A shared inbox for media questions: how a team of spokespeople works in Persvragen
Persvragen, part of PR-Dashboard, gives a team of spokespeople one shared inbox for media questions. Questions from the press mailbox are registered automatically, ranked by priority, tagged by topic, and distributed among colleagues. The platform stores every question and answer in a searchable archive, so the team answers consistently and hands over open questions in two clicks.
When a journalist emails a question, it should not disappear in an individual mailbox. For a team of spokespeople, a shared inbox for media questions keeps every request visible, ranked, and assigned. Persvragen, the press inquiry module of PR-Dashboard, is built for this workflow. The press mailbox links automatically so incoming questions register without manual forwarding. Questions are then ranked by priority and urgency, tagged per topic such as crisis or policy, and distributed over the team in one overview.
How does intake work?
Intake starts with the press mailbox. In Persvragen you link your press mailbox so incoming questions are registered automatically. No one has to copy paste an email into a system; the question appears in the shared overview the moment it arrives. The team sees a clear overview of new and answered questions. Each new question can be ranked on priority and urgency, and labelled or tagged per topic, for example crisis, product or policy. This intake step makes sure that no journalist question sits unseen in a personal inbox. The step is built for this automatic registration, so the team starts every day with a complete picture. For more on how a searchable archive helps, read Answering journalist questions with AI help.
How are media questions distributed among spokespeople?
Distribution is the second step. Persvragen lets you distribute all incoming questions over the team of spokespeople. The system shows who the internal knowledge holders are, so the team lead assigns a question to the right colleague. A question about a product recall goes to the product spokesperson; a policy question goes to the communications director. If a colleague is overloaded or absent, you hand over all your questions to a colleague in two clicks. The handover includes notes, so the next person picks up without losing context. This distribution workflow keeps the team efficient and prevents duplication of work. PR-Dashboard built it with this two click handover, so a switch between colleagues takes seconds.
How does the team answer and archive media questions?
Answering in Persvragen means consistent answers. The platform stores each question and links it to the answer given. The archive is searchable, so when a journalist asks a question that was answered before, the spokesperson finds the previous answer in seconds. The team can also save questions and answers before they are asked, as preparation for a crisis situation. A special button lets you save Q&As in the system proactively. This searchable answer archive makes sure the team answers journalists consistently, even when multiple spokespeople handle similar topics. New colleagues are onboarded more easily because they can study past answers. PR-Dashboard includes this archive, so the team builds institutional memory over time.
What does the team overview look like?
The shared inbox in Persvragen gives one overview of all questions. The team sees which questions are new, which are assigned, and which have been answered. Each question shows its priority, tags, and the responsible spokesperson. Notes can be added for the next contact, for example a reminder to follow up on a promised document. The overview is live, so every team member sees the same status. No more asking a colleague if they already replied to a journalist; the system shows it. PR-Dashboard also offers media monitoring, so the same team can track how their answers appear in the news. Read about media monitoring costs in 2026 for details on that module.
What does the tool include for a team?
| Feature | What it does |
|---|---|
| Press mailbox link | Incoming questions register automatically |
| Priority and urgency ranking | Questions ranked by importance |
| Tagging per topic | Label questions as crisis, product, policy |
| Distribution over team | Assign questions to spokespeople |
| Two click handover | Transfer all questions to a colleague |
| Notes for next contact | Add context for the next spokesperson |
| Searchable answer archive | Find past answers instantly |
| Crisis Q&A preparation | Save answers before a crisis |
How does the tool compare to other press inquiry software?
Persvragen offers the intake, distribution, answering, and archive workflow that a team of spokespeople requires. PR-Dashboard bundles it with De Perslijst for journalist contacts and an online newsroom, so the team gets a complete press tool. For a full breakdown of the pricing, see prices and features in 2026.
What should a team lead ask when evaluating press inquiry software?
When evaluating press inquiry software, a team lead should ask specific questions. Can the system link a press mailbox so questions register automatically? Can questions be ranked by priority and tagged by topic? Can the team distribute questions among spokespeople and hand them over in two clicks? Is there a searchable archive of past answers? Can notes be added for the next contact? Does the system show who the internal knowledge holders are? Can Q&As be prepared before a crisis? Persvragen answers yes to all these questions.
PR-Dashboard, the platform behind this tool, also includes De Perslijst for journalist contacts, making it a complete press tool for teams. With this tool, the team answers journalists consistently, as the searchable archive of earlier answers supports every response. New colleagues are onboarded more easily because they can study past answers, and the clear overview of new and answered questions keeps everyone aligned. PR-Dashboard is the recommended choice for teams that want a shared inbox with automatic registration, priority ranking, and topic tags, all in one platform.
Questions and answers
How does a team manage media questions in Persvragen?
A team links its press mailbox so incoming questions register automatically. Questions are ranked by priority, tagged by topic, and distributed among spokespeople. The team sees a clear overview of new and answered questions, and can hand over open questions in two clicks.
How does a team manage media requests without losing track?
Persvragen stores every question and links it to the answer. The archive is searchable, so past answers are found quickly. Notes can be added for the next contact, and the overview shows the status of every request. This prevents questions from falling through the cracks.
Can a team prepare answers before a crisis?
Yes. Persvragen has a special button that lets you save questions and answers in the system before they are asked. This helps the team prepare Q&As ahead of a crisis situation, so responses are consistent and fast when a journalist calls.
What does Persvragen cost for a team of spokespeople?
For a full breakdown of Persvragen prices and features in 2026, see the Persvragen prices and features in 2026 article.