CRM Email Sync

CRM Email Sync automatically pulls email conversations from your connected Gmail or Outlook account into your CRM contacts. See the full email history with any contact — without leaving meetergo.

Feature	Details
Supported providers	Gmail, Outlook (Microsoft 365)
Plan required	Sales CRM
Data stored	Metadata only (subject, sender, recipients, date)
Email bodies	Fetched on-demand from your provider, never stored
Sync frequency	On-demand with 15-minute cooldown

How It Works

Email Sync indexes email metadata (subject, sender, recipients, timestamps) from your Gmail or Outlook account and automatically matches emails to CRM contacts by their email address. When you open a contact, you see their full email history grouped by conversation thread.

Email bodies are not stored in meetergo. When you expand an email to read its content, it's fetched directly from Gmail or Outlook in real time. This keeps your data minimal and secure.

CRM Email Sync is available on the Sales CRM plan. If you're on a different plan, you'll see an upgrade prompt when accessing email history on contacts.

Setting Up Email Sync

Step 1: Connect Your Calendar (if not already)

Email Sync uses your existing Google or Outlook calendar connection. If you haven't connected yet:

Go to Profile settings
Connect your Google Calendar or Microsoft Outlook Calendar

Step 2: Enable Email Sync

Email sync requires an additional permission (gmail.readonly for Google or Mail.Read for Outlook) that is not requested during the standard calendar connection. You need to explicitly enable it:

Go to Profile settings
Click the gear icon on your connected Google or Outlook account
Find the CRM Email Sync section
Click Enable email sync
You'll be redirected to Google/Microsoft to grant the additional read-only email permission
After authorizing, you'll see a green "Email sync enabled" badge

Enabling email sync only requests read-only access to your emails. meetergo cannot send, modify, or delete your emails.

Step 3: Trigger Your First Sync

Navigate to CRM → Contacts
Open any contact
Scroll to the Email History section
Click the Sync button to pull in emails

The sync matches emails to contacts based on their email address. Emails where the contact's address appears in the From, To, or CC fields will be matched.

Viewing Email History

On Contacts

Open a contact in the CRM
Scroll to the Email History section
Emails are grouped by conversation thread
Each thread shows the subject, number of messages, and latest date
Click a thread to expand and see individual emails
Click an email to load and read its body

On Deals

Open a deal
Scroll to the Email History section
Emails from all contacts linked to the deal are shown

Email Details

Each email shows:

Field	Description
Direction	Inbound (received) or Outbound (sent)
From	Sender email address
To	Recipient email addresses
Subject	Email subject line
Date	When the email was sent
Snippet	Preview of the email content

Opening Emails in Your Provider

Each email has an "Open in Gmail" or "Open in Outlook" link that takes you directly to the original email in your email client. This is useful when you want to reply, forward, or take action on an email.

Data Privacy and Security

What We Store

Email metadata only: Subject, sender, recipients, direction, timestamp
No email bodies: Content is fetched on-demand and not persisted
No attachments: We don't access or store email attachments
Company-scoped: Email data is tied to your company and not shared across organizations

What We Don't Do

We cannot send, edit, or delete your emails
We don't access drafts, contacts, or other account data
We don't store email content — it's fetched live from your provider each time you expand an email
Email data is deleted when the associated contact or company is removed

Email content is displayed using secure HTML sanitization to prevent any security issues. All potentially harmful content is automatically removed before rendering.

Sync Behavior

Automatic Matching

Emails are matched to contacts by comparing the contact's email address against the From and To fields of each email. If a contact's email appears in either field, the email is associated with that contact.

Cooldown

To prevent excessive API calls to Gmail/Outlook, syncing has a 15-minute cooldown per user. After triggering a sync, you'll need to wait 15 minutes before syncing again.

Incremental Sync

After the initial sync, subsequent syncs only fetch new emails since the last sync, keeping the process fast and efficient.

Troubleshooting

"Email sync enabled" but no emails appear

Click the Sync button to trigger a manual sync
Make sure the contact has an email address that matches emails in your inbox
Check that you're looking at the right connected account (if you have multiple)

"Enable email sync" button doesn't appear

The email sync feature is only available on the Sales CRM plan. Check your subscription under Settings → Subscription.

Permission error after enabling

Try disconnecting and reconnecting your calendar account with email sync enabled. Go to Profile settings, remove the connection, and reconnect with the email sync option checked.

Emails from a contact aren't showing

Verify the contact's email address exactly matches what's used in the emails
Trigger a new sync — older emails may not have been indexed yet
Check that the email was sent/received within the sync window