If you’re up to your eyeballs in emails and team projects, and you want less chaos, this guide is for you. Maybe your team just adopted Maildoso and you’re staring at a bunch of features you’re not sure you’ll ever use. Or maybe you’re trying to untangle who’s doing what, and you’re tired of things falling through the cracks. Either way, let’s cut through the noise and get your team actually working together—without needing a PhD in “collaboration platforms.”
Why Use Maildoso for Team Collaboration? (And When You Shouldn’t)
Maildoso is pitched as a tool to help teams manage shared inboxes, assign tasks, and track conversations. That’s its sweet spot. If your team is drowning in support@, info@, or partnerships@ inboxes, it’s a better fit than trying to kludge something together in Gmail or Outlook.
But let’s be honest: if you’re a tiny team with one shared address, or just want lightweight to-dos, you might be fine with a basic shared inbox or a Trello board. Maildoso shines when you need:
- Multiple people managing the same inbox without stepping on toes
- Assigning specific emails or tasks to teammates (without endless “fwd: fwd: who’s on this?” threads)
- Keeping a paper trail of who did what, when
If that’s you, read on.
Step 1: Set Up Your Team and Shared Inboxes
Before you can manage anything, you need your teammates in Maildoso.
How to do it: 1. Invite your team: Go to Settings > Team, and add teammates by email. They’ll get invites. If someone’s dragging their feet, nudge them—Maildoso doesn’t chase them up endlessly. 2. Create or connect shared inboxes: This is where most teams get stuck. Decide which inboxes your team needs to access (support@, sales@, etc.). Connect each one by following Maildoso’s prompts—usually, you’ll need to sign in with the inbox credentials or authenticate via your email provider. 3. Set permissions: You can set who sees which inboxes. Don’t overthink this at first; it’s easy to tweak later.
Pro tip: Don’t invite your entire company right away—start with a pilot team. Fewer cooks, fewer headaches.
Step 2: Understand How Assignments Actually Work
Maildoso lets you assign emails (and sometimes “tasks,” depending on your plan) to specific people. But here’s the thing: an assignment in Maildoso is really just attaching someone’s name to a conversation or message. It’s not a full project management system.
How to assign: - In any shared inbox, open an email and look for the “Assign” button (usually a little avatar icon). - Pick who’s responsible. - They’ll get notified. (Yes, you can adjust notification settings, but by default, it’s an email or in-app pop-up.)
What works: - Clear accountability—no more “I thought you had it!” moments. - Easy to see who’s overloaded (if everyone’s assigned to one person, it’s obvious). - You can filter by assigned user, so it’s easy to check your own work.
What doesn’t: - If you need subtasks, deadlines, or recurring tasks, Maildoso is not a replacement for Asana or Jira. - Assignments are tied to emails, not abstract projects or multi-step workflows.
Pro tip: Use assignments for ownership, not micromanagement. Don’t assign every single email unless you really need that level of tracking—you’ll drown in notifications.
Step 3: Use Internal Comments—But Don’t Overdo It
One of Maildoso’s more useful features: you can leave internal notes on any email thread. These are only visible to your team, not the sender.
How to comment: - Open an email and look for the “Comment” or “Note” area (usually below the main message). - Tag teammates with @ if needed.
When it’s good: - Handoffs (“@Jess Can you take over this refund request?”) - Quick context (“This customer is VIP—be extra nice.”) - Leaving a trail for future reference (“We already refunded them last month.”)
When it’s not: - Don’t use comments for back-and-forth debates. If it’s more than two or three replies, take it to Slack or whatever chat you use. - Don’t use comments for things that belong in your CRM or knowledge base.
Pro tip: Comments are great for context, but they’re not a workaround for actual documentation. Use them to save time, not as a dumping ground.
Step 4: Build Simple Workflows (and Ignore the Fancy Stuff at First)
Maildoso lets you set up rules—like auto-assigning emails with certain keywords, or routing emails to specific folders. This is handy, but it’s easy to go overboard.
Start simple: - Set up one or two basic rules. For example: - Assign emails with “urgent” in the subject to a specific person. - Move emails from VIP customers to a “Priority” folder.
What to skip (for now): - Don’t try to automate everything. Over-automation leads to confusion and missed messages. - Avoid complex multi-step rules until your team is comfortable with the basics.
Pro tip: Revisit your rules monthly. If something’s not working, delete it. Less is more.
Step 5: Track Progress Without Micromanaging
Maildoso gives you some basic reporting—things like who closed the most conversations, what’s taking longest, and so on. Don’t get sucked into number-watching unless you have a real need.
What’s useful: - Spotting bottlenecks (is one person always overloaded? Is a certain type of email always stuck?) - Making sure nothing slips through the cracks (unassigned or open emails)
What’s not: - Don’t obsess over “time to close” unless it’s a real business need. Not every email needs to be slammed shut in under 10 minutes. - Don’t use Maildoso as your only performance tool—these stats are just one piece of the puzzle.
Step 6: Tweak Notification Settings (Or You’ll Regret It)
Maildoso’s default notifications can be…a lot. If everyone gets pinged for every assignment, you’ll all start tuning them out.
What to do: - Encourage your team to set notification preferences—email, in-app, or both. - Turn off notifications you don’t need. (Seriously, you probably don’t need a ping for every comment.)
Pro tip: The people who complain about “too many notifications” are often the ones who never bothered to set their preferences. Show them how, once.
Step 7: Set Some Team Norms (and Actually Write Them Down)
Tools are only half the story. If your team doesn’t agree on how to use Maildoso, you’ll end up with chaos.
Decide, as a team: - Who’s responsible for triaging new emails? - When should something be assigned, versus just replied to? - How often should people check Maildoso? - What goes in a comment, and what goes somewhere else?
Write it down—somewhere everyone can find it. (A Google Doc is fine. Don’t make a process manual the size of a phone book.)
Pro tip: Revisit your norms after a month. If nobody is following a rule, it’s probably not needed.
Common Pitfalls—and How to Dodge Them
No guide would be complete without a reality check. Here’s what teams get wrong:
- Over-assigning: Assigning every single message just creates noise.
- Ignoring unassigned emails: Someone needs to be on triage duty, or things will get missed.
- Trying to replace your project management app: Maildoso is for email and light tasks, not full-on projects.
- Letting notifications spiral: Set preferences early, or people will tune out.
- Complex rules too soon: Start with basics and build up.
Keep It Simple, Adjust as You Go
Maildoso can make team collaboration way less painful—if you keep your setup simple, focus on clear ownership, and avoid feature overload. Don’t try to solve every workflow problem all at once. Start with the basics, get your team used to it, and add complexity only if you actually need it.
Most importantly, talk to your team. The best tool in the world won’t fix unclear expectations or bad habits. Keep it straightforward, and don’t be afraid to change things up if they’re not working. That’s how you actually make collaboration… well, collaborative.