Account & Settings

kimiwei88
Member

Choosing and syncing email addresses for team to use with our account

SOLVE

My team doesn't know which email addresses we should use with Hubspot, or whether we should set up a separate email specifically to use with our Hubspot account.

 

We are a team of three, and we mostly use gmail, although we have emails connected to our domain name that we can use as well. We are community organizers and also run a family business.

 

We use a team@ email address to communicate about sales and jobs. And we each also have individual email acconts. We use the team@ address so we can all see correspondence that relates to the progress of a sale or job. 

 

I get over 500 emails a day at the Gmail address I customarily use. I don't want to clog my Hubspot account up with extraneous emails. I only want emails syncing with Hubspot that are related to sales, jobs and client contact. What do need to do (set up) to exclude emails that are not related to these tasks and only have sale and job correspondence going through our Hubspot account? 

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2 Accepted solutions
DSharma02
Solution
Contributor

Choosing and syncing email addresses for team to use with our account

SOLVE

Hi @kimiwei88 ,

Hi @kimiwei88 ,

To deal with the sharede emails, HubSpot have a featire of Inbox. 

 

  • Connect your team@ email address to HubSpot as a shared inbox. This will allow all relevant team members to see and manage communications related to sales and jobs.
  • Go to Settings > Conversations > Inboxes in HubSpot.
  • Click Connect a Team Email and follow the instructions to connect your team@ email address.

Check below relevant articles:
https://knowledge.hubspot.com/connected-email/connect-your-inbox-to-hubspot

https://knowledge.hubspot.com/connected-email/choose-an-inbox-connection
https://knowledge.hubspot.com/inbox/set-up-the-conversations-inbox?hubs_content=knowledge.hubspot.co...

 

  • In HubSpot, you can set up rules to exclude certain emails from being logged.
  • Go to Settings > Objects > Activities.
  • Add specific domains or email addresses to the Never Log list to prevent unrelated emails from being synced.

    Hope this helps!
    Thanks

 

 

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karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Choosing and syncing email addresses for team to use with our account

SOLVE

Hi @kimiwei88,

 

Here's what HubSpot recommends you do (and magically, that also solves your main concerns).

That way, you'd have all shared emails in HubSpot. For all individual emails, you could decide what you want to log and what not.

 

(Personally, I don't think the never log list is a viable option as that would require you to create such a list in advance, for all potential senders in the future you do not want to log.)

 

Let me know if you have any follow-up questions!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

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2 Replies 2
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Choosing and syncing email addresses for team to use with our account

SOLVE

Hi @kimiwei88,

 

Here's what HubSpot recommends you do (and magically, that also solves your main concerns).

That way, you'd have all shared emails in HubSpot. For all individual emails, you could decide what you want to log and what not.

 

(Personally, I don't think the never log list is a viable option as that would require you to create such a list in advance, for all potential senders in the future you do not want to log.)

 

Let me know if you have any follow-up questions!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

0 Upvotes
DSharma02
Solution
Contributor

Choosing and syncing email addresses for team to use with our account

SOLVE

Hi @kimiwei88 ,

Hi @kimiwei88 ,

To deal with the sharede emails, HubSpot have a featire of Inbox. 

 

  • Connect your team@ email address to HubSpot as a shared inbox. This will allow all relevant team members to see and manage communications related to sales and jobs.
  • Go to Settings > Conversations > Inboxes in HubSpot.
  • Click Connect a Team Email and follow the instructions to connect your team@ email address.

Check below relevant articles:
https://knowledge.hubspot.com/connected-email/connect-your-inbox-to-hubspot

https://knowledge.hubspot.com/connected-email/choose-an-inbox-connection
https://knowledge.hubspot.com/inbox/set-up-the-conversations-inbox?hubs_content=knowledge.hubspot.co...

 

  • In HubSpot, you can set up rules to exclude certain emails from being logged.
  • Go to Settings > Objects > Activities.
  • Add specific domains or email addresses to the Never Log list to prevent unrelated emails from being synced.

    Hope this helps!
    Thanks

 

 

0 Upvotes