – meaning, your teams don’t have to spend weeks trying to learn a new software.
  • Price: This plays a key role when you narrow down on a software. Choose a software that fits your budget and offers good value for money. Hiver has reasonable pricing plans that growing businesses can afford.

Don’t feel overwhelmed by customer emails; try Hiver

If you are on the lookout for a solution to help your teams manage shared inboxes like info@ or help@, give Hiver a shot. The best thing about Hiver is that it works on top of Gmail – an interface you and your team would be familiar with. 

Your team can get started in minutes. No extensive training. No complex terminologies.

Try Hiver for 7 days

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