How do I set up a shared inbox for property management support?

1. Add your property content – upload leases, FAQs, maintenance guides, and policy documents that your team uses every day.
2. Create your AI agent – Chatref builds an agent that answers incoming questions directly from those documents, with no guessing.
3. Enable the shared inbox – in agent settings, activate the shared inbox to let every team member see all active conversations in real time.
4. Invite your team – add property managers, leasing agents, and support staff to your workspace so they can step into chats.
5. Configure conversation tags and custom actions – set up tags to categorize requests and actions to automate follow-ups (both covered in the sections below).

An AI agent trained on your property knowledge base resolves common questions without human involvement – rental criteria, pet policies, application status, and more. The shared inbox shows every chat live, including those the AI is handling. When a tenant issue needs a person, any team member can take over the thread with the full conversation history, picking up exactly where the AI left off. That keeps your team focused on complex cases while routine ones are deflected.

Conversation tags let you label chats by topic, urgency, or property. Create tags like “Maintenance”, “Leasing”, “Emergency”, or “Noise Complaint” and apply them manually or let the AI suggest tags based on message content. In a busy property management office, tags help team members prioritize and filter conversations – for example, all “Emergency” chats can be highlighted, or “Leasing” tagged threads can be routed to the leasing agent first. This simple layer of structure makes scaling your support straightforward.

Custom actions turn a conversation into a workflow. In Chatref, you can build actions that your AI agent triggers right inside the chat window. For property management, set up an action to schedule a maintenance visit, generate a lease document, or confirm a viewing time. The agent collects the needed details – unit number, preferred date, tenant contact – and executes the action so your team doesn’t have to switch between tools. Every action runs with the same context as the conversation, reducing manual follow-up.

What is a shared inbox in property management?
A shared inbox is a collaborative space where your entire support team can view, manage, and reply to tenant and owner inquiries from one place. Instead of forwarding emails or duplicating effort, everyone sees every conversation and can jump in with full context, ensuring requests never get lost and responses stay consistent.

How to set up a shared inbox for support?
In Chatref, you start by adding your property documents and creating an AI agent. Then you turn on the shared inbox feature, invite team members, and assign conversation tags to categorize incoming requests. You can also add custom actions to automate routine tasks. The shared inbox immediately shows all active chats, and any human agent can take over a conversation with the complete history.

Can AI agents assist with shared inbox management?
Yes. Chatref’s AI agents resolve routine questions automatically, grounded in your own property documents. When a conversation needs human judgment, it stays visible in the shared inbox so a team member can pick it up seamlessly. The agent does not miss context – the human sees the same thread and any actions the AI already performed.

How to use conversation tags in a shared inbox?
Define tags that match your property management workflow – for example, “Maintenance”, “Lease Renewal”, “Emergency”, or “Owner Inquiry”. Apply tags manually or configure rules so the AI applies them automatically as chats come in. Team members can then filter the shared inbox by tag to prioritize urgent issues or route conversations to the right person without searching through every thread.