A shared Gmail, now a team inbox.
For teams answering support@ from a Google Group or a shared login. Keep Google Workspace for your own mail and calendar. Move the shared address to Rookery.
- What moves
- The shared address
- What you keep
- Google Workspace, for everything else
- Old conversations
- Stay in Gmail, to read
- Who does it
- You and a founder, on a call
“Will we lose anything?”
What comes with you, what stays.
- The shared address's new mail, forwarded from Google
- Everyone who answered it, now each with their own sign-in
- Gmail filters, rewritten as plain-sentence rules
- Saved replies, as shared snippets Rookery's drafts use too
- Old conversations. Read them in Gmail. Importing old mail isn't built yet.
- Each person's own mail and calendar, in Google Workspace
“We can't stop answering for a week.”
5 steps, done with you.
- Invite your team, each with their own sign-in. No more shared password.
- Send the shared address's mail to Rookery: Google forwards it, and everyone's own mail stays in Google. Replies come from your Rookery address, with your own address as Reply-To.
- Rewrite your filters as sentences: “When it's an order question, give it to Omar.” Test each one on last week's mail.
- Bring your saved replies into Snippets, so people and Rookery's drafts use the same words.
- Run both for a week, then stop new mail reaching the old group or login.
Side by side
| The job | Gmail | Rookery |
|---|---|---|
| Who's answering | Hard to see in a shared login. | Who has each email, and “Kanya is replying”. |
| Who takes new mail | Filters and labels. | Rules in plain sentences, taking turns or least busy, with priority. |
| Reply targets and reports | Not built in. | Both, in your business hours. |
| Notes the customer never sees | Not built in. | Notes and @mentions on every conversation, including @Rookery. |
| Search across years of mail | Years of mail, already there. | From the day you move. |
| Calendar, documents, phone apps | All part of Google Workspace. | A calendar in Rookery. Works in your phone's browser. |
Spot something out of date? Write to hello@userookery.com.
Where each is better
- One or two people share the address and always know who's answering.
- You need years of old shared mail in the same search.
- Replies get missed or sent twice, and you want to see whose turn it is.
- You want drafts with sources, and a person's yes before they go.
- Everyone should have their own sign-in, not a shared password.
The checklist
- List who answers the shared address today
- Copy out the group's filters and saved replies
- Check who can turn on forwarding for the address in Google
- Book the setup call
- Invite the team, each with their own sign-in
- Turn on forwarding from Google to Rookery
- Send a test email from outside, and reply to it
- Turn on your rules, tested on last week's mail
- Read old threads in Gmail, answer in Rookery
- Look at Reports after 7 days
- Keep every kind of email at “draft for a yes” until you trust it
- Stop new mail reaching the old group or login
Questions
Do we have to leave Google Workspace?
No. Keep it for your own mail, calendar and documents. Only the shared address moves.
Can we bring the old shared mail?
Not yet. Read it in Gmail. Rookery starts with new mail the day you switch.
How does the mail get to Rookery?
Google forwards it. Gmail sends a confirmation code, and it shows up in Rookery as a card for you to confirm. Nothing changes in Google until you turn forwarding on.
Who counts as a seat?
Each teammate who signs in. Customers, people you ask for files, and Rookery never do.
Bring your shared Gmail. We'll set it up with you.
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