The Email Inbox Sync feature in Insightly CRM automatically synchronizes emails sent through the platform. When a recipient replies to an email, the response is logged in Insightly as a new email record, appearing in either the "My Sent Emails" or "My Received Emails" section, as appropriate. This functionality streamlines the tracking of both incoming and outgoing emails from services like Google, Microsoft, and Outlook, maintaining real-time sync and a comprehensive communication history. By automating this process, it eliminates the need for manual logging, reduces the risk of missed emails, and ensures precise association of emails with relevant Contacts and Leads.
Email Inbox Sync is available for all pricing plans.
Please note that Email Inbox Sync applies when the first email originates from the CRM. All replies from an email inbox following the first email originating from the CRM will be captured in Insightly.
Email Sync: Your Complete Guide
With real-time syncing, emails from connected inboxes are automatically captured—no manual forwarding or logging required. Each email is automatically linked to the appropriate CRM record based on the sender or recipient’s email address. For example, if an email is from a recognized contact, it will be automatically associated with that Contact’s record in Insightly.
To ensure both incoming and outgoing emails are logged and matched to the correct records in Insightly, follow these steps:
To activate this feature, click your Profile icon in the top-right corner and navigate to User Settings.
From the left-hand menu, select Email Inbox Sync, then click Add Account.
Enter the email address you would like to sync.
You will then be redirected to the authentication page associated with your email provider: Google, Microsoft, or Outlook
After authentication, your email will appear in the Email Inbox Sync list with a verification checkmark.
- Once connected, your email account will be linked to Insightly, and you’ll see a confirmation message: "Email Account Synced."
If you deactivate a synced email account, any replies to emails sent through Insightly will no longer sync automatically from that point forward. However, all previously synced emails will remain stored in Insightly.
Email Sync: What You Need To Know
- Send Emails Directly from Insightly: Using the Insightly email interface, you can send emails to existing Contacts or Leads directly from your synced email account (as outlined in the steps above).
- Automatic Reply Logging: When a Contact or Lead replies, their response will automatically be logged in the Emails list and in any related record where email activity is tracked—such as the Activity tab of a Contact or Lead profile.
- Seamless Continuation of Conversations: After sending an email from Insightly, you can continue the conversation in your regular email platform (e.g., Gmail, Outlook, or Office 365), and all replies in that thread will automatically sync back to Insightly.
- Automatic Attachment Sync: Attachments from synced emails are automatically saved to the Related > Files section of the corresponding record, complete with file type and size details—making them easy to access and download.
- Real-Time Email Notifications: Receive instant notifications for new emails, including key information and direct links to associated Contacts, Leads, or Opportunities—so you never miss a critical update.
- Inactive Account Policy: Email sync will be automatically disabled for accounts that remain inactive for more than 30 days. Upon your next login, you'll be prompted to reauthorize your email account to resume syncing.