Shared Mailbox
Pro The shared mailbox is a Pro feature that requires the shared_mailbox feature flag to be enabled for your band.
A shared inbox for your band — manage gig inquiries, venue communications, and booking emails in one place without forwarding chains or CC chaos.
Overview
Section titled “Overview”Connect an IMAP/SMTP email account that your entire band can access. Incoming emails appear as threads in the inbox, where any band member can read, reply, add internal notes, and link conversations to calendar events.
Setting Up
Section titled “Setting Up”Adding a Mail Account
Section titled “Adding a Mail Account”Only the band owner can add mail accounts:
- Go to Settings > Mailbox
- Tap Add Account
- Enter your IMAP and SMTP server details
- Test the connection to verify credentials
- Save — the inbox begins syncing immediately
Backfill
Section titled “Backfill”After connecting an account, you can backfill existing emails so your thread history is available from day one. The backfill runs in the background and may take a few minutes depending on the mailbox size.
Thread Management
Section titled “Thread Management”Thread Status
Section titled “Thread Status”Each email thread has a status to track where it is in your workflow:
| Status | Description |
|---|---|
| New | Unread thread, needs attention |
| Open | Being actively handled |
| Snoozed | Hidden until a specified date |
| Done | Resolved, archived |
Thread Assignment
Section titled “Thread Assignment”Assign threads to specific band members so everyone knows who’s handling what. The assignee sees the thread highlighted in their view.
Add tags to threads for organization — “booking”, “press”, “tech-rider”, “invoice”, etc.
Linking to Events
Section titled “Linking to Events”Link a thread to a calendar event to connect the conversation with the gig it relates to. When you open a gig in the calendar, you can see all linked email threads.
Replying
Section titled “Replying”Reply to threads directly from Gigmeister. Replies are sent via SMTP from your connected mail account, so recipients see your band email as the sender.
Reply Templates
Section titled “Reply Templates”Create reusable templates for common responses — booking confirmations, tech rider requests, availability checks. Templates support variables that auto-fill with event details.
- Go to Settings > Mailbox > Templates
- Create a template with a name and body
- When composing a reply, insert a template with one tap
Rider Pack Insert
Section titled “Rider Pack Insert”If your band has a Rider Pack configured, you can insert a link to it directly into a reply using the toolbar button. The recipient gets a public, read-only link to your tech rider, stageplan, and hospitality requirements.
Internal Notes
Section titled “Internal Notes”Add internal notes to any thread that are visible only to your band — never sent to external recipients. Use @mentions to notify specific band members about a thread.
Internal notes are useful for:
- Discussing whether to accept a gig offer
- Noting payment terms or contract details
- Flagging follow-up items for other members
Search
Section titled “Search”Full-text search across all email messages. Search by sender, subject, or message content with a minimum of 2 characters.
Bulk Actions
Section titled “Bulk Actions”Select multiple threads and apply actions in bulk:
- Mark as done
- Assign to a member
- Add tags
- Snooze until a date
Mail accounts sync periodically to pull new messages. The sync runs automatically — you don’t need to manually refresh.