Inbox

The sales inbox is one page for every email and message with your prospects, so you don't have to open each prospect to see who is waiting for you. It shows who needs a reply, who you are chasing and what is about to go out. Each conversation sits next to the prospect, its deals, its next task and its timeline, so you can reply, log a call or book a meeting in the same place.

It shows the mail that reaches ProspectSafari from your connected mailbox: see Email integration.

Open the inbox

• "Inbox" in the left menu opens the page on "Needs reply".
• The mail icon in the top bar shows a red number for conversations with unread mail. A click opens the little inbox under the icon (see below). On a phone, and on the inbox page itself, it opens the full page.
• In the workspace menu (click the workspace name), "Inbox" opens the page and "Pending" opens "Going out".

The tabs

Hover a tab to see what it holds.

• "Needs reply": the last message came from the contact.
• "Waiting on": you wrote last and have had no answer for 3 days or more. The row says how long.
• "Going out": your scheduled emails (see below).
• "Flagged", "Snoozed" and "Done": conversations you marked.
• "Sent": conversations you wrote in, newest first. "All": every conversation, newest first.
• "Not in ProspectSafari yet": emails from people who are not contacts yet (see below).

A conversation is everything between one contact and you: emails, SMS and logged messages, whatever the subject.

Read and answer

1. Click a row. It shows the contact, the prospect, the subject, the start of the newest message ("You: " when it is yours), the deal's value and stage, and marks such as "Bounced", "Auto-reply", "Snoozed until ..." or "Done".
2. The conversation opens with the newest message at the top. "Show earlier messages (n more)" loads older ones. Emails still to go out sit greyed above it, and a sent email shows "Opened (n)", "Clicked (n)", "Bounced" or "Error sending".
3. Answer with "Reply" (or "New email" when the contact never wrote), "Forward" on any email, or "Message" to log or send an SMS, WhatsApp or LinkedIn message. These open the same forms as the prospect view.
4. On a wide screen the right side shows the prospect: "Deals", "Next" (the next task and the next scheduled email, such as "Step 2 of 4" of a sequence), "Remind me" (a follow-up task for the contact, due tomorrow), the six add buttons and the timeline. Click the prospect's name to open the prospect view.

Opening a conversation marks its emails as read. The search box ("Contact, prospect, address, subject") looks through contact names, prospect names, email addresses and subjects, not the text of the emails.

Flag, snooze and done

The buttons at the top of a conversation keep the inbox tidy. A line under them says where the conversation stands and lets you undo it.

• Flag keeps a conversation at hand in "Flagged".
• Snooze hides it until "Later today", "Tomorrow morning", "In 3 days", "Next week" or "Pick date and time...". It comes back then, or sooner if the contact writes. "Unsnooze" brings it back now.
• Done takes it out of Needs reply and Waiting on until a new message arrives. "Not done" undoes it.

To act on several at once, point at a row to show its tick box, tick the rows, then use the bar above the list: "Done (E)", "Snooze (H)" or "Flag (F)".

Keyboard shortcuts (the keyboard icon lists them): J / K next and previous, R reply, E done, F flag, H snooze.

Going out

"Going out" shows what your mailbox is about to send:

• "Next 7 days": a bar per day with the number of scheduled emails. Click a day to see only that day.
• "Sending limits" for each mailbox, such as "Last hour: x of y", with a warning when the daily limit will be passed, sending is switched off or the mailbox lost its connection. Emails over a limit wait and go out later.
• The list of scheduled emails, soonest first, with the sequence step or template, contact and subject. Click one to see it as it will be sent.
• "Reschedule" moves an email to a later time; "Cancel this email" stops it and removes it from the prospect's timeline. To send one straight away, use "Send now" on the email in the prospect's timeline.
• "Stopped or moved in the last 30 days": scheduled emails that did not go out as planned, and why, for example "Stopped because Anna replied", or because an email bounced or the contact unsubscribed.

Out of office: send again

When a contact is away, your email may get buried. At the top of your Going out list, open the "Out of office" bar and switch on "Send my email again the day after the contact is back". You can change the "Line on top of the email", which starts as "Welcome back. I'm sending this again in case it got buried while you were away." (${first_name} works here).

When an out-of-office answer names a return date, your email is sent once more the day after (a weekend becomes the Monday), as a reply with your line on top. It shows as "Sent again · out of office" in Going out. The contact's other planned emails move by the same number of days. Without a return date nothing is sent again, and the planned emails wait 7 days.

An automatic reply is labelled "Automatic reply" in the conversation. With this setting off it counts as a reply and stops the emails scheduled to that contact; with it on, it does not. "This is a real reply" turns it back into a normal reply.

Not in ProspectSafari yet

This tab finds sales mail from people who are not contacts yet: someone answering in a conversation you have here, or writing from the website domain of one of your prospects. Private mail, newsletters and colleagues are never listed. It is off until you click "Turn it on for my mailbox".

• "Add" opens "Add as a contact": enter the "First name" and "Last name" and click "Add contact". The sender becomes a contact of that prospect and their emails are saved on its timeline.
• "Discard" removes the row. "Turn it off" is at the bottom.

The little inbox

The mail icon in the top bar opens a small inbox over any page, with "Needs reply", "Waiting on" and "All". You can reply, forward, send a message, flag, snooze and mark done there, one conversation at a time. "Open full inbox" goes to the page.

On the prospect view, a switch narrows it to "Current prospect", "Current list" or "All prospects".

A team member's inbox (admins)

Admins can open a team member's inbox from the "My inbox" menu. Looking does not mark their mail as read and does not change their flags, snoozes or done marks.

With projects

Only once a workspace has a second project: the inbox works inside a project, so in All projects it asks you to pick one. Conversations from every project still show, each with its project's chip, and other projects' rows are a little faded. The "<project> only" button hides them.