Share inboxes, calendars, and contact lists
Let other people on your site work in a mailbox, calendar or contact list you own, each with their own role.
Sharing lets the support inbox, the team calendar or the client list live in one place while several people work in it. Nobody hands over a password.
Sharing needs an Ultimate or Lifetime license. Starter and Premium sites don't show it, and neither does the free plugin.
Who you can share with
Other people on the same WordPress site who can open PressedMail. An administrator decides who that is under Site access and administration. There's no invite email. Once you add someone, the item shows up for them the next time PressedMail loads.
Share a mailbox
- Open Settings, then Email connections, and press Share next to the mailbox. Or pick Share this inbox in the account menu at the top.
- Search for the person under Add a person.
- Pick their role and press Add.
Three roles:
- Viewer reads mail and changes nothing.
- Responder reads, replies, sends as this address and files mail.
- Manager does everything a Responder can, plus empties Trash and adds teammates. Only the owner can add, change or remove a Manager.
The mailbox appears in the teammate's account switcher with a Shared badge and your name. They work through your connection on the server and never see your password or sign-in token. Account settings, folders, rules and credentials stay yours to change.
Share a calendar
Open the menu next to one of your calendars and pick Share. Two roles:
- Viewer sees the calendar and every event.
- Editor also adds, changes and deletes events, including single occurrences and whole recurring series.
The calendar shows up in their list in your colour. Invitations, updates and cancellations for its events still go out from you.
Share a contact list
Open the menu next to one of your lists and pick Share. Two roles:
- Viewer sees the list's members and can send to the list.
- Editor also adds, edits and removes members.
Teammates see the card details of the people on that list, and nothing else from your address book. Your notes, tags, custom fields and message history for those contacts stay private. Removing someone from a shared list never deletes your contact.
A send to a shared list follows the same rules as your own lists, including the limit of 100 people per send.
Your lock, their lock
The PressedMail Lock is per person and off until someone turns it on. Turning on your lock doesn't lock teammates out of what you shared, and each of them can set a lock of their own. To cut someone off, remove them from the share.
Change or remove access
Open the same Share dialog. Change someone's role, or remove them. It takes effect on their very next request. Anyone can walk away from something shared with them by picking Leave in its menu.
If the Ultimate license lapses or the site moves to a lower plan, teammates lose access and everything stays with its owner. The shares are kept, so they come back when Ultimate does.
Privacy
Shares are stored on your site, in your WordPress database. Nothing about who shares what leaves the site, and WordPress's personal data export and erasure tools include share records.
When Settings > Discussion shows avatars, the share dialog loads each person's avatar from Gravatar (secure.gravatar.com). The image address carries a hash of the person's email address, and Gravatar sees the viewer's IP address. With avatars off, PressedMail shows initials and requests nothing. See Automattic's privacy policy.