How do I connect my email inbox?

Connect your email inbox to Univents so that incoming messages are visible directly in your workspace and you can link emails to enquiries, events, and contacts. Gmail, Microsoft Outlook, and IMAP inboxes (e.g. Strato, 1&1) are supported.

Connect an inbox

1. Navigate to Integrations in the main navigation. You land on the All integrations page; click Email & calendar in the CATEGORIES bar on the left, or type "inbox" into the search field at the top, then open the Email inbox card. The ← All integrations link in the top left takes you back to the directory.
2. Under Visibility for new email accounts, choose who can see the inbox: Per Workspace (Default) makes it visible to all team members, Per User makes it visible to you only.
3. Click Connect email account.
4. You will be redirected to your email provider. Sign in there and confirm the access request.
5. Once connected, the account appears in the list with the status Connected.

For IMAP inboxes (e.g. with regional hosting providers) you will need to enter the server address, port, and credentials manually in the provider dialog. You can find the exact values in your provider's support documentation.

Set the sync period

When you first connect an inbox, Univents synchronises historical messages going back in time. As a workspace owner you can define how far back this initial sync should reach.

1. Scroll to the Initial Sync Period section on the email inbox settings page.
2. In the Sync window for new inboxes dropdown, select a period: Last 7 days, Last 30 days, Last 90 days (Default), Last year, or Full history.
3. The setting applies to newly connected inboxes. For existing connections, use the Re-sync button next to the relevant email address to trigger a fresh sync.

The first sync can take up to 24 hours before all historical messages are fully loaded. New incoming emails appear immediately regardless of this.

Using the inbox

After connecting, you can find your emails via the inbox section in the main navigation. The view shows all threads from connected accounts in a single combined list. The Email inbox card under Integrations remains the place for the settings — connecting, disconnecting, visibility, and the sync window.

• Inbox, Snoozed, Archived, and Customers are the four view modes at the top of the inbox.
• Use the search field and filter chips (Unread, Attachment, Today, Customers, Events open, Enquiries open) to narrow the view.
• Click a thread to open the preview. From there you can create an enquiry, add a contact, or link the thread to an enquiry, event, or contact directly.
• Write replies using the Reply button right inside Univents — the message is sent through your connected inbox.

Contact sync and email tracking

Workspace owners can enable two optional features in the email inbox settings:

Contact sync keeps contacts in sync bidirectionally between the connected inbox and the Univents contact database. On conflicts, last-modified-wins applies: if a field was changed on both sides, the more recent version overwrites the older one. First enable the workspace-level toggle Enable contact sync for workspace, after which each user can switch the feature on or off per inbox individually via Sync my inbox. Use the Start full sync button to trigger a one-time full sync of all your existing contacts, instead of only waiting for future changes.

Email tracking records opens and link clicks for outgoing emails. Please note: for GDPR reasons, a disclosure notice is automatically appended to the bottom of the email when tracking is enabled. Enable the workspace-level toggle Enable email tracking for workspace and then decide per inbox whether tracking should be on by default.

AI reply generator

In the AI Reply Generator section (also on the email inbox settings page) you can enable automatic reply drafts. Univents will then suggest a ready-to-send reply in the reply composer when you click Generate draft.

1. Turn on Enable AI reply generator.
2. Under Tone, choose between Formal, Casual, and Personal (formal, warm).
3. Enter a Monthly budget (cents) at which generation should stop, then click Save.

Personal signature

Under Settings › Email templates you set up your personal signature. It is appended to your replies from the inbox; when empty, the workspace signature applies.

You write straight into the field, like in a word processor: bold, italic, underline and links come from the toolbar, no HTML needed. The {{sender_name}} and {{company_name}} buttons insert placeholders that are replaced with your name and the company name when the mail goes out. The preview below always shows the result with sample values.

If you prefer writing your own markup, Edit HTML switches to the source view and Back to editor switches back. Bold, italic, underline, paragraphs and links are allowed — everything else is stripped when sending, so a signature can never become a door for foreign markup.

Frequently asked questions

The connection shows "Connection expired — reconnect". This happens when the provider's access token expires. Click Reconnect next to the affected email address and confirm the access request again.

I don't see an inbox even though I connected one. Check the visibility setting. If the account is set to Per User, it is only visible to the person who connected it. Workspace owners can adjust the setting under Visibility for new email accounts.

Only emails from a certain date onwards are shown. The initial sync is limited to the selected time window. In the Initial Sync Period section, click Re-sync and select a longer period if needed, such as Full history.

Can I connect multiple inboxes? Yes — one per person. You can have one shared workspace mailbox, and on top of that every team member connects their own personal mailbox. All connected accounts appear together in the inbox. To use a different address, disconnect the existing one first — the Connect email account button then reappears.