Leave the shared
mailbox behind.
HelpSpot turns email addresses into a powerful help desk—assign ownership, prevent duplicate replies, automate workflows, and measure outcomes.
Everything your shared mailbox isn't
Unified Shared Inbox
All requests from email, portal, and API flow into one organized hub. Manage one mailbox or hundreds with full ticketing support.
Clear Ownership
Every request is assigned to exactly one person. No more "I thought you were working on that."
Organized by Design
Categories, statuses, and filters keep everything in its place. Nothing falls through the cracks.
Complete History
Every public, private, and external note on one page. Full context for every interaction.
Batch Operations
Handle high volume with batch assign, close, merge, and respond. Reply to hundreds at once. Pair with automation rules for even more efficiency.
Powerful Search
Full-text search with wildcards, filters, and date ranges. Find any ticket in seconds.
Why move on from a shared mailbox?
Email alone makes it hard to know who owns what, avoid duplicate replies, or report on performance. HelpSpot brings structure to the chaos.
No Ownership
Anyone can reply; nobody is accountable. Messages slip through cracks.
Clear Accountability
Assign requests, see status at a glance, and keep internal notes distinct from customer threads.
Duplicate Replies
Two agents reply at once, confusing customers and wasting time.
Collision Detection
Real-time presence indicators show you exactly who is viewing or typing in a ticket.
Hard to Improve
No SLAs, no queue visibility, and absolutely no reporting data.
Data & Insights
Track volume, response times, and tags. Use data to staff correctly and improve support.
Shared mailbox vs. HelpSpot
A quick side-by-side on the essentials that keep teams responsive.
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Unclear ownership
Emails slip through cracks. No one knows who is responsible for what.
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Collision & Duplication
Multiple agents reply to the same customer, causing confusion and embarrassment.
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Zero Visibility
Impossible to track volume, response times, or identify trends in support requests.
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Manual Sorting
Wasting hours dragging emails into folders and manually routing requests to the right person.
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Clear Assignment
Every single request has one clear owner. Nothing gets lost.
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Collision Detection
See in real-time who is viewing or replying to a ticket to prevent crossover.
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Full Reporting Suite
Instant, actionable insights into team performance, volume, and ticket drivers.
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Automation Rules & Triggers
Route, tag, and escalate tickets automatically based on content, sender, or custom criteria.
One workspace. Total control.
The workspace is where your team lives. Every new request arrives in the Inbox. Assign it, and it moves to the agent's personal My Queue. Create custom Filters for any scenario. Dark mode included.
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Inbox for unassigned requests
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My Queue shows your personal workload
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Filters for escalations, departments, and trends
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Quick search by ticket ID
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Dark mode for every agent
See how it works
Everything starts with email. HelpSpot turns every message into a trackable request with the structure your team needs to scale.
One Owner Per Request
Every email becomes a trackable ticket with exactly one owner—no more "I thought you had it." Connect unlimited mailboxes (Office 365, Gmail, IMAP) and see everything in a unified workspace with full customer history, custom fields, and quick search by ticket ID.
Mailbox Configuration
Manage your connected email accounts
One inbox or one thousand
Connect Microsoft 365 (including GCC, GCC High, and DoD), Gmail, Exchange, or any IMAP server. Each mailbox gets its own auto-reply, templates, and branding. No limits, no extra cost.
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Microsoft 365 & Google Workspace integration (including GCC, GCC High, DoD)
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Per-mailbox email templates
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Custom auto-replies for each mailbox
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Route to categories automatically
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Mix and match email providers
Ready to simplify your support?
Choose your deployment
HelpSpot adapts to your infrastructure needs
Same powerful features and pricing across all hosting options.
US Cloud
CloudUS-East Region
Dedicated AWS infrastructure with 99.9% uptime. Managed updates and automated backups.
EU Cloud
CloudFrankfurt Region
GDPR-compliant hosting. Full data sovereignty with all information isolated within the EU.
Self-Hosted
EnterpriseOn-Premise Infrastructure
Complete control on your own hardware. Ideal for air-gapped networks or strict compliance.
Maximum Control & Data ResidencyA straightforward move from shared email
Get up and running in minutes, not days.
Connect Your Inbox
Point your support email addresses to HelpSpot. Every message becomes a trackable, assignable request automatically.
Organize & Assign
Set up categories, custom fields, and assignment rules. Define who owns what so nothing falls through the cracks.
Track & Improve
Monitor response times, measure team performance, and identify trends. Make data-driven decisions about your support.
Estimate the impact
Back-of-the-envelope savings from moving off a shared mailbox.
"HelpSpot made it so easy to prioritize and assign queries, tasks, and tickets to whoever's best-placed to tackle them."
Frequently asked questions
Everything you need to know about moving from a shared mailbox to HelpSpot
Every request gets assigned to exactly one person. Collision detection shows who else is viewing a ticket in real-time. Two agents will never reply to the same email again. Learn more about how ticketing and request management works.
Nothing changes for customers. They keep emailing support@yourcompany.com. HelpSpot connects to your existing mailboxes and organizes everything behind the scenes.
Connect your mailbox and start working. New emails flow into HelpSpot immediately. No data import required. Most teams are productive within hours. See our onboarding process for details.
HelpSpot feels like email but removes the frustrations. No more asking "who's handling this?" Features like collision detection and clear assignment make work easier, not harder.
Unlimited mailboxes included. Connect Microsoft 365 (including GCC, GCC High, and DoD), Gmail, Exchange, or any IMAP server. Each can have its own templates and auto-replies. See pricing for what is included.
Your inbox is waiting
to be tamed.
Join the teams who switched from chaos to HelpSpot's essential order. Download on-premise or start in the cloud today.
