Create an Inbox

Choose who has access and customize everything

Overview

Each inbox in HostAI is built around a specific contact type—such as guests, homeowners, or contractors. By creating dedicated inboxes, you can customize tools and workflows tailored to fit the unique needs of each contact type.

This setup helps you organize your communication efficiently, streamline responses, and ensure that only the right team members have access to the right conversations.

Setup

There are two ways to create a new inbox:

1. Inbox Page:

   • Navigate to the Inbox view.

   • Click on the "+ Add Inbox" button in the top right corner.

   • Follow the prompts to name your inbox and specify its contact type (e.g., guests, homeowners).

2. Settings Page:

   • Go to Settings > Inboxes.

   • Click on "+ Add Inbox" below the list of existing inboxes.

   • Complete the setup process by defining the contact type and default settings.

Inbox Settings

Customize each inbox to match the specific needs of its contact type. Here’s what you can configure in inbox settings:

Choose who has access to which inbox in the members page

1. Inbox Name and Icon:

   • Personalize the inbox name and icon to easily identify it in your sidebar.

2. Members:

   • Define who has access to this inbox by adding or removing team members.

3. Custom Fields:

   • Create custom fields tailored to the type of contacts this inbox handles (learn more here)

4. Labels:

   • Create labels to organize contacts within that inbox (e.g. Big Ticket Member)

5. Conversation Tags:

   • Set up tags to categorize and prioritize conversations (e.g., "Urgent," "Maintenance Request")

6. Saved Replies:

   • Add saved replies specific to the inbox to streamline responses and maintain consistency.

By configuring these settings, you can create flexible, purpose-built inboxes that streamline your team's workflow and ensure each type of communication is handled effectively.

Delete Inbox

If an inbox is no longer needed, delete it from the General tab. Be mindful that this action cannot be undone.