If you're part of an agency or a big B2B team, you know the headache of juggling multiple inboxes, client accounts, and user permissions. It can get messy fast—missed emails, duplicate replies, the classic "who actually owns this account?" drama. This guide is for folks who need to run multiple accounts inside Premiuminboxes without losing their minds. I’ll walk you through what actually works, what to avoid, and how to set things up so you can get out of your own way.
1. Know Your Account Structure Before You Touch Anything
First, slow down. Before you start clicking “Add Account” everywhere, sketch out how your team or agency actually works. Most problems with tools like Premiuminboxes come from people diving in without a plan.
Questions to ask: - Do you need separate inboxes for each client, or just different brands? - Who really needs access to what? (Not everyone needs to see everything.) - What permissions should each team member have? - Will you need shared templates or signatures per account?
Pro tip:
Draw a quick chart with accounts, users, and what each person should see. It’ll save hours later.
2. Setting Up Multiple Accounts: The Right Way
Premiuminboxes lets you manage lots of accounts, but there’s a right way and a wrong way to do it if you want to stay sane.
Step 1: Add Accounts (Don’t Mix Client Data!)
- Go to your main dashboard.
- Click “Add Account” for each distinct client or brand.
- Give each account a clear, unique name. “Acme Marketing” beats “Acme” or “Client 1.”
- Avoid lumping multiple clients into one account, even if it’s tempting. It’ll just make audits and permissions a nightmare.
Step 2: Invite Users—But Don’t Give Out Blanket Access
- Within each account, invite only the team members who need to be there.
- Set roles carefully:
- Admin: Only for a few trusted people.
- User/Agent: For day-to-day responders.
- Read-only: For folks who just need oversight.
What to skip:
Don’t add your whole agency to every account “just in case.” That’s how mistakes and privacy issues happen.
Step 3: Set Up Shared Templates and Signatures
- Create canned responses or templates specific to each account.
- Set up unique signatures for each client or brand—no more “Oops, wrong logo!” moments.
- Store any shared files or documents in the correct account, not your personal stash.
Step 4: Configure Notifications (or You’ll Go Nuts)
- Fine-tune notification settings per account and per user.
- Turn off “all new mail” alerts unless you really like chaos.
- Set up focused alerts for just assignments, mentions, or critical messages.
Pro tip:
Encourage your team to actually set their own notification preferences. Otherwise, you’ll all drown in noise.
3. Best Practices for Agencies and Big Teams
Managing multiple accounts is less about the tool and more about your habits. Here’s what helps:
Keep Account Naming Consistent
- Use clear naming conventions: “Client - Brand” or “Brand - Support.”
- Update names if clients rebrand (don’t leave old names lying around).
Audit Permissions Regularly
- Once a month, review who has access to what.
- Remove ex-employees and old contractors immediately.
- Check for “permission creep”—people who somehow ended up as admins everywhere.
Use Tags, Folders, or Labels (But Don’t Overdo It)
- Organize conversations with tags or folders, but keep it simple.
- Too many tags just create confusion—stick to the essentials.
Train the Team—Briefly
- Do a quick walkthrough with new users.
- Show them how to switch between accounts, reply as the right sender, and find templates.
- Skip the hour-long training video. People won’t watch it.
4. What to Watch Out For (and What’s Overhyped)
What Works
- Clear separation: Each client or brand in its own account drastically reduces mistakes.
- Granular permissions: Stops accidental “reply all” disasters.
- Shared resources: Templates and signatures save time and reduce human error.
What Doesn’t
- One-account-for-everything: This only works for tiny teams with zero privacy needs.
- Auto-adding everyone: Leads to confusion, leaks, and burnout.
- Over-customization: If you spend more time organizing than replying, you’re doing it wrong.
Features to Ignore (Unless You Really Need Them)
- Advanced automations: Useful, but don’t try to automate everything from day one.
- Deep integrations: Start simple. Connect only the tools you actually use daily.
- Detailed analytics: Data is great, but most teams just need to know if emails are answered on time.
5. Troubleshooting Common Headaches
You’ll run into roadblocks. Here’s how to fix the big ones:
Problem: People replying from the wrong account
Fix:
- Remind folks to double-check the “from” address.
- Set default signatures per account.
- Limit who can reply in each account.
Problem: Too many notifications
Fix:
- Customize notification settings per user.
- Use “mentions only” mode for busy folks.
Problem: Onboarding new clients is a mess
Fix:
- Create a checklist: add account, invite right users, set templates, test sending.
- Store onboarding steps somewhere everyone can see.
Problem: Privacy concerns
Fix:
- Double-check permissions.
- Use read-only access for clients who want oversight.
6. Maintenance: Stay Organized as You Grow
- Schedule a quarterly review of your Premiuminboxes setup.
- Archive old accounts (don’t delete unless you must).
- Rotate passwords and update 2FA for all admins.
Pro tip:
Document your process—just a simple Google Doc will do. That way, when someone leaves (and they will), you’re not left guessing.
Keep It Simple, Iterate Often
Managing multiple accounts in Premiuminboxes isn’t rocket science, but it does require discipline. Resist the urge to overcomplicate things—set up clear accounts, keep permissions tight, and check in regularly. If something isn’t working, change it. The goal is to spend less time organizing and more time actually getting stuff done for your clients or team. Start simple, iterate, and don’t be afraid to prune what you don’t need.