Once your mailbox is connected, Claap automatically finds the emails that relate to deals and contacts in your connected CRM and shows them on the deal timeline, right next to meetings and recordings. You don't 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.
To set up the integration, see How do I connect my mailbox? If emails aren't showing up, see Why am I not seeing my emails?
Why it matters
A large share of customer context lives in email, objections, commitments, pricing, next steps. Bringing it into Claap means:
Contact and account context is finally complete
Claap AI answers and summaries become much richer
Less back-and-forth between Claap and your CRM
A single, unified view of every interaction with a prospect or customer
What Claap handles automatically
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.
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.
Where to find your emails in Claap
You can find email conversations:
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.
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
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).
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.
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).