If your sales team is bigger than a dinner reservation, you know how messy things can get—duplicate contacts, random campaigns, and people stepping on each other’s toes. This guide is for sales ops folks, team leads, and admins who need to set up Quickmail for real-world teams (not just a couple of reps). We’ll walk through the nuts and bolts of collaboration and permissions, cut through the fluff, and call out what’s worth your time.
Heads up: If you’re just looking for “add user” and done, this isn’t for you. But if you want to avoid chaos and actually help your team work together—read on.
1. Get Your House in Order Before You Add People
Before you even touch the team features in Quickmail, take a breath. Adding a bunch of users before you’ve set up the basics will just spread confusion.
- Decide on your account structure. Are you running everything out of one master account, or do teams need separate spaces? Quickmail lets you have multiple “inboxes,” but most large teams use one account to keep things visible.
- Clean up your campaigns, templates, and lists. If you’ve got old stuff lying around, archive or delete it. Nobody wants to join a cluttered workspace.
- Map out your basic roles. Who needs to send campaigns? Who’s just reviewing? Make a list—it’ll help later.
Pro Tip: Don’t try to build the perfect permissions system from day one. Start simple and adjust as your team uses Quickmail.
2. Add Team Members the Right Way
Now it’s time to bring people in. Quickmail’s “Team” feature lets you invite users and control what they can do.
Step-by-Step:
- Go to Settings > Team.
- Click “Invite Member” and enter their email.
- Pick their role (more on that below).
- Send the invite and wait for them to confirm.
Roles Breakdown: - Owner: Full control. They can do everything—billing, deleting, you name it. Usually, this is you or whoever’s accountable. - Admin: Almost everything the Owner can do, except some billing or account-level changes. - User: Can see and work on campaigns, but with limits. Good for most sales reps. - Read-Only: Can see, but not touch. Handy for managers who just want reports.
What works: Giving most people “User” access and keeping “Admin” tight. Too many admins = accidents waiting to happen.
What to ignore: Don’t bother with “Read-Only” unless someone explicitly asks for it. Most managers want to tweak at least a little.
3. Set Permissions Carefully (But Don’t Overthink)
Quickmail’s permissions aren’t super granular, and that’s both good and bad. You can’t lock down every button, but you also don’t have to spend hours fiddling with settings.
Key Permissions to Know
- Campaigns: Who can create, edit, or delete? Users and above can do this, so make sure you trust your team.
- Inbox Connections: Each user can connect their own email accounts, or you can share access.
- Contact Lists: Visible to everyone by default. There’s no way to “hide” prospects from certain users—so don’t promise privacy you can’t deliver.
- Templates & Snippets: Shared across the team. If you need to protect “official” messaging, set up a process outside of Quickmail (like naming conventions).
Real talk: If you want airtight data privacy between reps, Quickmail isn’t built for that. It’s made for open teams, not siloed agencies.
4. Organize Campaigns and Contacts for Team Clarity
The best permission system in the world won’t save you from chaos if your campaigns and contacts are a mess.
- Use clear naming conventions. “Q2 Enterprise Leads - Sarah” beats “My Test List 2.”
- Segment by function, not just rep. For example, have separate campaigns for inbound, outbound, follow-up, etc.
- Use tags wisely. Quickmail lets you tag contacts for easier filtering. Don’t go overboard—3-5 tags per contact is plenty.
Pro Tip: Do a monthly clean-up. Archive dead campaigns and lists so new users don’t get lost.
5. Set Up Shared Inboxes (If You Really Need Them)
If you want multiple reps to send from the same email address (like sales@company.com), Quickmail lets you set up shared inboxes.
- Add the shared inbox under “Settings > Inboxes.”
- Invite users and give them access to that inbox.
- Be careful: Shared inboxes can create confusion about who replied to what. Make sure people sign their emails or use signature tags.
What works: Shared inboxes for SDR teams or group outreach.
What doesn’t: Using shared inboxes to “hide” accountability. If everyone’s sending as “sales@,” tracking performance is a nightmare.
6. Encourage Collaboration Without Creating Bottlenecks
Quickmail’s team features are pretty open, which can make for fast collaboration—or endless stepping on toes.
- Set clear rules outside the tool. Decide who owns which campaigns. Document it in Slack or Notion—not just in Quickmail.
- Disable destructive actions for most users. Only admins should delete campaigns or contacts.
- Train people on etiquette. If someone’s working on a campaign, let them finish before editing.
Pro Tip: Use comments or notes in campaigns to flag “in progress” work.
7. Manage Notifications and Activity
With a big team, notification overload is real. Quickmail sends updates for campaign actions, errors, and replies.
- Encourage reps to set their own notification preferences. Otherwise, you’ll get “I missed the reply!” complaints.
- Admins should monitor error notifications. Bounced emails, failed logins, etc.—these can slip through the cracks.
- Use integrations sparingly. Pipe only the most important updates into Slack or your CRM. Nobody needs 50 pings a day.
8. Common Pitfalls (And How to Handle Them)
Let’s be honest—stuff goes wrong. Here’s what to watch for:
- Duplicate outreach. Multiple reps emailing the same contact. Use tags and regular standups to avoid this.
- Contact hoarding. Some reps want to keep their lists private. Quickmail doesn’t support this, so set the expectation early.
- Permission drift. Too many admins, or unclear roles, lead to mistakes. Audit permissions monthly.
Ignore: Requests for ultra-granular permissions. Quickmail’s not built for that, and you’ll waste time trying to force it.
9. When Quickmail Isn’t Enough
If you need airtight silos, custom field-level permissions, or detailed audit logs for compliance, Quickmail probably isn’t your tool. It’s built for teams who value speed and transparency over tight control.
- For regulated industries (finance, healthcare), look elsewhere.
- For most B2B sales teams, Quickmail strikes a good balance—just don’t expect miracles.
10. Keep It Simple—And Iterate As You Grow
The best setup is the one your team actually uses. Don’t try to plan for every edge case upfront. Start with clear roles, keep your workspace clean, and tweak as you go.
- Review permissions every quarter.
- Clean up old campaigns and contacts regularly.
- Ask your team what’s working (and what’s driving them nuts).
One last thing: Don’t let tool complexity become an excuse for inaction. Quickmail is a means to an end—getting results as a team. Set it up, get people working, and adjust as you learn what your team actually needs.