Real-time collaboration in Staffbase Email allows multiple team members to edit the same email draft simultaneously. This allows contributors to work together on an email without needing to wait for feedback or take turns making changes. It is especially useful for urgent communications where speed and clarity are essential.

By supporting simultaneous editing, Staffbase Email helps avoid the common pitfalls of version conflicts and overwritten work. Teams can brainstorm, review, and finalize content together—no meetings or messaging threads required. This feature is designed to improve efficiency, reduce back-and-forth, and support seamless collaboration across large communication teams. Real-time collaboration is also available in the text editor mode.

Draft Collaboration

When you open a draft or template that someone else is editing simultaneously, their profile picture or avatar displays at the top of the draft. If you hover over the profile pictures and avatars, a tooltip shows the persons' names and the language version they are currently working in.

While a block is being edited, only the person working on it can view the changes being made. Only when the block is unlocked, the updated content becomes visible to everyone.

Each draft can have multiple language versions, which are visible in the language tabs. Real-time collaboration and block locking apply separately to each language, so users can work on different languages at the same time without conflicts. Any user who saves the email draft, saves the changes from everyone currently working on it.

To protect ongoing edits, restoring a version from the version history is not available for a language version that is currently being edited. Language versions that are not actively being edited can still be restored at any time.

Block Locking

Only one person can edit a layout or content block at a time. A block locks once someone clicks on it, and others cannot make any changes. Only the person currently editing a block can see the block while it's locked, while others see a transparent overlay on the locked block. The user who is editing the block displays when you hover over the block. A block unlocks automatically when:

• The person stops selecting it
• There is no activity for 10 minutes
• The person leaves the draft

Once the block is unlocked, the updated content becomes visible to everyone.