Connecting your mailbox (Gmail or Outlook) lets Claap automatically surface your email conversations alongside meetings and CRM activity, so every customer interaction lives in one place. The connection is read-only, Claap never sends, edits, or deletes email on your behalf.
This article covers how to enable and connect the integration. To understand how matching works see How does email sync work?, and for privacy details see Is my data private and secure?
Before you start
You 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 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.
Important to know before connecting: emails that get matched to a deal become visible to the whole workspace, not just to you. See Is my data private and secure? for the full details and the protections in place.
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.