How do I connect my email to AI CRM?

Sync your inbox to AI CRM to populate your contact list automatically and keep email activity in one place.

Important: This feature is only available on desktop. It is not accessible through the Luxury Presence Mobile App.

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Overview

Connecting your email to AI CRM syncs your contacts and keeps your database up to date as new contacts appear in your inbox. You choose whether to import contacts automatically or sync emails only — and if you import contacts, you control which contact types get added. Google (Gmail) and Microsoft (Outlook) accounts are supported.

Key benefits

• Populate your contact list automatically — Contacts from your inbox are added to AI CRM without manual entry
• Control what gets imported — Choose which contact types (Leads, Clients, Sphere, Agents, Vendors) are created automatically from your inbox
• Keep email context in AI CRM — Email activity syncs to contact profiles, giving you relationship intelligence in one place
• Connect multiple accounts — Each team member can sync as many individual email accounts as they need
• Update your preferences anytime — Change your sync settings from Connected Accounts at any time after setup

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Email connection video walkthrough

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How to connect your email to AI CRM

Admin and Member users can connect an email account to AI CRM. Guest users have view-only access and cannot connect an email.

There are two ways to start connecting your email to AI CRM. Both paths lead to the same authorization flow.

Option 1 — From the Contacts page

1. Navigate to the Presence® Platform.
2. Click Contacts from the left-hand menu.
3. Click Connect your email in the top-right corner.

Option 2 — From Connected Accounts

1. Navigate to the Presence® Platform.
2. Click your name or initials in the bottom left-hand corner of the screen.
3. Select Settings from the menu.
4. Click Connected Accounts.
5. Locate the Email & Calendar section and click Add account.

Complete the setup

Regardless of which option you use, complete the connection to AI CRM by following these steps:

1. On the Configure your email sync screen, select your sync preference:
   • Sync emails and import contacts — Contacts from your inbox are added to AI CRM automatically. This is the suggested option.
   • Sync emails only — Emails sync to contact profiles, but no new contacts are created from your inbox.
2. Click Next.
3. If you selected Sync emails and import contacts, the Import settings screen appears. Check the contact types you want AI CRM to import automatically: Note: Leads, Clients, Sphere, Agents, and Vendors are selected by default. Other is not selected by default.
   • Leads — Potential clients
   • Clients — Active and past clients
   • Sphere — Your personal network
   • Agents — Other real estate agents
   • Vendors — Contractors and providers
   • Other — Non-business contacts
4. Click Next.
5. On the Select your email account screen, choose your email provider — Google or Microsoft.
6. Follow the prompts to authorize access to your email account.

Once authorized, AI CRM begins syncing your email and importing contacts to AI CRM based on your settings.

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Connecting multiple email accounts

You can connect more than one email account to AI CRM. Each team member syncs their own email account (or accounts) individually — there's no limit on how many you can add, and no admin view shows which team members have connected their email.

To connect an additional email account, follow the same steps as connecting your first one:

1. Navigate to the Presence® Platform.
2. Click your name or initials in the bottom left-hand corner of the screen.
3. Select Settings from the menu.
4. Click Connected Accounts.
5. Locate the Email & Calendar section and click Add account.
6. Follow the same Configure your email sync and authorization steps used for your first account.

Note: AI CRM only supports individual Gmail or Outlook accounts with their own login credentials. Shared or team inboxes set up as Google Group emails, distribution lists, or shared mailboxes without individual credentials cannot be connected — even if the underlying account is Gmail or Outlook based.

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What data does AI CRM access when I connect my email?

When you connect your email to AI CRM, you're granting a few specific permissions so AI CRM can import contacts and surface relationship intelligence. Here's exactly what that involves:

• Connect to your Gmail or Outlook account — establishes the sync itself.
• Read your calendar — surfaces meetings and appointments next to the related contact.
• Sync contacts from your email history — imports the people you already correspond with, based on your sync preferences above.
• Read message content — used to extract relationship intelligence, such as identifying contacts and surfacing suggested next actions, so the right follow-up doesn't get buried in your inbox.

Privacy protections:

• No raw email storage — message content is processed, not retained.
• Sensitive information is dropped during processing.
• No AI training — your data is never used to train AI models.
• All client data remains secure and anonymized.
• Your email credentials are never stored.

You can disconnect your email from AI CRM at any time from Settings > Connected Accounts — from either the Presence® Platform or directly from your Google or Microsoft account. Disconnecting revokes access immediately and stops all future syncing, but previously imported contacts, notes, activity, and history are not deleted.

For the full permission-by-permission breakdown — including the difference between Google's per-permission consent screen and Microsoft's all-or-nothing consent screen, and the exact OAuth scopes for IT and security reviewers — see What permissions do I need to grant to connect my email and calendar?

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How long does the import take after connecting my email?

The import time after connecting your email to AI CRM depends on the size of your contact list. Contacts appear in your list as they're processed — you don't need to wait for the full import to complete before using AI CRM.

Contact list size	Estimated import time
Under 1,000 contacts	15–30 minutes
Several thousand contacts	Up to a few hours

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What happens after you connect your email

After connecting your email to AI CRM, it syncs your contacts on an ongoing basis according to your preferences.

If you chose Sync emails and import contacts, AI CRM will:

• Import contacts from your inbox automatically as new contacts appear
• Assign a contact type (Lead, Client, Agent, etc.) to each contact based on your email history
• Set a Source showing where each contact came from
• Calculate a Lead Score (if enabled) based on engagement signals
• Read message content to pull actionable context for relationship intelligence

If you chose Sync emails only, no new contacts are created from your inbox. Emails still sync to the profiles of contacts already in AI CRM.

You can update your sync preferences at any time from Settings > Connected Accounts. See How to change your email sync and contact import settings in AI CRM for instructions.

If your email won't connect, the most common causes are a browser pop-up blocker or a corporate Google Workspace account that needs to authenticate differently than a personal Gmail account. See Why won't my email connect to AI CRM? for the full troubleshooting walkthrough. If it still won't connect after that, contact our support team.

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FAQs