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Add your mailbox

Connect your Gmail, Outlook, Zoho or company mail account so you can send and read mail in the CRM.

Guide 2202Updated

Each person adds their own mail account under Settings → Mailboxes. The CRM sends through it (SMTP) and, if you want, reads it (IMAP), so replies from customers land on their records.

Sending works with SMTP alone. Reading needs IMAP as well.

Settings → Mailboxes
Settings → Mailboxes

Add a mailbox

  1. Open Settings and choose Mailboxes under Communication. You can also press Mailboxes at the top of Webmail.
  2. Press Add mailbox.
  3. Fill in Name (for example "Sales"), Email address and Name shown to customers.
  4. Under Quick fill, press your provider if it is listed: Gmail / Google Workspace, Outlook / Microsoft 365, Zoho or Hostinger. This fills in the server addresses and ports.
  5. Under Sending (SMTP), enter the Username and Password or app password.
  6. To read mail too, fill in Reading (IMAP) — optional the same way, and tick Read new mail every few minutes.
  7. Add a Signature if you like, then press Save mailbox.

Adding a mailbox
Adding a mailbox

Check that it works

Each mailbox in the list has a Test button. It tries sending and reading and tells you which works. When reading works, the line under the mailbox says reading mail and when it was last read. A mailbox without IMAP details says sending only — no IMAP details.

Press Read now to read new mail straight away.

Choose folders and filing

After you save a mailbox, open it again with Edit. Under Folders:

  • Press Load folders from the account and tick the folders to read. Ticked folders are read every few minutes and appear under the mailbox in Webmail.
  • File incoming mail on the contact, lead and company it matches, and …and on their open deal, decide where arriving mail is filed.
  • Keep a copy of mail sent from here in the account's Sent folder keeps your mail program's Sent folder complete.

Share a mailbox

Owners and admins see a Sharing section in the mailbox window:

  • Only me
  • Chosen people: pick who can send from it and see its mail.
  • Everyone in the workspace

Automations that send email use a mailbox shared with everyone when the person who made the automation has no mailbox of their own.

Remove a mailbox

Press the bin icon beside it. Mail already on records stays.