Why shared Gmail accounts don’t work (and what to use instead!)

By 21st October 2018 February 5th, 2020 No Comments

Shared email accounts were invented after the necessity of many people accessing the same email. Fair enough, huh?

One login. One password.

So then everyone could receive the same emails, respond them, and keep business organized. Right?

Well, not exactly. After some time using this method — in case you’ve ever used it — you start realizing how things can get messy. Maybe you and someone else replied to the same email, or another issue. But the main concern is also security. If there’s 10 people using the same password, so your email is 10x more likely to be hacked.

So in today’s article I’ll explain how people tended to share email accounts, why it didn’t work, and then show some solutions to that. Let us go!?

Sharing email accounts don’t work inside the company

This one is classic. Usually a boss needs an assistant to share an email account in order to delegate activities to the team and keep this organization.

If your team has 2 or 3 people, this might work for you, but in a bigger company, no assistant could bear to organize everything inside email without a daily emotional breakdown.

The amount of tasks converted into emails, all the threads would make it look very confusing. Not good, right? 

Shared email accounts don’t work for customer service

I personally have used this some years ago, and I remember how chaotic work was. And it happened for some reasons:

  • Some people started replying to the same emails;
  • It was really hard to track who was working on what;
  • Some people reduced their productivity by knowing that if they didn’t do their work, someone else would do it;
  • The office became very loud for everyone else, because we needed to work fast and always check with someone around whether we were doing the right thing or not.

In the end, we transformed all tasks into emails and only one person took care of the account. I’m glad I had this bad experience, so now I truly know what I don’t like.

What are the alternatives?

Besides the security issue just mentioned, shared inboxes as they are usually done would either depend on a third-party application that would change your email structure or it wouldn’t be collaborative enough for your team to gain productivity, such as Google Groups.

These were some of the main issues we faced while developing Drag back when it was just an idea. We wanted to deliver something able to simplify and unify work, but something that wouldn’t make users lose time or focus. And that’s when we knew Drag was going to change the game.

Drag: the ultimate alternative

Our software doesn’t add any new logins/websites for your team. It works straight from your Gmail Inbox. All you need to do is download it here and activating it into your inbox by clicking the Drag’s switch. And that’s it, you’re ready!

At Drag, we want to provide the best service possible, so we’re gathering the best of many worlds:

  • Shared inboxes
  • Kanban in email
  • Tasks
  • Checklists
  • CRM
  • Helpdesk
  • Centralize work in one single place, no there is more need to access tens of different platforms everyday just to get your team to communicate efficiently.

By doing so, we allow your team to learn faster and have less questions about what’s new. We also centralize work, because we have Helpdesk/CRM functionalities and shared boards inside your email. Basically we change everything, but we keep it visually the same.

The Kanban view is also incredibly helpful. By making all emails pop up visually, you can instantly understand in which stage everything is, and so you can spend less time on your email.

The fact that Drag works inside Gmail decreases drastically the time to be invested to learn about a new tool. It also centralizes work, by allowing Helpdesk to be managed within the same space as emails and To Dos.

Drag starts and stays for free, but if you want to unlock its full power, prices start at $3/month/user. We believe that simple solutions make everything better for both sides because they decrease the amount of new information you need to learn something new.

Here are some other features you can add to your cards in a Kanban board:

  • Delegation of tickets;
  • Customer info, such as phone number and company;
  • Progress bar;
  • Due dates;
  • Checklists;
  • Internal notes.

All of it. Right into your Gmail team inbox.

Share Gmail Inbox with simple clicks

1. This is the simplest click. Download Drag by clicking here.

  • Once you’re logged in and have Drag activated, all you have to do is follow these steps:

2. Click on Manage Boards; Type a name for your new board;

3. To confirm your new board, click Add.

4. Click the Boards drop down button;

  • On the chosen board, click the Add People button;
  • Type the email accounts you want to share your board with;

5. Click on the Invite button. And you’re done!


Shared email accounts don’t work properly, but they have the potential to increase your team’s productivity when allied to another powerful tool.

We believe Drag is the right solution for your company because it’s the simplest — yet very solid — in the market, making it easy to learn and keeping your team happy.

Learn how to Transform your Business with Shared Inboxes by downloading our Ebook!


What now?

This is our attempt at sharing everything. It’s as simple as that You don’t have to be a customer to follow us.

Samantha Anacleto

Author Samantha Anacleto

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