Phase 1 Setup #6: Linking Your Email Account

Step by step process:

1. A very important step before trying to connect your email accounts is to first successfully import your existing client database with all contact information.

2. For example, with this existing database import that we’ve done, if we’re going to Jack Polly as an example and review their contacts, we can see that the correct person has been added with all their relevant contact information.

3. This is a very important step before linking your emails, because when that happens, the system will pull through all your emails from Gmail or Office 365 into the CRM and match those emails to the relevant customer profiles. Before matching your emails, ensure your entire client database is set up correctly.

4. In order to match or link your emails to the system, navigate to Settings. When you click on the user you can see that there are two options under e-mail settings.

5. You can choose to link either your Microsoft or Gmail e-mail.

6. Select the one you would like to connect and log in with either your login details for Microsoft or Gmail.

7. After you have successfully linked your emails, it will show that your specific e-mail account has been connected and is working.

8. It will also ask you to choose an e-mail history.

9. Look back days. By default this is set to one day.

10. It is advised that you initially set it for one day.

11. As soon as you’ve connected your emails, the last day’s emails in your mailbox will automatically pull through to the CRM system and match to the relevant clients in the CRM.

12. All of your emails in Gmail or Outlook will disappear from their inbox.

13. They haven’t disappeared completely and still sit within Gmail or Outlook. Just stored in a slightly different folder.

14. Don’t worry when your emails don’t appear where they used to be.

15. Once you’ve pulled through your last 24 hours’ emails, you’ll be able to see your emails and how easily the system matched them to your clients.

16. You can always revisit these settings and change your e-mail Look back days to slightly longer. This could also pull through more emails than you need.

17. Give it a go and see how effortlessly the CRM pulls in your retrospective data.