Vixiees can automatically connect with your shared Gmail inboxes to process emails and convert them into tasks distributed among your sales team. When you configure this integration, each email arriving at a shared inbox (like sales@yourcompany.com) automatically becomes a task assigned to the corresponding Sales Playbook (Cerebro de Ventas).
The process is simple: instead of emails getting lost in an unassigned shared inbox, Vixiees detects them, creates tasks, and distributes them among your sales team automatically. This means no contact or opportunity is left unattended, and everything is recorded in your Sales Playbook for complete follow-up.
This guide explains how to connect your shared Gmail inboxes with Vixiees and automate email management in your sales team.
1. What are shared inboxes and why use them?
A shared Gmail inbox is an email shared by an entire team. Unlike an individual account, a shared inbox allows multiple people to access the same email and collaborate on responses.
Common examples:
- sales@yourcompany.com (for sales inquiries)
- support@yourcompany.com (for technical support inquiries)
- info@yourcompany.com (for general inquiries)
- contact@yourcompany.com (for partner or alliance contacts)
The problem without Vixiees: Emails arrive at the shared inbox, but nobody knows exactly who should respond, and contacts can be forgotten.
The solution with Vixiees: Each shared inbox automatically connects to a Sales Playbook (Cerebro de Ventas). Vixiees receives the emails and converts them into tasks distributed among your sales team.
2. How to access the integrations settings
To connect your shared Gmail inboxes with Vixiees:
- Open Vixiees in your browser
- Go to Settings (upper right corner or main menu)
- In the side menu, select Integrations
- Look for the Google Workspace section
- This is where you'll see and configure your shared inboxes
3. View and select your shared inboxes
Once in the Google Workspace section, Vixiees automatically shows you all the shared inboxes you have in your Google Workspace:
Inboxes that appear:
- ✓ info@yourcompany.com
- ✓ sales@yourcompany.com
- ✓ support@yourcompany.com
- ✓ contact@yourcompany.com
- (All other inboxes you have configured)
For each shared inbox, there's an assignment field that says "Default". This is where you specify which Sales Playbook (Cerebro de Ventas) emails from that inbox should go to.
4. Assign shared inboxes to Sales Playbooks
The process is very simple: for each shared inbox, select the Sales Playbook (Cerebro de Ventas) where emails should arrive.
Step by step:
- Locate the shared inbox you want to configure (e.g., sales@yourcompany.com)
- Click on the assignment field (which says "Default")
- A dropdown opens showing all your available Sales Playbooks
- Select the appropriate one:
- sales@yourcompany.com → Sales Playbook (Cerebro de Ventas) Commercial
- support@yourcompany.com → Sales Playbook (Cerebro de Ventas) Support
- info@yourcompany.com → Sales Playbook (Cerebro de Ventas) Leads
- contact@yourcompany.com → Sales Playbook (Cerebro de Ventas) Partnerships
- Repeat the process for each shared inbox you want to configure
- Click Save to confirm the changes
Once saved, Vixiees automatically begins monitoring those inboxes.
5. What happens after configuration
Once you've assigned your shared inboxes to Sales Playbooks, the flow is completely automatic:
Daily flow:
- A contact sends an email to one of your shared inboxes (e.g., sales@yourcompany.com)
- The email arrives in Gmail normally (your team sees it in the shared inbox)
- Vixiees detects the email automatically thanks to the Google Workspace integration
- Creates a task in the Sales Playbook you assigned for that inbox
- The task is distributed among available sellers from that team
- A seller receives the notification and sees: "New email from [contact name]"
- The seller responds directly from Vixiees
- Everything is recorded in the task for complete history
No email gets lost, and every contact is handled by the right team.
6. Real-world examples
Case 1: Sales Inbox
Scenario: John from Acme Corp sends an email to sales@yourcompany.com asking about pricing.
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Vixiees detects: Email to sales@yourcompany.com
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Creates task in: Sales Playbook (Cerebro de Ventas) Commercial
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Assigned to: Maria (available seller on the Commercial team)
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Maria sees: "New lead via email from John - Acme Corp"
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Maria responds: From Vixiees, with access to all Acme Corp information
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Result: Task completed, contact attended to, history recorded
Case 2: Support Inbox
Scenario: A customer sends an email to support@yourcompany.com with a technical issue.
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Vixiees detects: Email to support@yourcompany.com
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Creates task in: Sales Playbook (Cerebro de Ventas) Support
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Assigned to: Robert (support specialist)
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Robert sees: "New support ticket via email"
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Robert responds: With technical solutions, everything documented
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Result: Problem solved quickly, customer satisfied
Case 3: Unassigned Inbox (Default)
Scenario: An email arrives at contact@yourcompany.com but you don't have a specific assignment configured.
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Vixiees detects: Email to contact@yourcompany.com
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Creates task in: Main Sales Playbook (Cerebro de Ventas) (default assignment)
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The task remains: In your team's backlog unassigned
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Your team can: Review it and assign manually if needed
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Result: Not lost, but requires manual review
Conclusion
Connecting your shared Gmail inboxes with Vixiees is a simple way to ensure all emails are processed automatically, with none getting lost in the process. With this integration:
- ✓ Emails automatically convert to tasks
- ✓ They're distributed to the right teams
- ✓ Your sales team sees clearly what needs to be done
- ✓ Everything is recorded for audit and follow-up
- ✓ You improve response speed to contacts
If you have shared inboxes but haven't configured them yet, go to Settings → Integrations → Google Workspace and assign each one to its corresponding Sales Playbook.
Frequently asked questions
What happens if I change an inbox's assignment?
The new assignment applies from that moment forward. Emails that were already processed will stay in their original Sales Playbook.
Can I assign one inbox to multiple Sales Playbooks?
No, each inbox is assigned to a single Sales Playbook. If you need to distribute across multiple teams, configure different shared inboxes.
What happens if an email arrives when no sellers are available?
Vixiees creates the task anyway. It stays in the queue until a seller is available to be assigned it.
Do sellers see emails in Gmail too?
Yes. The email appears in the shared Gmail inbox. Additionally, Vixiees creates a task with all integrated contact information so the seller can respond directly from the platform.
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