Connect your email account to eduCRM

With eduCRM, you can connect multiple Gmail, IMAP, or Exchange email accounts to your pipelines located in the Deals tab.

Doing so automatically syncs email messages to and from contacts in your eduCRM account to consolidate and organize your recruitment activities.

Take note

To test this connection when the setup is complete, please ensure your test contact has a different email address from the one connected to the Deals CRM. Emails will not sync if the connected and test contact email addresses are the same.

Connected emails and synced messages are user-specific. This means that if User A connects their email account to sync email messages, then User B cannot see that in their account. 

How the sync works

When setting up this feature, you can sync emails from all or primary contacts on open deals. By default, connected email accounts sync emails from all contacts. This setting is used for all email messages associated with your connected email address.

If you choose to sync emails from all contacts, all emails for contacts will sync to your account. This includes contacts without a deal and all contacts on any deal of any status.

Once your email account is connected, emails from one year ago and all emails moving forward will sync to your account. These emails will appear in the following places:

• Deal record - Recent Activity Stream and Emails tab
• Contact record - Recent Activity Stream and Emails tab

The Connected Emails page

You can connect your email accounts to Deals on the Connected Emails page. You can find this page by going to Deals > Connected Emails.

After you connect your email account, we'll show the following information:

• Account - your connected email account
• Created - the date you established the connection
• Status - the status of the connected email account
• Sync emails from - choose "Only the primary contact on open deals" or "All contacts"
• Email visibility - choose "Public" or "Private." If you select "Public," anyone can see emails from the connected email account. If you choose "Private," only you can see emails from the connected email account.
• Sentiment Analysis - Choose "Do not allow" or "Allow." Sentiment analysis captures and presents contact sentiment based on emails received from a contact on an open deal
• Preferred Email Account - Available on Professional and Enterprise plans - Automated 1:1 emails are sent from the email address selected on this page. You can also choose a different email address to send the email from in the"Send a 1:1 email" automation action.

Connect your Gmail account

1. Click Deals > Connected Emails.
2. Click the "Connect an email account" button.
3. A modal window will appear. Type your email address into the field provided and click the "Sign In"button.
4. Click the Google account you would like to connect.
5. Type your password and click "Next."
6. Review the permissions and click "Allow."

The Connected Emails page will reload. Your email address is now connected.

Connect your IMAP account

1. Click Deals > Connected Emails.
2. Click the "Connected an email account" button.
3. A modal window will appear. Type your email address and click the "Sign In" button.
4. Type your password and click "Sign In."

The Connected Emails page will reload. Your email address is now connected to your account.

Once connected, we attempt to sync any previous emails you have for your contact(s). This happens during the initial connection of your email account.

Connect your Exchange account

If your account has two-factor authentication enabled, you'll need to generate an app password. Follow Microsoft'sinstructions to learn how.

1. Click Deals > Connected Emails.
2. Click the "Connect an email account" button.
3. A modal window will appear. Type your email address and click the "Sign In" button.
4. Click "Exchange."
5. Type your password and click "Sign In."

The Connected Emails page will reload. Your email address is now connected to your eduCRM account.

If you see an error message while trying to connect, try one of the following:

• Specify your username 
• If your email address is different from the username you use to log into Windows, try entering your Windows username. To do so, click the "Advanced Settings" link in the modal popup and type your Windows username in the "Exchange username" field.
• Specify an Exchange Server
• The login can auto-detect most Exchange server names, but you sometimes need to enter the server details manually. If you have access to the Outlook Web App for your email, the server name you see while logged in is the correct Exchange server name. If you need help determining what information you should enter to connect your Exchange account, please reach out to your Exchange server administrator.
• Connection issues
• If the details you've entered are correct, but the login fails, it may be a connection issue. Make sure that you have not entered a server name that requires VPN access.

Preferred Email Account

Available on Professional and Enterprise plans.

The Preferred Email Account is the default From email address that appears on all outgoing 1:1 emails from an automation.

To set a preferred email address:

1. Click Deals > Connected Emails on the left menu.
2. Connect your email account using one of the options outlined above.
3. Click the "Preferred Email Account" dropdown.
4. Click the email address you want to use as the default From email address.

We will automatically save your selection.

To use the preferred account in an outgoing 1:1 email, select %deal_owner_email% as the From email address. This is located in the “Send a 1:1 email” action modal.

Connect your IMAP account

1. Click "Settings" located on the left-side menu.
2. Click "Deals" located on the left side of your screen.
3. Click the "Add Account" button.
4. A modal pop up will appear. Type your email address and click the "Sign In" button.
5. Type your password into the field provided and click "Sign In."

The Settings > Deals page will reload and your email address will be connected to your account:

 

All future and sent emails that relate to an open deal for a contact will be shown in their deals stream. Only emails that are “sent to” and “received from” an email address that relates to a contact with an open deal will be added. 

Connect your Exchange account

If you have two-factor authentication enabled on your account, you'll need to generate an app password. Use Microsoft's instructions to learn how.

1. Click "Settings" located on the left-side menu.
2. Click "Deals" located on the left side of your screen.
3. Click the "Add Account" button.
4. A modal pop up will appear. Type your email address and click the "Sign In" button.
5. Click "Exchange."
6. Type the password to your Exchange account and click "Sign In."

The Settings > Deals page will reload and your email address will be connected to your account:

 

If you see an error message while trying to connect, try one of the following:

• Specify your username
  If your email address is not the same as the username you use to log into Windows, try entering your Windows username by clicking the "Advanced Settings" link in the modal popup and typing your Windows username in the "Exchange username" field:

 

• Specify an Exchange Server
  The login can auto-detect most Exchange server names, but sometimes you will need to enter the server details manually.

If you have access to Outlook Web App for your email, the server name you see when logged in is the correct Exchange server name. If you are not sure what information you should enter to connect your Exchange account to eduConverse, we recommend reaching out to your Exchange server administrator.

• Connection issues
  If the details you've entered are correct but the login is failing, it may be due to a connection issue. Make sure that you have not entered a server name that requires VPN access.

Managing privacy

The privacy option located on the Deal settings page allows you to choose if you want other account users to be able to see the emails that are shown for your open deal.

If you choose to allow emails to be seen only by yourself, other users will see that an email was sent or received, but they will not see the subject or body of that email.

And that's it! Now when you send emails to contacts within eduCRM, you're email conversations will sync to their contact/deals.