Your mailbox in CRM: connect it, personal or shared, sync

Your mailbox is how CRM reads and sends your e-mail: the conversations with a contact appear on their page, and invoices, replies and sequences go out from your address. Each person connects their own: user menu → My settings → Mailbox.

Connect a mailbox

CRM connects to any mail server through IMAP (to read) and SMTP (to send) — your company's mail hosting, or a provider that allows it, like Gmail with an app password. Your provider's help lists the settings.

1. Click IMAP / SMTP.
2. Email Address and Display Name — the name recipients see.
3. IMAP Settings (Incoming Mail): IMAP Host (for example mail.yourcompany.com), Port (usually 993), Encryption (SSL), Username (blank means the e-mail address) and Password. Click Test IMAP.
4. SMTP Settings (Outgoing Mail): SMTP Host, Port (usually 465 with SSL or 587 with TLS), Encryption, Username and Password — blank means the same as for IMAP. Click Test SMTP.
5. Click Connect Account.

CRM starts reading your mail at once: Email account connected. Initial sync started. After that it checks for new mail every minute.

Without SMTP

A mailbox without SMTP settings only receives through CRM. Invoices, credit and debit notes and meeting invitations you send from it go through Push, from your workspace's sender, and replies come to you; through Push an e-mail can carry PDF files only. A message from Inbox is not sent: CRM says This mailbox has no SMTP settings, so CRM cannot send as you. Add them in My settings → Mailbox. To send from your own address, fill in SMTP.

Personal or shared

A mailbox is Personal: only you see its mail.

Share makes it Shared with the team: colleagues see its mail on the contacts and leads it concerns. A message you mark private in Inbox stays hidden. Only the mailbox's owner shares it; Make personal takes it back. Colleagues never send from your mailbox.

Your mailboxes

Each mailbox shows its status, when it last synced and any error. Its buttons:

• Set default — the mailbox CRM sends from when you have several.
• Sync now — check for new mail at once.
• Edit — change the settings, the display name and the Daily limit for sequences.
• Deactivate / Activate — stop and restart syncing without removing it.
• Remove account — CRM stops reading it.
• Allow agents / Stop agents — whether Monfri Agents may read this mailbox's content; shown only when your workspace allows it.

If something doesn't work

IMAP connection failed: …

The host, port, encryption, username or password is wrong, or your provider does not allow IMAP. Check your provider's settings; for Gmail turn on 2-step verification and use an app password.

SMTP connection failed: …

Check the SMTP host, port and encryption — 465 goes with SSL, 587 with TLS — and the password.

This mailbox is not syncing:

Inbox shows this when a mailbox stopped syncing. Its error is on My settings → Mailbox — usually a changed password. Edit the mailbox, type the new password and save.

Connecting this provider is not available yet. Connect the mailbox with IMAP / SMTP.

Connecting Gmail or Outlook with a sign-in button is not offered yet. Use IMAP / SMTP.

Only the owner of the mailbox can share it.

Ask the colleague whose mailbox it is.