Property teams rely heavily on email to communicate with residents, owners, and prospects—but traditional email wasn’t built for team collaboration. When communication lives in individual inboxes, it can lead to common challenges:
- Lack of visibility and accountability
- Duplicate or missed replies
- Slow response times
- Disorganized communication
If these issues sound familiar, you’re not alone. Disconnected communication workflows can directly impact lead conversion, resident satisfaction, and renewal rates.
With Aptly, you can replace fragmented communication with shared inboxes like residentrelations@ or leasing@ to manage conversations as a team, route messages to the right people, and stay organized.
Setting up a shared inbox is simple: connect your existing Gmail or Outlook inbox (or create a new one) and invite teammates to collaborate.
6 Reasons to Use Shared Inboxes in Aptly
1. Manage all communication channels in one place
With Aptly, your shared inbox becomes the central hub for all communication.
Team members can access every conversation in one unified view—no more digging through separate inboxes.
Shared inboxes also go beyond email. You can connect a phone number to manage SMS and voice calls alongside emails, ensuring that all customer interactions live in one place.
Plus, Aptly integrates your personal inbox so you can manage both shared and individual conversations without switching apps.
2. Ensure clear ownership and faster response times
A shared inbox in Aptly lets you assign conversations to specific teammates—removing confusion and preventing duplicate replies.
Everyone on your team can see which conversations are being handled and by whom, making it easy to step in when someone’s out of the office.
With built-in response time goals, your team can stay on track and maintain consistent communication standards, ensuring no customer message slips through the cracks.
3. Reduce Forwards, CCs, and BCCs
Email was designed for one-to-one communication—not for team collaboration.
When you rely on forwards, CCs, and BCCs to loop people in, it quickly leads to confusion and disorganized threads.
With Aptly, collaboration happens in context.
Use internal comments to chat directly on a conversation without leaving your inbox. Just @mention a teammate to bring them in—they’ll see the full history, attachments, and related contact details from your property management software.
You can also add Contact Alerts to display important notes above relevant conversations, helping your team stay informed about special situations or important tenants.
4. Stay organized with Topics
Every property team needs a clear, consistent way to organize communication.
Instead of relying on personal labels or folders, Aptly’s shared Topics keep your team aligned.
Aptly automatically categorizes conversations based on shared Topics, so everyone can sort and filter by issue type, priority, or property. This helps your team stay focused, streamline responses, and track communication trends over time using
5. Keep communication consistent across your team
With communication templates, every teammate can respond using brand-approved, professional messages. Templates automatically personalize each message using merge fields from your property management software—saving time while maintaining a consistent tone.
If included in your plan, Aptly’s AI tools can even generate suggested replies based on email content, helping your team respond faster while keeping messages personalized.
6. Improve customer satisfaction
Better communication leads to happier residents.
With Aptly, you can automatically send customer satisfaction (CSAT) surveys after a conversation or completed task. These results give your team measurable insight into service quality and resident sentiment—helping you improve training, processes, and customer experience.
