Teams & Notifications

What Is a Team?

A team is your shared workspace in Mailneo:

• All team members share access to contacts and campaigns
• Email accounts can be shared across the team
• Usage limits apply at the team level
• Billing is centralized under the team owner

Team Context

If you belong to multiple teams, you can switch between them using the team selector in the navigation. Each team has separate data, contacts, and settings. Your personal preferences and notification settings are shared across teams.

Role Descriptions

Sending Invitations

1. Go to Settings → Team → Members.
2. Click "Invite Member".
3. Enter the email address of the person to invite.
4. Select a role (Member or Admin).
5. Click "Send Invitation".

The invitee receives an email with a link to accept. The link expires after 7 days.

Accepting Invitations

1. Click the invitation link in the email.
2. If you have an account, sign in. Otherwise, create one.
3. You'll be added to the team with the assigned role.

Managing Invitations

View and manage pending invitations:

• Pending invites: See who hasn't accepted yet
• Resend: Send a reminder email
• Revoke: Cancel an invitation before it's accepted

Viewing Members

Go to Settings → Team → Members to see:

• All current team members
• Each member's role
• When they joined
• Last activity date

Changing Roles

1. Go to Settings → Team → Members.
2. Find the member and click the role dropdown.
3. Select the new role.
4. Confirm the change.

Only the team owner can change roles. Role changes take effect immediately.

Removing Members

1. Go to Settings → Team → Members.
2. Find the member and click "Remove".
3. Confirm the removal.

Removed members lose access immediately. Their work (campaigns, contacts they imported) remains with the team.

Transferring Ownership

1. Go to Settings → Team → Settings.
2. Click "Transfer Ownership".
3. Select an existing team member (must be Admin).
4. Confirm with your password.

You become an Admin after transferring. The new owner takes over billing responsibility.

Team Profile

Configure basic team information:

• Team name: Display name shown in the app
• Team avatar: Optional logo or image
• Timezone: Default timezone for scheduling

Default Settings

Set team-wide defaults:

• Default sender: Email account for new campaigns
• Physical address: Included in email footers (CAN-SPAM)
• Brand colors: Default colors for templates

Deleting a Team

Only the owner can delete a team:

1. Go to Settings → Team → Settings.
2. Scroll to "Danger Zone".
3. Click "Delete Team".
4. Type the team name to confirm.
5. Enter your password.

This permanently deletes all team data including contacts, campaigns, and analytics. This action cannot be undone.

Notification Channels

Campaign Notifications

Get notified about campaign events:

• Campaign started: When sending begins
• Campaign completed: When all emails are sent
• First reply received: When someone responds
• Milestone reached: At 25%, 50%, 75% completion
• A/B test complete: When a winner is selected

Inbox Notifications

Get notified about inbox activity:

• New reply: When you receive a response
• Mention: When a teammate mentions you
• Assigned thread: When a conversation is assigned to you

Team Notifications

Get notified about team changes:

• New member joined: When invitations are accepted
• Member removed: When someone leaves
• Role changed: When your role is updated

System Notifications

Important system alerts:

• Usage limits: When approaching plan limits
• Email account issues: Connection problems
• Integration errors: Failed webhook or sync
• Billing alerts: Payment issues, renewals

Notification Settings

1. Go to Settings → Notifications.
2. For each notification type, choose:
• Email: Toggle on/off
• In-App: Toggle on/off
3. Save your preferences.

Email Digest

Instead of individual emails, receive a summary:

• Off: Receive notifications immediately
• Daily: One email per day with all activity
• Weekly: One email per week summarizing activity

Muting & Following

Control notifications per conversation:

• Mute thread: Stop notifications for a specific conversation. Click the mute icon in the inbox.
• Follow thread: Get all updates for a conversation, even if you're not directly involved.

Do Not Disturb

Temporarily pause all notifications:

1. Click your profile icon.
2. Select "Do Not Disturb".
3. Choose duration (1 hour, 4 hours, until tomorrow).
4. Notifications are queued and delivered when DND ends.

Mentions

Mention teammates to get their attention:

• Type @ followed by their name
• They'll receive a notification
• Works in thread notes and internal comments

Thread Assignment

Assign inbox threads to specific team members:

1. Open a thread in the inbox.
2. Click "Assign" in the action bar.
3. Select a team member.
4. They'll be notified and the thread appears in their assigned view.

Internal Notes

Add private notes to threads that only your team can see. Use notes to coordinate responses, share context, or leave instructions for teammates. Notes are never visible to contacts.

Shared Templates

Templates are shared across the team by default. Any team member can use, edit, or duplicate templates. Use folders to organize templates by purpose or department.

Team Activity

View a feed of team activity:

• Campaigns created and launched
• Contacts imported
• Automations activated
• Team member actions

Access the activity feed from the dashboard or Settings → Team → Activity.

Filtering Activity

Filter the activity feed by team member, activity type, or date range. This helps track what's happened during your absence or audit specific actions.

Common Issues