Connect Gmail or Outlook to the Mailbox module so emails are synced automatically and linked to contacts. One-time OAuth setup, no forwarding required.
Introduction
Why connect email to the CRM?
When email stays only in your inbox, the CRM doesn't know what you've sent or received. The Mailbox Module lets you connect Gmail or Outlook via OAuth so emails are synced into the CRM and matched to individuals and organizations. Each email can appear as activity on the related contact, so you have a full communication history in one place. That helps with follow-up, handovers, and seeing everything that's happened with a lead or customer.
You can also use a forwarding address if you prefer not to connect an account; the main recommended approach is Gmail or Outlook OAuth. See the Gmail Integration and Outlook Integration for provider-specific steps.
Step 1: Enable the Mailbox module
Check module availability
- The Mailbox module must be enabled for your business. Your business administrator turns modules on in the module or business settings.
- Once Mailbox is enabled, it should appear in your navigation or sidebar. If you don't see it, check your sidebar or module list and enable it for your view so you can open Mailbox and connect your email.
Step 2: Connect Gmail or Outlook
Connect Gmail
- Go to Modules and open Mailbox (or use the Mailbox entry in your app).
- Choose Connect Gmail (or the equivalent button).
- You'll be redirected to Google to sign in. Sign in with the Gmail account you use for work.
- Review and approve the permissions Piraja requests (e.g. read and send email, access to labels). These allow the CRM to sync your messages and match them to contacts.
- After you approve, you'll be redirected back to the CRM. The connection is complete and emails will start syncing.
Connect Outlook
- Open Mailbox and choose Connect Outlook (or the equivalent).
- Sign in with your Microsoft work or school account (or personal Outlook if that's what you use).
- Approve the requested permissions so Piraja can sync and match emails.
- You'll be returned to the CRM; sync will begin.
One connection per user
Each user connects their own Gmail or Outlook account. There is no need to share a single mailbox; everyone's emails are synced for their own account and matched to the same shared contacts and organizations in the CRM.
What gets synced
Incoming and sent emails
- Incoming and sent emails are synced into Mailbox. You can view them in the Mailbox module (e.g. by folder: Inbox, Sent, or All).
- The system matches emails to Individuals and Organizations using the sender and recipient email addresses. If a contact in the CRM has that email, the message is linked to their record.
- Each matched email can appear as an activity or log entry on the related contact or organization, so when you open a contact you see the conversation history.
What matching depends on
Matching works best when your Individuals and Organizations have correct, up-to-date email addresses. If the sender or recipient isn't in the CRM, or the email address doesn't match, the message may still appear in Mailbox but won't be linked to a contact. Keep contact data current for the best results.
Using Mailbox after connection
Viewing emails
- Use the Mailbox module to browse synced emails by folder (Inbox, Sent, etc.) or to search.
- Open a contact (Individual or Organization) to see their linked activity, including emails that were matched to them.
Linking to tickets or opportunities
Depending on your setup, you may be able to link email threads to Tickets or Opportunities so the full conversation is attached to that deal or support case. Check the ticket or opportunity detail view and Mailbox for link or attach options.
Best practices
Keep contact email addresses up to date
When a contact changes email, update their record in Individuals or Organizations. Accurate addresses improve matching so more emails appear on the right contact.
Use one work account
Connect the email account you use for customer and prospect communication. That way the emails that matter for sales and support are the ones syncing into the CRM.
Frequently asked questions
Do I need to set up forwarding?
No. When you connect Gmail or Outlook via OAuth, sync is automatic. Forwarding is only needed if you use the Mailbox forwarding option instead of provider connection.
Can I connect both Gmail and Outlook?
Typically you connect one provider per user (either Gmail or Outlook). If your app allows multiple connections, check the Mailbox or integration settings.
What if emails aren't showing on a contact?
Confirm the contact has the correct email address saved. If the address matches the sender or recipient, the message should be linked. If matching still fails, see Mailbox: Emails Not Appearing for troubleshooting.
Who can I contact for help?
Contact support at support@piraja.io.
Conclusion
Connect your email to the CRM by enabling the Mailbox module and connecting Gmail or Outlook in a one-time OAuth flow. Emails then sync and are matched to contacts so you have a full communication history in one place. For more detail, see the Mailbox Module guide and the Gmail or Outlook integration guides.