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What are my options for syncing email and importing contacts into my CRM?

  • Jul 2, 2026
  • Knowledge

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What are my options for syncing email and importing contacts into my CRM?
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What-are-my-options-for-syncing-email-and-importing-contacts-into-my-CRM
Answer

What are my options for syncing email and importing contacts into my CRM?

A quick guide to every way you can connect email, sync contacts, and control what gets added to your CRM automatically.

Important: All email sync and contact import features are only available on the desktop version of the Presence® Platform. They are not accessible through the Luxury Presence Mobile App.

Overview

AI CRM offers several ways to keep your contact list current and connect your email activity to your contacts. You can connect your email to sync activity and import contacts automatically, choose exactly which contact types get added, import contacts without connecting an inbox at all, or adjust your settings at any time after setup. This article summarizes each option and points you to the detailed instructions for each one.

Note: These features are available on all plans — Launch, Brand, Scale, and All In.

Key benefits

  • Automatic contact creation — New contacts from your inbox are added to AI CRM without manual entry
  • Flexible sync modes — Choose whether new contacts are created automatically or only email activity syncs
  • Granular import control — Decide exactly which contact types (Leads, Clients, Sphere, Agents, Vendors) get imported
  • Multiple ways to build your contact list — Connect an inbox, import a CSV, or add contacts manually
  • Change your mind anytime — Update sync settings or disconnect an account whenever you need to

Connect your email to sync contacts and activity

Connecting your email is the fastest way to populate your contact list and keep email activity attached to each contact's profile. AI CRM supports Google (Gmail) and Microsoft (Outlook) accounts. During setup, you choose between two sync modes:

  • Sync emails and import contacts — New contacts from your inbox are added to AI CRM automatically, and email activity syncs to their profiles. This is the suggested option.
  • Sync emails only — Email activity syncs to contacts already in AI CRM, but no new contacts are created from your inbox.

For the full connection steps, see How to connect your email to AI CRM.

Choose which contact types get imported

If you turn on contact import, you control exactly which contact types AI CRM creates automatically from your inbox: Leads, Clients, Sphere, Agents, Vendors, and Other. Leads, Clients, Sphere, Agents, and Vendors are selected by default, while Other is not. This lets you keep your contact list focused on the relationships that matter most to your business.

Import contacts without connecting your email

If you'd rather not connect an inbox, you can bring your contacts into AI CRM using a CSV file instead. This gives you a one-time, manual way to populate your contact list separate from ongoing email sync. See How to import contacts and saved searches using the CSV import tool for instructions.

Change your sync settings after connecting

Your sync preferences aren't locked in once you connect your email. You can switch between Sync emails and import contacts and Sync emails only, or add and remove which contact types get imported, at any time. Changes only affect new contacts going forward — nothing already in AI CRM is deleted or changed. See How to change your email sync and contact import settings in AI CRM for the exact steps.

Disconnect your email

You can disconnect your email from AI CRM at any time. All previously imported contacts, their information, notes, activity, and history remain in AI CRM after you disconnect — nothing is deleted. See How to disconnect Google from AI CRM and stop contact imports or How to disconnect Outlook from AI CRM and stop contact imports depending on your provider.

Troubleshooting

If you're having trouble with email sync or contact import, the right next step depends on what you're seeing:

If neither of these resolves the issue, contact our support team:

FAQs

What's the difference between syncing email and importing contacts?

Syncing email connects your inbox activity to contact profiles in AI CRM, while importing contacts creates new contact records based on your inbox history. You can choose to do both together (Sync emails and import contacts) or sync email activity only, without creating new contacts.

Can I import contacts without connecting my email?

Yes — you can import contacts into AI CRM using a CSV file instead of connecting an email account. See How to import contacts and saved searches using the CSV import tool for instructions.

Which contact types can be imported automatically from my email?

AI CRM can automatically import Leads, Clients, Sphere, Agents, Vendors, and Other contact types from your inbox. Leads, Clients, Sphere, Agents, and Vendors are selected by default, and Other is not. You can adjust these selections at any time.

Can I change my sync settings after I've already connected my email?

Yes — you can switch sync modes or change which contact types are imported at any time from Connected Accounts in your settings. See How to change your email sync and contact import settings in AI CRM for the exact steps.

Will disconnecting my email delete my contacts?

No — disconnecting your email does not delete any contacts. All previously imported contacts, along with their information, notes, activity, and history, remain in AI CRM after you disconnect.

What email providers are supported for syncing?

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

What should I do if my email won't connect or my contacts aren't syncing?

If your email won't connect, see Why isn't my email connecting to AI CRM? Troubleshooting email sync issues. If your contacts appear stuck importing or syncing, see Why is my CRM dashboard stuck scanning or syncing contacts?. If the issue persists, contact our support team: