The Aptly Inbox is designed to help property management teams collaborate without losing visibility into communication history. Instead of forwarding emails back and forth or creating fragmented threads, Aptly keeps all communication—external and internal—organized within a single shared conversation.
This article explains how to:
- Share a conversation with a teammate
- Add internal comments
- Assign a conversation for ownership
How to Share a Conversation
In a traditional inbox, forwarding an email removes it from your workflow and breaks visibility. Aptly eliminates this issue by allowing you to share a conversation without sending it elsewhere. All activity stays in one place, and your team can work together seamlessly.
To share a conversation:
- Select a conversation from the Conversation Preview pane.
- In the top-right corner of the conversation, click the Share icon (triangle with three dots).
- Select + Invite.
- Type the name of the teammate you want to include and choose them from the dropdown list.
- (Optional) Add a comment to provide context or request assistance.
- Click Invite.
Once shared, an internal comment will automatically appear in the thread noting who was invited. The teammate’s name will also appear in the Share menu so you can see all collaborators at a glance.
How to Unfollow a Conversation
If you no longer need to stay involved, you can remove yourself from a conversation:
- Click the three vertical dots in the upper-right corner of the conversation.
- Select Unfollow.
You will stop receiving notifications for this conversation, and it will be removed from your Shared With Me view.
How to Comment on a Conversation
Internal comments allow your team to collaborate without sending additional emails or losing track of information. Comments appear as yellow boxes within the thread and are stamped with the date, time, and the team member who wrote the note.
This keeps all internal communication connected directly to the original message, making it easier for leasing teams, maintenance coordinators, or managers to stay on the same page.
Adding a Comment to a Draft Email
Aptly also supports collaborative drafting. If you want a teammate to review your message before it is sent:
- Start writing your email.
- Click Discard and choose Save.
- Add an @mention to a teammate to request a review.
They will be able to open the draft directly from the Conversation View, leave comments, and collaborate before the message is sent.
How to Assign a Conversation
Assigning a conversation designates who is responsible for responding or taking action. This helps teams stay organized and reduces confusion, especially in high-volume leasing or resident support environments.
When you assign a conversation to yourself or someone else:
- The assigned person becomes the owner.
- They will receive notifications for new incoming messages.
- The conversation will remain visible in the Shared Inbox but also appear in the owner’s Assigned to Me section under the MINE view.
To assign a conversation:
- Select a conversation from the conversation list.
- In the top-right corner, click the avatar icon.
- A gray silhouette indicates the conversation is unassigned.
- Choose the teammate who should take ownership.
- The conversation will move to that team member’s Assigned to Me tab while staying accessible in the Shared Inbox’s Open tab.
Assigning provides clear accountability while keeping visibility for the whole team, ensuring nothing slips through the cracks.