Connect your mailbox to Claap to automatically surface your email conversations alongside meetings and CRM activity. Once connected, Claap finds the emails that relate to deals and contacts in your connected CRM and displays them on the deal timeline, right next to your meetings and recordings, giving your team a complete view of every customer interaction in one place.
You don't need to tag or forward anything: matching is automatic.
Emails are treated as a first-class customer interaction, at the same level as meetings and calls. Both Gmail and Outlook run through the same pipeline, and the connection is read-only, Claap never sends, edits, or deletes email on your behalf.
Behind the scenes, Claap handles authentication, the initial backfill, incremental sync, de-duplication, attachments, threading, and mapping each email to the right contact, company, and deal.
Why connect your email?
Connecting your mailbox lets you:
Centralize customer interactions in a single place
View emails and meetings together in one timeline
Improve deal visibility across teams
Keep track of prospect and customer conversations
Generate richer AI summaries based on both emails and meetings
A large share of customer context lives in email, objections, commitments, pricing, next steps. Bringing it into Claap means your contact and account context is finally complete, and Claap AI answers and summaries become much richer.
Before you start
A user cannot connect a mailbox unless all of the following are true. If you don't see the option or it won't let you connect, check this list:
The workspace has a CRM connected (HubSpot at launch), with email sync enabled on the CRM side. This is the most common blocker, email sync matches emails against CRM deals and contacts, so without a CRM there's nothing to match against. Error shown: "Needs a CRM connection to use email sync."
Email Sync is enabled on the workspace (a workspace-level setting).
Your plan includes the Email Sync feature, it is a paid, license-gated feature. If missing: "License upgrade needed."
Your email domain is allowed for the workspace.
You are an active member of the workspace.
Email sync requires two levels of validation: a workspace administrator toggles on Emails in the workspace integrations, and then every individual user must toggle on / connect their own mailbox to have their emails ingested.
Enable Email Sync for the workspace (Administrator)
You must be a Workspace Administrator to enable Email Sync.
Open Settings
Navigate to Security
Locate the Email Sync setting
Enable the toggle
Once enabled, workspace members will be able to connect their mailboxes.
Connect your mailbox (each user)
The connection is per user, per workspace, each rep connects their own inbox individually. It is not a single admin-level or workspace-wide connection.
Open Settings
Navigate to Integrations
Select Gmail or Outlook
Click Connect
Sign in to your Google or Microsoft account
Review the requested permissions
Click Allow
Once authentication is complete, your mailbox is connected to Claap.
If the Connect button is disabled, make sure a CRM integration is connected first. Email Sync relies on CRM data to determine which email conversations should be displayed in Claap.
Permissions requested
Claap requests read-only access only and cannot send, edit, or delete your emails:
Gmail: read-only mail access + your email address
Outlook: read mail + basic profile (User.Read)
The same Google or Microsoft account can be connected in multiple Claap workspaces; re-authenticating in one keeps the others working.
Who can see the email content
Emails that get matched to a deal become visible to the whole workspace not just the person who connected the mailbox.
Any workspace member who can see a deal can read the emails surfaced onto that deal, including the body, subject, and participants, regardless of which colleague's mailbox they came from. There is currently no per-user privacy restriction on imported emails beyond the workspace boundary and the matching/exclusion rules.
This is by design (a shared view of the deal). The matching logic and exclusion rules below are what protect personal and private emails from ever reaching that shared view.
Which emails are displayed
For an email to show up, it has to be tied to a deal. The logic, simplified:
Claap looks at all participants on the email (from / to / cc / bcc), ignoring your own address.
It matches those addresses against contacts in the connected CRM.
From the matched contacts and companies, it determines the related deal:
If the email is part of a thread already linked to a deal, it stays on that deal.
Otherwise, it picks the best-fit deal, preferring a deal that was open at the time the email was sent, and the one closest in time to the email.
If no deal can be matched, the email is dropped and never stored or shown. An email to a known contact who has no associated deal will not appear.
The rule of thumb: only emails with someone who's a CRM contact on a deal will show up.
Emails are also tagged as Inbound or Outbound depending on whether the sender is external to your company's domain.
Which emails are automatically excluded
Even when an email touches a deal, several filters drop it. These run automatically and cannot be configured per customer today:
No deal match > excluded.
Sensitive or private subjects > excluded. If the subject line contains privacy keywords, the email is skipped. The list is multi-language (EN/FR/ES/DE) and includes terms such as confidential, private, personal, privileged, sensitive, interview, offer letter, 1:1 / one-on-one, 401k, and their French, Spanish, and German equivalents (confidentiel, privé, entretien, vertraulich, Vorstellungsgespräch, etc.). This is the main guardrail against personal HR, recruiting, or private mail reaching the shared deal view.
Automated / no-reply senders > excluded. Emails from around 160 known automated or shared-inbox sender names are dropped, for example no-reply, noreply, notifications, support, billing, invoice, marketing, newsletter, sales, info, hello, receipts, calendar-notification, jira (matched on the part before the
@).Auto-replies & bulk mail > excluded (detected via standard email headers).
Calendar invites / meeting notifications > excluded (including Zoom, Google Calendar, and Microsoft Teams notification senders).
Mass emails > excluded. Anything with more than 50 total recipients (to + cc + bcc) is skipped.
Folder scope > Claap only reads specific folders:
Gmail: Inbox and Sent only
Outlook: Inbox only
Spam, Trash, Drafts, and other folders are never read.
Where to find your emails in Claap
After connecting, Claap automatically displays email conversations related to contacts and opportunities found in your CRM. You can find them:
Inside the Contact page > Interactions tab, alongside meetings and calls (click any email to read the full conversation)
Within Deals
Inside Company reports
In the Activity Timeline
The activity timeline combines email conversations, meeting recordings, meeting summaries, and other customer interactions in chronological order, giving you a complete view of every interaction with a prospect or customer in a single place.
Emails in Claap AI and MCP
Claap AI: ask about a contact, deal, or account, and answers now draw from emails too, with citations. AI answers and summaries cover what was said in writing, not just on calls.
MCP: emails are exposed as a new interaction type, queryable by contact, company, or deal.
Good to know (edge cases)
How far back does it go? The first sync backfills roughly the last 12 months (365 days). Older emails are never imported, even retroactively.
Large initial sync cap: a single sync pulls up to about 10,000 messages. Very high-volume mailboxes could hit this on the first backfill.
New emails aren't instant. Especially on Gmail, there can be a delay of up to ~15 minutes before a new email appears (syncing is batched). "It's not showing up yet" is often just this.
A matched email's deal doesn't move. Once an email is linked to a deal, it stays on that deal even if CRM associations change later.
De-duplication is shared. If two reps are both on the same email thread with a customer, the email body is stored once and shown to the workspace, not duplicated per rep.
Re-authentication: if you change your password or revoke access on the provider side, syncing stops and you'll need to reconnect.
Outlook sent mail: Outlook syncing is centered on the Inbox, so outbound/sent capture is narrower for Outlook than for Gmail (Gmail covers both Inbox and Sent).
Disconnect your mailbox
If you no longer want Claap to access your mailbox:
Go to Settings
Open Integrations
Select Gmail or Outlook
Click Disconnect
Confirm the action
What happens when you disconnect:
Future syncing stops, and Claap removes its raw copy of your mailbox data.
Emails already surfaced on deals are not deleted, they remain visible in the workspace's Activities. Disconnecting is not a way to pull back emails that have already been shared.
Gmail: Claap's access grant is revoked automatically only if this was your last Claap connection for that Google account across all workspaces.
Outlook: Claap deletes its data and token, but does not revoke access on Microsoft's side automatically. To fully revoke access, remove Claap in your Microsoft account settings.
Quick summary
Question | Answer |
Who connects it? | Each user, for their own mailbox, per workspace |
Access level | Read-only (cannot send, edit, or delete mail) |
Providers | Gmail, Outlook |
Required to enable | CRM connected + Email Sync feature (paid) + domain allowed |
Which emails show up | Only those matching a CRM deal via contact addresses |
Who can view them | The whole workspace (anyone who can see the deal) |
Private emails | Excluded by subject keywords, no-reply senders, auto-replies, invites, mass mail |
Folders read | Gmail: Inbox + Sent · Outlook: Inbox |
History backfilled | ~ last 12 months |
Sync speed | Up to ~15 min for new mail (Gmail) |
On disconnect | Future sync stops; already-imported emails stay visible |