https://knotcrm.com/assets/email-and-calendar-syncing-C4UUGvwo.js

1import{j as e}from"./index-D8ohhcv_.js";function s(r){const n={a:"a",code:"code",h1:"h1",h2:"h2",li:"li",ol:"ol",p:"p",strong:"strong",ul:"ul",...r.components};return e.jsxs(e.Fragment,{children:[e.jsx(n.h1,{id:"sync-your-email-and-calendar",children:e.jsx(n.a,{className:"heading-anchor",href:"#sync-your-email-and-calendar",children:"Sync your email and calendar"})}),`
2`,e.jsxs(n.p,{children:["Connecting your mailbox and calendar is what turns Knot from a contact database into a working CRM. Sync pulls in historical and ongoing email and meetings, auto-creates the people and companies you interact with, and powers communication-intelligence attributes like ",e.jsx(n.code,{children:"Last interaction"}),"."]}),`
3`,e.jsx(n.h2,{id:"why-sync",children:e.jsx(n.a,{className:"heading-anchor",href:"#why-sync",children:"Why sync"})}),`
4`,e.jsxs(n.ul,{children:[`
5`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"Email on the record page"})," — every thread with a contact appears on their profile. Bodies stay private by default; only metadata (timestamps, participants) is visible to teammates until you choose to share."]}),`
6`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"Automatic record creation"})," — people you email or meet become records; companies are inferred from their email domains."]}),`
7`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"Enriched data"})," — domains, social handles, company descriptions, and connection strength across your team."]}),`
8`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"Send from Knot"})," — compose and mass-send via your Gmail or Microsoft account. See ",e.jsx(n.a,{href:"/help/reference/email-calendar/send-emails-in-knot",children:"send emails in Knot"}),"."]}),`
9`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"Call recording"})," — with calendar sync, Pro and Enterprise plans can auto-record meetings."]}),`
10`]}),`
11`,e.jsx(n.h2,{id:"supported-providers",children:e.jsx(n.a,{className:"heading-anchor",href:"#supported-providers",children:"Supported providers"})}),`
12`,e.jsxs(n.p,{children:["Knot syncs with ",e.jsx(n.strong,{children:"Gmail"}),", ",e.jsx(n.strong,{children:"Google Calendar"}),", ",e.jsx(n.strong,{children:"Microsoft 365 Outlook"}),", and ",e.jsx(n.strong,{children:"Outlook Calendar"}),". For anything else, use email forwarding."]}),`
13`,e.jsx(n.p,{children:"Caveats:"}),`
14`,e.jsxs(n.ul,{children:[`
15`,e.jsx(n.li,{children:"On-premise Exchange, third-party-hosted Outlook, and Microsoft 365 shared inboxes are not supported."}),`
16`,e.jsx(n.li,{children:"Only Inbox and Sent folders sync from Outlook."}),`
17`,e.jsx(n.li,{children:"Private calendar events (on either provider) do not sync."}),`
18`]}),`
19`,e.jsx(n.p,{children:`If your admin restricts app installs or you hit a "Need admin approval" message, you'll need IT to whitelist Knot.`}),`
20`,e.jsx(n.h2,{id:"connect-an-account",children:e.jsx(n.a,{className:"heading-anchor",href:"#connect-an-account",children:"Connect an account"})}),`
21`,e.jsx(n.p,{children:"Each member connects their own mailbox:"}),`
22`,e.jsxs(n.ol,{children:[`
23`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"Account settings → Email and calendar accounts"}),"."]}),`
24`,e.jsxs(n.li,{children:["Click ",e.jsx(n.strong,{children:"Connect account"})," next to your provider."]}),`
25`,e.jsx(n.li,{children:"Authorise Knot to read mail and calendar data."}),`
26`]}),`
27`,e.jsx(n.p,{children:"Seat limits apply. Free and Plus: one account per member. Pro: two. Enterprise: unlimited."}),`
28`,e.jsxs(n.p,{children:["After connecting, pick your default ",e.jsx(n.a,{href:"/help/reference/productivity-collaborating/sharing-and-permissions",children:"sharing rules"})," for this mailbox."]}),`
29`,e.jsx(n.h2,{id:"what-happens-on-first-sync",children:e.jsx(n.a,{className:"heading-anchor",href:"#what-happens-on-first-sync",children:"What happens on first sync"})}),`
30`,e.jsxs(n.ul,{children:[`
31`,e.jsx(n.li,{children:"People records are created for everyone you've corresponded with or shared a calendar event with (subject to the workspace record-creation setting below)."}),`
32`,e.jsx(n.li,{children:"Companies are created from the non-public domains of those people, and people are auto-linked to their company."}),`
33`,e.jsxs(n.li,{children:["Emails appear on the ",e.jsx(n.strong,{children:"Emails"})," tab of each record, private to you by default."]}),`
34`,e.jsxs(n.li,{children:["Non-private calendar events appear on the ",e.jsx(n.strong,{children:"Activity"})," tab and are visible to teammates."]}),`
35`,e.jsxs(n.li,{children:["Communication-intelligence attributes (",e.jsx(n.co

35de,{children:"Last interaction"}),", ",e.jsx(n.code,{children:"Next calendar event"}),", connection strength) populate."]}),`
36`]}),`
37`,e.jsx(n.h2,{id:"workspace-record-creation-settings",children:e.jsx(n.a,{className:"heading-anchor",href:"#workspace-record-creation-settings",children:"Workspace record-creation settings"})}),`
38`,e.jsxs(n.p,{children:["Admins control what gets auto-created at ",e.jsx(n.strong,{children:"Workspace settings → Email and calendar → Record creation"}),". The setting applies to every member's synced mailbox plus email forwarding."]}),`
39`,e.jsxs(n.ul,{children:[`
40`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"All contacts"})," — create people records for every inbound or outbound correspondent, and every person on synced calendar events."]}),`
41`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"Selective contact creation"})," (default) — only create people you've actually sent mail to or met with. Filters out newsletters, spam, and one-way notifications."]}),`
42`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"None"})," — no automatic creation. Emails and events still sync to records you create manually."]}),`
43`]}),`
44`,e.jsxs(n.p,{children:["The ",e.jsx(n.strong,{children:"Automatically create company records"})," toggle decides whether companies are minted from non-public email domains. Public domains (",e.jsx(n.code,{children:"gmail.com"}),", ",e.jsx(n.code,{children:"outlook.com"}),", ",e.jsx(n.code,{children:"icloud.com"}),", etc.) are never used to create companies; they only link if the person also has a work domain."]}),`
45`,e.jsxs(n.p,{children:["Record-creation changes are not retroactive. Tightening the rule doesn't delete existing records; broadening it only applies to new data. To reapply ",e.jsx(n.strong,{children:"All contacts"})," to history, change the setting and reconnect each mailbox."]}),`
46`,e.jsx(n.h2,{id:"reconnect-an-account",children:e.jsx(n.a,{className:"heading-anchor",href:"#reconnect-an-account",children:"Reconnect an account"})}),`
47`,e.jsx(n.p,{children:'If sync drops or you need new permissions (for example, a "No sending permissions" error):'}),`
48`,e.jsxs(n.ol,{children:[`
49`,e.jsxs(n.li,{children:[e.jsx(n.strong,{children:"Account settings → Email and calendar accounts"}),"."]}),`
50`,e.jsxs(n.li,{children:["Select the account, click ",e.jsx(n.code,{children:"⋮"})," → ",e.jsx(n.strong,{children:"Re-connect"}),"."]}),`
51`,e.jsx(n.li,{children:"Walk through the OAuth flow again. For Gmail, tick every requested permission box."}),`
52`]}),`
53`,e.jsx(n.h2,{id:"remove-an-account",children:e.jsx(n.a,{className:"heading-anchor",href:"#remove-an-account",children:"Remove an account"})}),`
54`,e.jsxs(n.p,{children:[e.jsx(n.strong,{children:"Account settings → Email and calendar accounts"}),", pick the account, ",e.jsx(n.code,{children:"⋮"})," → ",e.jsx(n.strong,{children:"Remove mailbox"}),"."]}),`
55`,e.jsx(n.p,{children:"When you remove a mailbox:"}),`
56`,e.jsxs(n.ul,{children:[`
57`,e.jsx(n.li,{children:"All synced emails and calendar events are deleted from the workspace (call-recording events are kept)."}),`
58`,e.jsx(n.li,{children:"Calendar links on notes are dropped and won't relink if you re-sync later."}),`
59`,e.jsx(n.li,{children:"People and company records that were auto-created remain."}),`
60`,e.jsx(n.li,{children:"Communication-intelligence data stops counting that account."}),`
61`,e.jsx(n.li,{children:"Active sequence recipients scheduled from that sender are exited."}),`
62`]}),`
63`,e.jsx(n.h2,{id:"see-also",children:e.jsx(n.a,{className:"heading-anchor",href:"#see-also",children:"See also"})}),`
64`,e.jsxs(n.ul,{children:[`
65`,e.jsx(n.li,{children:e.jsx(n.a,{href:"/help/reference/email-calendar/send-emails-in-knot",children:"Send emails in Knot"})}),`
66`,e.jsx(n.li,{children:e.jsx(n.a,{href:"/help/reference/productivity-collaborating/sharing-and-permissions",children:"Sharing and permissions"})}),`
67`,e.jsx(n.li,{children:e.jsx(n.a,{href:"/help/reference/managing-your-data/enriched-data",children:"Enriched data"})}),`
68`,e.jsx(n.li,{children:e.jsx(n.a,{href:"/help/reference/account-settings/notifications",children:"Notifications"})}),`
69`]})]})}function i(r={}){const{wrapper:n}=r.components||{};return n?e.jsx(n,{...r,children:e.jsx(s,{...r})}):s(r)}export{i as default};