Inbox access
ClearDesk receives limited access only to the agreed mailbox, label, shared folder, calendar or channel. Access should be removable when the work ends.
How it works
A controlled handover—not a blind transfer of your business.
ClearDesk starts with one defined workflow and documented rules. New clients may begin with the three-day free trial, then choose the larger five-day paid pilot or monthly support.
When you need a larger test
Inside the five-day paid pilot.
The paid pilot adds more setup, capacity and reporting than the free trial.
DAY 1
Configure
Set up labels, folders, templates, tracker and approval rules.
DAY 2
Operate
Handle the first defined tasks and confirm escalation timing.
DAY 3
Stabilise
Correct gaps in information, templates and task ownership.
DAY 4
Measure
Track completion, response delays and pending decisions.
DAY 5
Report
Close the pilot with results, unresolved items and recommendations.
What you provide
The context ClearDesk needs.
- ✓Accurate business information, approved pricing and working hours
- ✓A named decision-maker for exceptions and approvals
- ✓Limited access to the agreed inbox, calendar or folders
- ✓Prompt decisions when a request exceeds the defined rules
What ClearDesk provides
The structure that keeps work visible.
- ✓A shared task and enquiry register
- ✓Consistent templates and file organisation
- ✓Documented escalation and approval boundaries
- ✓A weekly report showing progress and open decisions
Operating rules before access
ClearDesk does the routine work. The client keeps control of the decisions.
The first setup task is not “send us your inbox.” It is defining what ClearDesk may see, what ClearDesk may do, what must be drafted first, and what must stay with the business owner or decision-maker.
Urgency rules
Urgency is defined by agreed criteria: customer type, deadline, subject, risk, service commitment or a named escalation contact.
Reply authority
ClearDesk can send routine acknowledgements only when the wording or rule is approved. Unusual, sensitive or commercial replies are drafted or escalated.
Weekly evidence
The client receives a summary of completed work, open items, approval requests, follow-ups due and support usage, so the work can be checked rather than trusted blindly.
Information controls
How business information is handled
ClearDesk receives only the information and access required for the agreed workflow. Access, approvals, storage locations, retention, and offboarding are confirmed before operational work begins.
01
Limited access
Delegated mailbox access, separate user accounts, restricted calendars, shared folders, and limited workspaces are preferred over sharing primary administrator credentials.
02
Where work is stored
Where practical, work remains inside client-owned tools such as the client’s email system, calendar, Google Drive, Microsoft 365, or approved business application. Where a ClearDesk-managed workspace is required, client records are separated by client and access is restricted to the agreed support process.
03
Credentials
Passwords must not be sent through ordinary email, contact forms, or WhatsApp. Access should be provided through delegated accounts, separate credentials, or an approved password manager. ClearDesk does not request banking passwords, card PINs, or one-time authentication codes.
04
Client approval
Pricing changes, discounts, contracts, technical advice, legal matters, payment authorisation, record deletion, and other sensitive actions remain subject to client approval or owner-only control.
05
Retention and offboarding
When the engagement ends, operational access is revoked. Required business records are returned or retained according to the agreement, and unnecessary working copies are removed within the agreed retention period.
06
Incident response
If incorrect access, accidental disclosure, suspicious account activity, or another information-handling incident is identified, ClearDesk restricts access, records the incident, informs the appropriate client contact, and coordinates corrective action.
Measured activity
How ClearDesk measures the work
Live engagements may measure support hours used, messages reviewed, enquiries recorded, routine responses completed, quotations followed up, appointments confirmed, documents prepared, approval items escalated, open actions at the end of the reporting period, and response or completion time where appropriate.
Actual results depend on the agreed workflow, available information, client approval timing, and workload. ClearDesk reports measured activity and does not guarantee revenue, conversion, or time savings.