Email Integration

Connect your Gmail or Outlook email account to automatically sync email history onto client profiles. This gives you a complete view of all email communication with each client without leaving the CRM.

What Gets Synced

The system syncs email headers and snippets – subject line, sender, recipient, date, a short preview, and whether there are attachments. Full email bodies are not stored, keeping your data lightweight and secure.

Setting Up Email Integration

Go to CRM Settings > Integrations tab
Under Email Integration, enter your OAuth credentials (Client ID and Client Secret) for Gmail or Outlook
Click Connect and authorise access through your email provider
Once connected, emails begin syncing automatically every 15 minutes

How Email Matching Works

When emails are synced, the system automatically matches them to client profiles by checking the from and to addresses against:

The client’s main email address
The client’s portal email (if different)
Additional contact email addresses on the client record

This means emails sent to or from any contact associated with a client will appear on that client’s profile.

The Unified Emails Tab

On each client profile, the Emails tab shows all email activity in one chronological list:

Direction arrows – blue down-arrow for inbound emails, green up-arrow for outbound
Source badges – green “CRM” badge for emails sent from the CRM, red “Gmail” badge or blue “Outlook” badge for synced emails
Snippet preview – a short preview of the email content for synced messages
Attachment indicator – shows when an email has attachments

CRM-sent emails have a “View” button to see the full content. Synced emails show the snippet only.

Multiple Accounts

Each team member can connect their own Gmail and Outlook accounts. All synced emails are matched to clients at the business level, regardless of which team member’s account they came from.

Disconnecting

You can disconnect an email account at any time. Previously synced emails remain on client profiles – only new syncing stops.