A rule sorts as mail arrives.
Based on the sender, recipient, subject or attachment, it adds a category, files the email in a folder or marks it as read. You test it before turning it on.
Mail — Secure business email, assisted by AI.
One mailbox, the whole team: everyone signs in to contact@ or support@ with their own account, and every message has an owner, a status and a deadline. No more forwarding: you assign. Koukou summarizes threads and suggests replies. Your addresses stay with your host.
Trusted by
The problem
Five people on contact@. Nobody knows who's replying.
Without Mail
- The contact@ password gets passed around the team.
- An email is forwarded from person to person before it reaches someone.
- Two colleagues reply to the same customer, ten minutes apart.
- People copy each other in to talk, and the customer reads everything.
- A request has been waiting for two days and nobody has seen it.
With Mail
- Everyone signs in with their own account and role.
- Every thread has an owner, picked by hand or by the mailbox.
- On an assigned thread, only the owner replies.
- Internal comments stay between colleagues.
- The deadline icon turns orange before the due time.
Sort
The mailbox sorts itself before you open it.
Rules sort mail as it arrives, categories and labels file it, and two threads on the same subject become one.
Categories and labels, each in its place.
Categories belong to the mailbox. Labels come from the company list, the same one Tickets uses.
Two threads on one subject? Merge them into one.
The messages end up in a single conversation in the mailbox. A stray message can be split off into its own thread.
Assign
Who answers which email? The whole team knows.
An assigned thread gets one reply, from its owner. The others see who is on it and can help inside the thread, without writing to the customer.
One owner
One click to assign, or the mailbox picks.
The icon on the row opens the list of the mailbox's members, with “Me” first. The mailbox can also share out emails on its own: in turn, to the least busy colleague, or by skill. A returning customer gets the colleague who handled them before.
- “Me” at the top
- In turn
- Least busy first
- Customers keep their contact
One reply
Only one colleague replies to the customer.
On a thread assigned to a colleague, Reply, Reply all and Forward are greyed out, and the tooltip shows their name. The server also refuses the send, so the customer no longer gets two replies ten minutes apart.
- Buttons greyed for others
- The owner's name shown
- Send refused by the server
- Unassign from their card
Talk without the customer
The comment stays in the thread.
Below the emails, you write an internal comment and alert a colleague with @. It carries the “Internal” badge and never leaves with the reply.
- @ to mention
- “Internal” badge
- Bold and italic
- Edit or delete your own
Who read it
Who opened the thread, and when.
The thread's eye lists the colleagues who read it, with the time, and those viewing it right now. One click on a name to call or message them. On the web you can't yet see who is replying: only the phone shows it.
- Read, with the time
- “Currently viewing”
- Call or write in one click
- The thread's history
Inside the thread
The thread says who owns it
and when to reply.
Each thread carries its owner and its deadline. When the mailbox's response time runs out, the thread turns red and the "Overdue" counter goes up by one.
- The owner shows on the row and in the thread.
- One response time per mailbox, in hours, with an alert threshold.
- The deadline icon goes from green to orange, then red.
- The "Overdue" filter gathers late threads, on the web and on the phone.
What the customer gets
The team talks in the thread.
The customer gets the reply.
Internal comments stay in the mailbox, below the thread's emails. The customer gets an ordinary email that holds only your reply.
- An internal comment carries the "Internal" badge.
- Type "@" to mention a colleague: they get a notification.
- A comment takes bold or italics; its author can edit or delete it.
- The owner, the deadline and the comments never go out with the reply.
Write and send
Reply fast, and change your mind.
Recurring questions have their template, files come from Drive, and the email goes out at the customer's hour. After "Send", you have ten seconds to change your mind.
The right address
The right address,
even with several.Private and shared addresses and verified aliases sit in the same list. A banner warns you when you reply from an address other than the one that received the message.
- Private and shared
- Verified aliases
- Warning banner
Templates
Answers that come back
are already written.Written once and published for the team, with variables for the customer's name or a reference.
- Shared with the team
- Variables
- Sorted by category
Drive
The file comes from Drive,
even when it's too heavy.You attach the file straight from Drive. If it's too heavy, it goes as a link, protected by a password and limited in time.
- Picked in Drive
- Link for a large file
- Password and expiry
Scheduled send
At the customer's hour,
or with high priority.Up to thirty days ahead, with the time zone. The list of scheduled emails lets you send them earlier, edit them or cancel them. The same menu marks the message as high priority and requests a read receipt.
- Up to 30 days
- Send and close
- High priority
- Read receipt
Undo send
Ten seconds
to change your mind.The message waits ten seconds before it leaves, up to thirty if you set it so. "Undo" reopens the draft as it was.
- From 5 to 30 seconds
- Draft reopened
- On the phone too
On the keyboard
Move through the mailbox without touching the mouse.
In an open thread, j moves to the next thread and k goes back to the previous one. Press e to archive and # to send to the trash. Try it on the list: click it, then press the keys.
Mailbox shortcuts
- j↓
- Next threadIt opens and turns read.
- k↑
- Previous threadIt opens and turns read.
- e
- ArchiveExcept in Archive and Trash.
- #
- TrashIn a shared mailbox, only if deletion is allowed.
A list of six emails driven from the keyboard. j and the down arrow open the next thread, k and the up arrow the previous one, e archives the open thread and # sends it to the trash. A message confirms the action and offers to undo it.
Inbox
h.trabelsi@co•••.tn
Nadia Kraiem
To: h.trabelsi@co•••.tn
Delivery of the 12th: two cartons missing
Hello, we received the delivery of the 12th, but two cartons are missing. Could you check?
Click here, then press j, k, e or #.
Koukou AI in Mail
The thread summarized. The reply drafted.
Koukou boils a long thread down to a few lines and drafts the reply in the tone you pick. You can also ask it a question about your emails: it answers and cites the messages. Nothing goes out until you click.
The customer's tone, the actions to take with their owner and date, the deadlines. If a message arrives after the summary, it says so.
Connect the dots
What you do with an email, without copying it.
A complaint becomes a ticket, a price request an opportunity. The link stays on the thread, and you find the email again from the other application.
An email doesn't stay in the inbox.
A ticket, an opportunity, a discussion, an Odoo or GLPI task: the link stays on the thread. On the other side, the contact's record lists the email and Chat receives a "Shared mail" card.
A complaint? The ticket starts from the email.
The full ticket form opens from the thread, or the email joins an existing ticket. A shared mailbox can also open one for every email it receives.
An invitation in the email? Reply without switching tools.
Date, place, organizer and attendees show in the message. Accept, Maybe or Decline: the reply goes to the organizer.
Measure
What the mailbox receives,
and how long it takes.
The manager follows volume, first-reply time and late emails, mailbox by mailbox. Everyone sees their own figures, and where they stand in the team without any colleague being named.
- The manager's dashboard: received, sent, first-reply time, late emails, queue by age.
- My statistics, on the web and the phone: my emails, my first reply, missed deadlines.
- In the mailbox, the counter bar filters in one click, from "Unassigned" to "Overdue".
- AI triage shows how urgent emails are over 7, 14 or 30 days.
- Koukou answers questions about the figures: "how many late emails this week?"
Connect
Your mailboxes stay yours. You choose who gets in.
contact@ stays with your host. Mail connects to it over IMAP and SMTP and tests the connection before creating the mailbox. Then its owner decides who gets in. Your emails stay with your host: disconnecting Sphere doesn't move anything.
Keep your addresses. Connect them in three steps.
Type, provider, connection: the private or shared mailbox is created after a test. When you add it, last week's emails are imported.
The owner chooses who reads and who replies.
They add a colleague, make them an editor or a reader, and can hand over the mailbox. Without waiting for the administrator.
Each mailbox counts its unread messages.
A badge next to each mailbox. It disappears at zero, and on the mailbox you're reading.
Mobile app
The same shared inbox, on iPhone and Android.
The Mail app opens the same mailboxes as the web, with the same roles. Assign a thread and see who reads it; Koukou summarizes it when you ask. A mention or a deadline coming up arrives as a notification, even with the app closed.
Switch from contact@ to support@
Your private and shared mailboxes are in one list. A read-only mailbox says so before you open it.
Assign a thread, see who reads it
The thread menu lists the mailbox members, you first. Once a thread is assigned, only the assignee can reply, and colleagues see that they are viewing it. "Read by" gives the date of each read.
Summarize a thread, reply with one tap
Nothing is generated when you open the thread. Tap the sparkle and Koukou writes a summary, with action items and deadlines. "Suggest a reply" offers three short replies: the one you tap opens the draft, already written.
Notified, even with the app closed
Your phone tells you about a new email, a mention, a thread assigned to you or a reply deadline about to pass. Each mailbox has its own settings.
Archive with a swipe, read offline
Swiping a thread right uncovers "Archive", and "Undo" brings it back. Each side's gesture can be changed. Offline, the last list of each mailbox stays on screen.
Send a thread to the right mailbox
A support email that landed in contact@ moves to support@ with the whole thread: pick the mailbox, then the folder. In contact@, a greyed-out line says where it went.
Security and compliance
Everyone has a role in the mailbox. Nothing gets deleted by mistake.
Each colleague signs in with their own account and role. In a shared mailbox, deleting stays off until you turn it on.
- In a shared mailbox, "Delete" doesn't appear until you allow it.
- A reader can browse the mailbox but can't send.
- Guests of the sphere have no access to Mail.
- The working copy Sphere keeps of your emails is hosted on the Comunik cloud, or on your own servers. Your emails themselves stay with your address's host.
Certifications
Check on CertipediaCertified ISO 27001 and ISO 9001. Check it in the register.
ISO/IEC 27001:2022
Information security
How your data is classified, protected and returned, audited by TÜV Rheinland.
ISO 9001:2015
Quality management
Written processes, checked and reviewed: what TÜV Rheinland comes to audit.
Around Mail
Mail works with six applications.
Comunik HelpDeskA complaint becomes a ticket, with the full form, or joins an existing ticket.
DirectoryThe sender is recognized, and their emails show on their Directory card.
ChatAn email can be shared in a conversation to ask a colleague's opinion.
Comunik BusinessA price request becomes an opportunity, linked to the email.
DriveA Drive file goes as an attachment, or as a link when it's too heavy.
Koukou AIKoukou searches, summarizes and writes in your mailboxes, from its conversation.
The inventory
Everything that's inside, and what's missing.
What's in grey doesn't exist yet, or not everywhere (web or phone). We'd rather say so than leave it out.
Not yet, or not everywhere
Frequently asked questions
What people ask us before connecting contact@.
The answers, including when they say what's still missing. Your question isn't here? Ask it during the demo, on your own emails.
A shared mailbox for the team. Try it on your own emails.
Connect contact@ over IMAP and SMTP, give everyone a role, and every email has an owner. Included in Comunik KIT, Full plan.
