Team Shared Inboxes for Adoptions, Fosters, and More

The Communications workspace gives every team in your rescue its own shared inbox — adoptions, fosters, the volunteer coordinator, the treasurer, whoever needs one. Each inbox has its own address, its own access list, and its own unread count. Conversations thread automatically, so a reply to an adoption inquiry stays in the same conversation as the original message, no matter who on your team sends it.

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Creating an inbox

Each inbox represents a team or a purpose. You might have one for adoptions, one for foster inquiries, one for the volunteer coordinator, and one for the board treasurer. Give each inbox a name and an email address, and RescueConsole provides a corresponding inbound forwarding address to pair with it. You set the access list per inbox, so the adoptions team only sees adoptions mail and the treasurer’s inbox is visible only to people you explicitly grant access. A team member with access to an inbox sees every conversation in it and can reply on behalf of the whole team.

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The submission inbox

When someone submits one of your public forms — an adoption application, a foster inquiry, a volunteer sign-up — the submission lands in the Submissions inbox in Communications. Every form submission arrives there, ready to triage, reply to, or convert into a person record.

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Conversations and threading

Every incoming message starts a conversation. When a reply arrives on the same thread, RescueConsole files it in the same conversation automatically, so your inbox shows one item per exchange rather than a pile of individual messages. You can see the full history of a conversation in chronological order, including every reply your team has sent.

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Managing conversations

Within a conversation, your team can:

• Archive it when the exchange is complete, to keep the inbox clear without deleting anything.
• Flag it to mark it for follow-up or to signal that it needs attention.
• Hand it over by reassigning it to a different inbox or team member when the conversation moves to a different stage.

Conversations stay on record even after archiving, so you can always search back through what was said.

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Unread counts

The mailbox rail on the left side of Communications shows every inbox you have access to, with an unread count next to each one. Unread counts update as your team reads and replies, so you always know where new messages are waiting without opening each inbox individually.

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The audit log

Administrators can see a full audit log of who sent what, and when. If a message went out that should not have, or you need to verify that a particular reply was sent, the audit log has a record of every outgoing message with the sender’s name and timestamp attached. Team members cannot edit or delete sent messages, so the log reflects what was actually delivered.