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How do I connect my email to AI CRM?

  • Jul 21, 2026
  • Knowledge

Title
How do I connect my email to AI CRM?
URL Name
How-to-Connect-Your-Email-to-Presence-CRM
Answer

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.

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
  • Update your preferences anytime — Change your sync settings from Connected Accounts at any time after setup

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:
    • 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
    Note: Leads, Clients, Sphere, Agents, and Vendors are selected by default. Other is not selected by default.
  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.

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 data do you access when I connect my email and calendar?

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 sizeEstimated import time
Under 1,000 contacts15–30 minutes
Several thousand contactsUp to a few hours

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 isn't my email connecting to AI CRM? Troubleshooting email sync issues for the full troubleshooting walkthrough. If it still won't connect after that, contact our support team.

FAQs

Who can connect an email account 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.

Do I have to connect my email to use AI CRM?

Connecting your email to AI CRM is optional — you can start using AI CRM without it. However, connecting your email is the fastest way to populate your contact list. If you skip it during setup, you can return to Contacts and click Connect Account at any time.

What's the difference between "Sync emails and import contacts" and "Sync emails only"?

Sync emails and import contacts automatically adds new contacts from your inbox to AI CRM on an ongoing basis and syncs email activity to their profiles. Sync emails only syncs email activity to contacts already in AI CRM but does not create new contacts from your inbox.

Can I change my email sync settings after connecting?

Yes, you can update your AI CRM 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.

Which contact types does AI CRM import from email?

When you choose Sync emails and import contacts, you can select which contact types get imported: Leads, Clients, Sphere, Agents, Vendors, and Other. Leads, Clients, Sphere, Agents, and Vendors are selected by default. Other is not selected by default. You can update these preferences at any time from Settings > Connected Accounts.

What email providers does AI CRM support?

AI CRM supports Google (Gmail) and Microsoft (Outlook) email accounts for connecting your email. Other email providers are not currently supported.

Will my contacts be deleted if I disconnect my email from AI CRM?

No, your contacts will not be deleted if you disconnect your email from AI CRM. All previously imported contacts remain in AI CRM after disconnecting. Contact information, notes, activities, and history from the sync are all preserved.

Can AI CRM read my emails?

When you connect your email to AI CRM, it reads message content to extract relationship intelligence — such as identifying contacts and interaction patterns. AI CRM does not store raw email text, drops sensitive information during processing, and never uses your data to train AI models. See What data do you access when I connect my email and calendar? for the full permissions breakdown.

Can I connect my email to AI CRM from the Luxury Presence Mobile App?

No, connecting or disconnecting an email account for AI CRM must be done from the desktop version of the Presence® Platform. You can still view your synced contacts on the Luxury Presence Mobile App, but you cannot connect, disconnect, or manage the email sync itself from your phone.

How do I contact Luxury Presence support about connecting my email to AI CRM?

If your email still won't connect to AI CRM after checking the troubleshooting article, you can contact our support team: