Mailbind for estate agents

Where the mail comes from

Portals send leads to whichever address was configured, usually a branch one. Vendors and buyers write to the agent they met, which is a personal address. Notaries, surveyors and banks write to whoever is on the file. Each of those has a different urgency and a different tone, and they all land in different places.

The lead half is a speed problem: a buyer enquiring about three properties writes to three agents, and the first answer wins a viewing. The legal half is a precision problem, where the thread has to be findable six months later.

What Mailbind does for the lead half

• One list across the branch address, your own and any portal address, so a lead is seen within minutes rather than at the next check.
• Needs-reply triage, which flags the enquiries still waiting on a person.
• Suggested replies in the sender’s language, as drafts — useful when a buyer writes in a language you do not work in.
• Push notifications on the phone, installed from the browser, so a lead reaches you out of the office.
• Rules that file the portal’s automated digests away from the mail an actual buyer sent.

And for the legal half

Snooze is the feature that earns its keep: a thread waiting on a signature leaves the list until the date it matters, and comes back. Smart folders built from conditions — a sender, an attachment, an unanswered flag — keep a file’s correspondence together without anybody maintaining a folder tree.

Replies leave from the address the message arrived at, which matters when a notary wrote to the branch address and the answer must come from the branch rather than from your personal one. Where several addresses land in one mailbox, each can be verified so it answers as itself.

A branch address with several agents behind it is the Team plan: one shared mailbox, assignment so two agents do not both reply, internal notes for the context that should not go to the client.

Privacy, and the data in a property file

Property correspondence contains identity documents, bank details and addresses, which makes it exactly the kind of mail worth asking questions about.

Mailbind encrypts mailbox credentials with AES-256-GCM, hosts in the European Union, keeps a workspace audit log for three months and publishes a data processing agreement under GDPR article 28. What it cannot do is tell you whether that satisfies your own professional obligations — read the DPA and the privacy policy, and ask whoever advises you.

Two specifics worth knowing: remote images in a message are blocked until you ask for them and then fetched through a proxy, so a sender learns neither your IP address nor when you opened the mail; and attachments are served from an origin that can load nothing, with PDFs opened under a policy that allows no scripts and no network access.

Common questions

Keep reading

• Who it is for
• For freelancers
• Always reply from the right address
• Run a shared support inbox
• Security at Mailbind
• Help: snooze a conversation