Your mailbox and calendar

Each person in the team can connect their own Google or Microsoft account. Email you exchange with known customers then appears on their contact records, you can write to a customer from their record through your own mailbox, and your appointments are added to your calendar.

Before you start

• Who can do it: each person connects their own account: owners, administrators and members. Viewers cannot.
• Plan: available when your plan includes Mailbox and calendar.
• The platform must be set up for Google or Microsoft. If it is not, the screen says, for example, Google is not set up on this platform yet.
• Your account: a Gmail or Google Workspace account, or a Microsoft 365 or Outlook account. Your organisation's administrator may need to allow the connection.

Open the Connected accounts screen

1. In the sidebar click Team.
2. At the top of the page click Connected accounts. The button shows when your plan includes connected accounts.

Connect your account

1. On Connected accounts, click Connect Google or Connect Microsoft.
2. Sign in with the account you want to connect, and allow the permissions it asks for:

3. You come back to Connected accounts, which lists the account as Google · your address · Connected.

You can connect one Google and one Microsoft account. Connecting the same provider again replaces the earlier connection.

Connect your company mailbox (SMTP and IMAP)

If your email is on your company's domain and hosted with your website or another mail provider, such as crm@yourcompany.com, the Google and Microsoft buttons will not accept it. Connect it like this:

1. In Connected accounts, scroll to Your company mailbox.
2. Enter the Email address and Password.
3. Click Connect and test. The platform signs in to the sending server and the receiving server, and saves nothing if either refuses.
4. Click Send me a test email, and check that it arrived in your inbox.

Mail servers (optional): left empty, the server is mail. followed by your domain, on port 465 for sending and 993 for receiving. Find the exact values in cPanel under Email Accounts, then Connect Devices.

• Only encrypted ports are offered: 465 or 587 for sending, and 993 or 143 for receiving.
• The password is kept encrypted and never shown again. To change a server without typing it again, leave its box empty.
• Email goes out from your address, and a copy is kept in your Sent folder, so you see it in your own mail program.
• Customer replies are read from your inbox without changing any message, so unread mail stays unread.
• A company mailbox has no calendar, so appointments need a Google or Microsoft connection.

What is brought in from your mailbox

Every 5 minutes, new messages are checked:

• Only email with known customers is kept: a message you received from an address that belongs to a contact, or a message you sent to one. Everything else in your mailbox is left alone and not stored.
• Only the subject and a short preview are kept, with the time and whether it was received or sent. The full text and attachments are not.
• The first check goes back 7 days. After that, each check carries on from the last one.
• Archived and erased contacts are skipped.

The messages appear on the contact's record, in the Email panel, marked Received or Sent. The latest 30 are shown. Everyone in the company who can open the contact sees them, so connect only a mailbox whose customer email your team may see.

Send email from a contact

1. Open the contact. It must have an email address.
2. In the Email panel, write the Subject (up to 200 characters) and the Message (up to 10,000 characters).
3. Click Send.

The email goes out from your own mailbox, in plain text, and shows in your sent mail and on the contact as Sent. If you connected your company mailbox, it is used first, then Google, then Microsoft.

Your appointments in your calendar

Every 5 minutes, upcoming appointments assigned to you are added to your main calendar, with their title, start and end. Appointments are described in Tasks and today.

The calendar link goes one way only:

• Changing or deleting the event in your calendar does not change the appointment.
• An appointment is added once. Changing its time, cancelling it or erasing the person later does not update or remove the event already in your calendar; do that in your calendar.

Good to know

• Disconnect stops all reading, sending and calendar updates for that account at once. Email already shown on contacts stays there.
• Leaving the company stops your account from feeding it, even before you disconnect. Your mailbox remains yours.
• Keys are stored encrypted, and Rutba CRM never sees your password.
• Campaign and automation emails do not use your mailbox; see Email sending.

Troubleshooting