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How to Share Notes Using a Delegated Gmail Account (Shared Account Approach)
If your team manages a shared inbox (a delegated Gmail account) and simply wants to view and edit the same notes, you can use a shared login workaround. This allows you to collaborate on emails without needing to set up our full CRM product.

How this method works:

Instead of setting up team permissions, every member of your team will log into Simple Gmail Notes (SGN) using one single, shared Google account while working inside the delegated mailbox.
Step-by-Step Setup
  1. Create or choose a shared Google account: Decide on one Google account to act as your "storage" account (for example, [email protected]). Every team member will need to know the password for this specific account.
  2. Open the delegated mailbox: Each team member should log into their own personal Gmail account, then click their profile picture in the top right to switch into the delegated inbox.
  3. Log into SGN: While actively inside the delegated inbox, click the SGN login button.
  4. Use the shared credentials: When prompted by Google to choose an account, do not choose your personal email. Instead, select (or add) the shared Google account from Step 1 and log in.
Once everyone is accessing the same delegated mailbox and logged into SGN with the exact same shared Google account, all notes will sync and be visible to the whole team automatically.
Even though you are using a shared mailbox and a shared SGN login, SGN subscriptions are always tied to the actual logged-in Gmail user.
  •     If you have 5 team members accessing the delegated mailbox, you will need 5 active subscriptions if you want to remove the 50-note monthly limit for everyone.
  •     To easily manage payments for the whole team and avoid multiple invoices, we highly recommend using our Multi-Seat License. 
Limitations of This Method

  •     Desktop Only: Because this method relies on browser-based delegated inboxes, these shared notes will not be visible on the mobile app or the Gmail mobile add-on.
  •     No Individual Permissions: Everyone logging in with the shared SGN account has full access to edit or delete the notes.
(If your team needs mobile access, individual permissions, or works across entirely separate inboxes, you will need to switch to our standard CRM Subscription).