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For G Suite Administrators: Syncing Gmail with SharpSpring

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Stephanie Stone
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Mail Sync is a powerful tool that allows you to connect your inbox to SharpSpring. Once enabled, any email you send through that inbox—and any Smart Mail that you send out of SharpSpring will be recorded. This way, you can keep track of you and your team’s emails with your leads.

This article will provide details and information on how to use G Suite to sync your Gmail mailbox with SharpSpring.


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Setting G Suite Administrative Parameters

Before you begin, you should ensure that you have the correct login credentials for the Gmail account that will be synced. To set administrative parameters for syncing Gmail, do the following:

  1. In a browser tab, log into a Google account that has G Suite administrator privileges.
  2. In the Google toolbar, click  layout7.png  Options.
  3. In the panel that appears, click  cog.png  Admin.
  4. Click Security.
  5. Click Basic Settings.
  6. Click the Allow users to turn on two-step verification checkbox.
  7. Click Save.
  
Important: SharpSpring has no control over how Google grants application permission. Google may change how permission is obtained at any time and without warning. These procedures are constantly changing. The following information may be outdated.


Configuring User Gmail POP and IMAP Settings

To sync with SharpSpring, Gmail POP and IMAP settings need to be configured. To configure these settings, do the following:

  1. In a browser tab, log into the Gmail account that is to be synced.
  2. Click  cog.png  Options > Settings.
  3. In the Settings menu, click the Forwarding and POP/IMAP tab.
  4. In the POP Download section, click the Enable Pop for all mail radio button.
  5. In the IMAP Access section, click the Enable IMAP radio button.
  6. Click Save Changes.
  


Click to enlarge.


Configuring User Google Account Settings

Once administrative parameters have been set, user settings will need to be configured to properly connect with SharpSpring. To connect user Google settings, do the following:

  1. In a browser tab, log into the Gmail account to be synced.
  2. Click the user’s portrait.
  3. Click Google Account.
  4. Click Sign-In and Security.
  5. Enable Two-Step Verification, if it is not already enabled.
  6. Click App Passwords.
  7. Enter the password for the Gmail account.
  8. Create an app password for SharpSpring.
  9. Save the app password.

This saved app password will be used as the password when connecting the Gmail account to SharpSpring.


Connecting Gmail in SharpSpring

To sync Gmail with SharpSpring, do the following:

  1. In a new browser tab, log into your instance of SharpSpring.
  2. In SharpSpring's top toolbar, click
    user.png  User Settings > Settings    .
  3. In the left panel, under My Account, click Mail Sync.
  4. Under Choose your provider, click Gmail.
  5. Enter your Gmail username into the Username field.
  6. Paste the 16-digit password for SharpSpring in the Password field.
  7. Click Connect.
  8. Accept intermediary authorization requests. 
   		      

Click to enlarge.
 
Important: SharpSpring Free CRM users are limited to 100 daily synced emails per user.
 


Preventing In-House Blacklisting

Occasionally, email sent between company employees will result in failed syncs. To prevent this, do the following:

  1. In SharpSpring’s top toolbar, click
    user.png  User Settings > Settings.
  2. In the left panel, under My Company, click Company Profile.
  3. Scroll down to the Email Syncing section.
  4. Uncheck the Prevent email between... checkbox.
  5. Click Save Settings.
  


Click to enlarge.

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