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Enabling Email Syncing and Tracking

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Lauren Vogeli
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Email integration lets you see every email to and from your leads in their lead histories. In addition to adding in credentials for Gmail, SharpSpring also allows you to monitor IMAP-enabled accounts. This article will provide information on how to sync and track emails.

The following user roles have access to enable syncing and tracking: 

  • Administrators
  • Company Managers
  • Marketing Managers
  • Sales Managers
  • Salespersons
  • Jr. Salespersons


Article Contents


Regarding Email Syncing

When Email Syncing is enabled, the feature looks through the enabled client's inbox/outbox and finds matches for the email addresses currently in SharpSpring. All conversations will be pulled in at the time of setup. 

If a lead exists in SharpSpring, and the sync is enabled, historical emails between you and that lead will be pulled as long as there are emails to that lead in your email's Sent folder. If you enable the sync and then add a lead, no historical emails between you and that lead will be pulled. In that case, only all emails moving forward will show up in the Life of the Lead.


Enabling Syncing and Tracking

To set email syncing and tracking, do the following:

  1. In SharpSpring's top toolbar, click  
    user.png  User Settings > Settings.
  2. In the left panel, under My Account, click User Email Settings.
  3. Click the Email Syncing tab.
  4. Select your Provider.
  5. Enter your Username and Password.
  6. Click Save Changes.

Once you save your account settings, SharpSpring will immediately start to sync your mailbox. Depending on the number of emails in it, this could take some time.

  



Click to enlarge.
 
Note: For information on two-step verification, refer to Enabling Email Syncing and Tracking for Gmail.


Enabling Custom IMAP Email Accounts

In addition to adding in credentials for Gmail, SharpSpring also allows you to monitor IMAP-enabled accounts. To create custom IMAP email accounts, do the following:

  1. In SharpSpring's top toolbar, click  
    user.png  User Settings > Settings.
  2. In the left panel, under My Account, click User Email Settings.
  3. Click the Email Syncing tab.
  4. In the Provider field, select Custom.
  5. Enter the Username and Password.
  6. Enter the Hostname and Port.
  7. Click the Use SSL? checkbox.
  8. Click Save Changes.
  



Click to enlarge.
 
Important: When using a custom IMAP account, make sure the account is enabled for IMAP to be compatible for syncing. Additionally, confirm that your email information is accurate. Failure to do so may result in the inability to integrate your account.

 


Blacklisting Lead Histories

If you do not want specific contacts or companies to show their lead history, do the following:

  1. In SharpSpring's top toolbar, click  
    user.png  User Settings > Settings.
  2. In the left panel, under My Account, click User Email Settings.
  3. Click the Email Blacklist tab.
  4. Add the contact or company email or domain.
  5. Click the corresponding +Add button.
  6. Click Save Changes.
  



Click to enlarge.

By default, your own company's email domain is already blacklisted. If you would like to disable this setting (which is not recommended), on the bottom, click Company Profile.
 


SharpSpring IP Addresses

Email syncing in SharpSpring allows for you to view and track all personal email conversations with your leads. If you are syncing with an IMAP-enabled email client, you may need access to the IPs that SharpSpring uses for the email sync in order to connect with certain email servers. These are static IPs dedicated explicitly for IMAP syncing, and they will not change.

Below is a listing of the IMAP sync IP addresses SharpSpring uses:

  • 104.197.128.1
  • 104.197.144.255
  • 104.196.23.163
  • 104.196.55.155
  • 104.196.134.176
  • 104.196.24.90


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