Teams & organisations
Roles, seats, group sync and shared mailboxes for businesses.
A business organisation lets one account manage Sortfully for a whole team — members, seats, shared mailboxes and central policy. You reach it from the Team item in the sidebar (visible to owners and admins).
Roles
| Role | Can do |
|---|---|
| Owner | Everything an admin can, plus billing: change seats paid for, cancel or resume the plan, and transfer ownership. There's one owner, and it's transferable. |
| Admin | Manage members, shared mailboxes, group sync, and audit/filing policy — but not billing. |
| Member | Use Sortfully for their own mailboxes. No access to the team panel. |
Managing members
Admins can:
- Invite by email. An invited person is free until they connect a mailbox.
- Set a role — Member or Admin.
- Remove a member — they revert to a standalone account and can be re-invited later.
- Transfer ownership (owner only) — the new owner takes over billing; the old owner becomes an admin.
The member list can be filtered by name or email and shows each person's mailbox count.
Seats and parking
Seats are pooled across the org. Admins assign or remove a licence per mailbox. A mailbox left without a seat is parked: filing pauses for it (nothing is deleted), and the member sees a banner asking their admin for a seat. Filing resumes the moment a seat is assigned. The number of seats the org pays for is set by the owner on Billing.
Microsoft 365 group sync
Admins can connect Microsoft and import users from your tenant's groups, rather than inviting people one at a time. The sync wizard lets you pick groups, preview members, and run the sync. Optional automation can:
- Auto-license newly synced mailboxes,
- Auto-sync hourly, and
- Auto-park leavers when they drop out of a group.
Shared mailboxes
Once Microsoft is connected, admins manage the org's shared mailboxes: assign delegates (members who should see and act on the mailbox — it then appears in their mailbox switcher), set each shared mailbox's licence, and toggle its detailed activity log. Delegates are mirrored from Exchange "Full Access" permissions; the wizard provides a short PowerShell command to import them (either auto-submitting the result or pasting it back).
Central policy
Admins can set team-wide defaults:
- Audit detail control — either let members choose their own detailed-log setting, or control it centrally with a default that members can't change.
- Filing delay — set the org-wide default reply-safe delay; members can still override their own within the allowed range. Leave it blank to fall back to the system default.
- Retention window — enforce a single audit retention period for everyone.