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
- Unfollow a conversation you no longer need to track
- Add internal comments
- Get a teammate's eyes on a draft before you send it
- Assign a conversation for ownership
Sharing a Conversation
In a traditional inbox, forwarding an email removes it from your workflow and breaks visibility. Aptly avoids this by letting you share a conversation without sending it anywhere. Everything stays in one thread, and your team can work together on it.
To share a conversation:
- Open the conversation.
- Click the share icon in the conversation header (it sits right next to the assignee avatar).
- This opens a Conversation Shared With panel. Click + Invite.
- Search for the teammate you want to add and select them.
- Click Invite.
Once shared, an internal comment automatically appears in the thread noting who was invited, and that teammate now shows up in the Conversation Shared With list so you can see everyone with access at a glance. They'll get notified, and the conversation lands in their Following folder (under Mine) with full history and context intact. This used to be called "Shared with Me."
Unfollowing a Conversation
If you no longer need to stay involved in a conversation, you can remove yourself from it. This got easier with the redesign: Unfollow is now its own icon in the conversation's action row (look for the person-with-an-X icon), so you don't need to dig into a menu for it.
Click it, and you'll stop receiving notifications for that conversation and it'll drop out of your Following folder.
Commenting on a Conversation
Internal comments let your team collaborate without sending additional emails or losing track of information. Click Comment at the bottom of a conversation to open a highlighted comment box with its own formatting toolbar (bold, italic, underline, emoji, links, and attachments).
Comments stay connected to the original message and are visible only to your team, which keeps leasing agents, maintenance coordinators, or managers on the same page without looping the customer in.
Getting a Draft Reviewed Before You Send It
Aptly also supports collaborative drafting, so a teammate can look over your reply before it goes out.
- Start writing your reply, then click Discard.
- You'll get a confirmation prompt: "You are about to discard your draft. Are you sure you want to proceed?" Click Save (instead of Discard) to save it as a draft rather than throw it away.
- The draft now shows up inline in the thread with a red Draft label. Click it any time to reopen it and keep editing.
- Click Comment and @mention the teammate you want to review it. They'll be notified, and can click into the draft from the conversation to read it, edit it, or leave their own comment, all before it's ever sent.
Assigning a Conversation
Assigning a conversation designates who's responsible for responding or taking action. This keeps high-volume leasing or resident-support inboxes organized and makes ownership clear.
To assign a conversation:
- Open the conversation.
- Click the assignee avatar in the conversation header (an empty avatar slot means it's currently unassigned).
- This opens an Assign panel. Search for a teammate and select them, or choose Unassigned to remove ownership.
When you assign a conversation to yourself or someone else:
- That person becomes the owner and gets notified of new incoming messages.
- The conversation shows up in their Assigned to me view (under Mine).
- It stays visible to the whole team in the shared inbox's Open view, so assigning doesn't hide it from anyone else.
Summary
Sharing, unfollowing, commenting, drafting for review, and assigning all work together to keep your team on the same page without fragmenting the conversation. Nothing here sends a customer-facing message unless you explicitly reply or send, so it's a safe way to loop people in, hand off ownership, or step back from something you no longer need to track.