1. Introduction
2. Use Cases
3. Setup Steps
4. Example Setup: One Owner Monitoring support@, info@, and sales@
5. Example Setup: Monitoring Two Personal Gmail Accounts

Introduction

Mobile Text Alerts for Gmail sends a text message to your phone when an important email arrives in a Gmail inbox. Each text includes a short summary of the email and a secure link to read the full message.

Normally you monitor your own inbox. But you can also monitor several Gmail inboxes with one single phone number. This is done with a cloudHQ team: you invite the other Gmail accounts to your team, and as the team admin you create alert rules for each of their inboxes. All the alerts from all the inboxes go to your one verified phone number.

Use Cases

Here are the most common reasons to set this up:

Watch your shared company mailboxes. A small business often has mailboxes like support@company.com, info@company.com, and sales@company.com. Nobody sits in front of those inboxes all day. With one setup, the owner gets a text on their personal phone the moment a customer writes to any of them.

Cover a colleague or manager. An assistant can monitor their own inbox plus the inbox of their manager. For example, get a text only when an email from the board or from a key customer arrives in the manager’s inbox.

Watch your own second Gmail account. Many people have an older personal Gmail account they no longer check every day. Add it to your team and you will get a text when something important arrives there, without ever opening that inbox.

One phone, one place to manage everything. You do not need a separate phone or a separate setup for every mailbox. All rules live in one dashboard, and all texts arrive on the same phone number.

Setup Steps

Here is how to set up one phone number for multiple Gmail inboxes:

1. Sign in to cloudHQ with your main Gmail account and open the Mobile Text Alerts Dashboard.
   [ Screenshot placeholder: the Mobile Text Alerts dashboard after signing in ]
2. Set up your phone number. Enter your mobile number, then type in the 6 digit verification code we text you. Note: we currently support phone numbers in the United States and Canada.
   [ Screenshot placeholder: the phone number form with the verification code field ]
3. Add the other mailboxes to your cloudHQ team. On the dashboard, click Add or Remove team users and send an email invite to each Gmail account you want to monitor.
   [ Screenshot placeholder: the team page with the invite form ]
4. Accept the invite from each mailbox. Open the invite email in that mailbox, accept it, and authorize its Gmail account with cloudHQ. This step is required: we can only watch an inbox after that inbox authorizes Gmail access.
   [ Screenshot placeholder: the invite email and the Gmail authorization screen ]
5. Create your alert rules. Back on the dashboard (signed in as the team admin), add a rule for each alert you want. For each rule, choose which Gmail account to monitor, then set the condition: emails from a certain sender or domain, emails with certain words in the subject, or simply every new email. Select your phone number and save the rule.
   
6. Test it. Send a test email that matches one of your rules. Within a few minutes you will get a text with a short summary and a secure link to the full email.
   [ Screenshot placeholder: a text message alert on a phone with the email summary and the secure link ]

Example Setup: One Owner Monitoring support@, info@, and sales@

Let us say you have a cloudHQ account under the email address support@company.com, and your phone number is +1 415 223 4444. You also want to monitor the inboxes info@company.com and sales@company.com.

To set this up, follow these steps:

• Sign in to cloudHQ as support@company.com and verify the phone number +1 415 223 4444.
• Invite info@company.com and sales@company.com to your team. Ask the person who owns each mailbox to accept the invite and authorize their Gmail account.
• Create the rules. For each rule, choose which account it monitors: support@company.com, info@company.com, or sales@company.com. For example:
  • Every new email in support@company.com
  • Every new email in info@company.com
  • Emails in sales@company.com with the word quote in the subject

Now your phone number +1 415 223 4444 gets a text about emails that arrive in any of the three inboxes.

Example Setup: Monitoring Two Personal Gmail Accounts

Here is an example if you have two Gmail accounts, account_primary@gmail.com and account2@gmail.com, and you want to monitor them both with one phone number:

• Sign in to cloudHQ with your primary account (account_primary@gmail.com).
• Open the Mobile Text Alerts dashboard: https://www.cloudhq.net/main_gmail_smsnotif/setup and verify your phone number.
• Invite your second Gmail account (account2@gmail.com) to your team.
• Open your browser in incognito mode and sign in to Gmail as the second account (account2@gmail.com).
• Find the invite email, accept the invite, and authorize Gmail.
• Go back to cloudHQ as your primary account (account_primary@gmail.com), add your rules, and pick which Gmail inbox each rule should monitor.

You can learn more in this support article: How to set up text alerts to multiple phone numbers.