Currently, when integrating a shared inbox (e.g., sales@company.com or support@company.com) in HubSpot, every incoming email automatically creates a new contact in the database. This leads to a flood of irrelevant contacts, including newsletters, spam, promotional emails, SEO service pitches, and other non-essential notifications—cluttering the CRM with useless data.
To solve this, HubSpot should introduce a toggle option that allows users to:
- Enable or disable automatic contact creation for shared inboxes.
- If disabled, HubSpot would still receive and display the email in the inbox, but it would not add the sender to the contact database unless manually created.
- This setting could be adjusted per inbox or per connected email, allowing flexibility based on the business use case.
- When an email arrives from a new sender, HubSpot should display a “Create Contact” option alongside the email instead of automatically adding them to the CRM.
- Users can choose to create the contact only if it’s relevant, such as a potential lead, partner, or customer inquiry.
- If the sender is unimportant (e.g., a spammer or a newsletter sender), the email would remain in the inbox without affecting the contact list.
- HubSpot could also offer a “Never create contacts from this domain” setting, helping users block common spam sources.
- Also nice to have:
- An AI-based tagging system in the inbox to automatically tag and categorize emails into:
- Newsletters
- Opportunities (Leads/Customers)
- Support Request
- Billing Inquiry
- Internal Communications
- Junk/Spam
- An AI-based tagging system in the inbox to automatically tag and categorize emails into:
This will allow teams to focus on high-value interactions instead of manually sorting through irrelevant emails, We can keep the contact list clean and relevant by reducing unnecessary contact entries.
Would love to hear thoughts from the community—this would be a game-changer for anyone managing high-volume shared inboxes!