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

[kimiwei88]

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? 

[DSharma02 · Accepted solution]

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

[karstenkoehler · Accepted solution]

Hi @kimiwei88,

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

• Connect your team email channel as a conversations inbox: https://knowledge.hubspot.com/inbox/connect-channels-to-the-conversations-inbox#connect-and-customiz...
  • All incoming emails will be logged here
  • Team members with access to the inbox in HubSpot can review emails and reply to them
  • If needed, you can create tickets from incoming emails
• Connect your individual email address by following these steps: https://knowledge.hubspot.com/connected-email/connect-your-inbox-to-hubspot
  • Net new incoming emails will not log in HubSpot
  • Sent emails from your inbox to contacts will log if they're sent from the HubSpot CRM, using the BCC address or one of the sales extensions (meaning that you have full control over what is documented)
  • Incoming emails are only logged when they're replies, see here: https://knowledge.hubspot.com/connected-email/log-email-replies-in-the-crm

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!

[DSharma02 · Accepted solution]

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