Working as a team
A Koltrix workspace is built for a small team that shares addresses such as
support@ and sales@. This guide covers how people join, what each role can
do, and how you hand a conversation to a teammate without forwarding it.
Open Team in the sidebar. It has six tabs:
| Tab | What it is for |
|---|---|
| Members | The directory: role, online dot, last active, open conversations assigned, how many mailboxes each person can open, and whether they have two-factor sign-in on. Click a person for their details. |
| Groups | Named sets of people, such as Support or Sales, that you can @mention. |
| Access | Which member can open which mailbox. |
| Invites | Invitations that are waiting, with their expiry. |
| Activity | Who assigned, noted or changed what. |
| Insights | Workload and response times per person, for the last 30 days. |
Settings → Team takes you to the same place.
Roles and permissions
Every person has one role in the workspace.
| Role | What they can do |
|---|---|
| Owner | Everything, including billing and deleting the workspace. Only the owner can transfer ownership. |
| Admin | Manages domains, people, API keys and settings. Can't change owners. Can open every mailbox. |
| Member | Reads and sends from the mailboxes they have been given. Can assign conversations, write internal notes and @mention people on conversations in those mailboxes. |
| Viewer | Reads the mailboxes they have been given. Can see the Team page, but only to read it: a viewer can't assign, write notes, send, archive, star, label or delete. They can still mark mail read. |
Owners and admins can open every mailbox. Members and viewers see only the mailboxes you give them, and see no mail until you give them one.
If a viewer tries to make a change, Koltrix refuses it and nothing changes.
Inviting people
- Open Team → Invites and choose to invite someone.
- Enter an email address, or paste several.
- Pick a role. For a member or viewer, pick the mailboxes they can open from day one, so the first thing they see is not an empty inbox.
Koltrix emails each person a link. An invitation works for 7 days. In Invites you can:
- Resend an invitation to give it another 7 days.
- Copy the link and send it yourself, for example in a chat message.
- Revoke it, which stops the link working.
Everyone in the workspace, plus invitations that haven't expired, takes a seat. Each plan's seat count is in Limits and quotas.
Groups
A group is a named set of people. Use one to @mention several people at once (see Internal notes and mentions).
- Open Team → Groups and choose to create a group.
- Give it a name, an optional description and colour, and pick its members.
- Save. You can change the members or delete the group at any time.
Assigning a conversation
Each conversation has at most one assignee, and the assignee's avatar shows on the row in the list.
Assign from any of these:
- The reader. Open the assign button in the conversation header, search for a teammate, or choose Me or Unassign.
- A row. Hover over it and use the assign action.
- Several at once. Select conversations and choose assign. The limit is 100 at a time. Any that can't be assigned are listed with the reason.
- The keyboard. Press
a.
When you assign, you can leave a short note for the assignee. Koltrix also suggests people at the top of the list: someone who handled this sender or conversation before, whoever has the fewest open conversations, or the owner of the mailbox. These suggestions are worked out from your own workspace data, without a call to an AI model.
The assignee needs access to the mailbox the conversation is in. If they don't have it, Koltrix tells you so and, if you are allowed to give access, offers to grant it. Nothing is assigned until the person can open the conversation.
The person you assign gets a notification in the app and, if they have turned on push, on their device. They can mute this in Settings → Notifications.
Handoff summary
When you hand over a long conversation, you can ask for a one-line summary to go with it. It is optional, it is saved with the conversation so it is generated once, and it counts as one AI action on your plan.
Internal notes and mentions
An internal note is a message to your teammates, written inside the conversation it is about. It is private to your workspace: it is never sent to anyone and is never part of the email thread. In the reader, notes appear as their own tinted cards so they can't be mistaken for messages.
- Add a note from the conversation.
- @mention a person or a group by typing
@and choosing from the list. Mentioned people get a notification in the app (and a push notification if they have turned it on), and the conversation appears in their Mentions view. - Edit or delete your own notes. Owners and admins can delete anyone's.
- Mentions view. A note's text is not part of mail search, so to find a note, open Mentions (notes that name you) or open the conversation: the row shows how many notes it has.
You can mute assignment and mention notifications in Settings → Notifications.
Seeing who is viewing
When a teammate has a conversation open, you see a chip such as "Maya is viewing" in the reader and on the row. When they are writing a reply, it says "Maya is replying".
If you send a reply while a teammate is writing one in the same conversation, Koltrix asks first: "Maya is replying too. Send anyway?" It never blocks you.
Presence is temporary. It is not stored, and it disappears about 30 seconds after someone closes the conversation or loses their connection.
Views
Under Team in the sidebar, four views show live counts:
| View | Shows |
|---|---|
| Assigned to me | Conversations assigned to you. |
| Unassigned | Conversations nobody owns yet. |
| Mentions | Conversations where someone @mentioned you. |
| Everyone's open | Open conversations across the team. Owners and admins only. |
In the inbox you can also filter by assignee, or use a search operator:
| Search | Finds |
|---|---|
assignee:me | Conversations assigned to you. |
assignee:none | Conversations nobody owns. |
assignee:maya | Conversations assigned to Maya. |
Suspending and removing members
Owners and admins manage people from Team → Members.
- Change role. Pick a new role for the person.
- Suspend. The person can't sign in, but their data stays. A suspended person still takes a seat until you remove them. Reactivate to let them back in. You can't suspend yourself or the owner.
- Remove. Choose who should take over the person's open conversations, or leave them unassigned.
Anyone can also leave the workspace themselves, except the last owner: hand ownership to someone else first.
Transferring ownership
Only an owner can transfer ownership. The person you choose becomes an owner, and you become an admin.
- Open Team → Members and choose the person who should become the owner.
- Choose Transfer ownership and confirm. Koltrix asks for your password or a one-time code first, because this is a change you should be sure about.
Activity and insights
Activity is a feed of what happened: assignments, notes added or deleted, members suspended, reactivated or removed, ownership transfers and group changes. Filter it by person, by type of event, or by conversation.
Insights shows, for each person over the last 30 days: conversations assigned, conversations resolved, median time to a first response, and how many are open right now. It is visible to owners and admins only.
Using an assistant
Assistants connected through the MCP server can list your teammates, assign a conversation and add an internal note. None of these sends email, so no approval card is shown, but each one is recorded in Activity and counts against the rate limits. In the in-app assistant you can ask "what is assigned to me" or "assign this to Maya".
FAQ
Can a customer see an internal note?
No. A note is stored in your workspace and is never sent to anyone outside it.
Can a conversation have more than one assignee?
No. One person owns it at a time. Use an @mention to bring someone else in.
Why can't I assign a conversation to someone?
Either your role is viewer, or the person can't open that mailbox. Give them access in Team → Access, then assign again.
Do viewers take a seat?
Everyone in the workspace takes a seat, whatever their role, and so do invitations that haven't expired. See Limits and quotas.
What happens to a person's assigned conversations when they are removed?
You choose when you remove them: hand the open ones to another member, or leave them unassigned.
Does suspending someone free a seat?
No. A suspended person keeps their seat and their data until you remove them.
Who can see Insights?
Owners and admins.