Set up email: Gmail, Outlook, other servers and team inboxes

With email on, everyone can connect their own company mailbox, and you can add shared team inboxes such as info@ or support@. Only Owner and Company admin can change these settings.

Open Company admin → Sales & integrations → Integrations → Email. The guide on the right has a tab for Gmail, Hotmail and Other with every step.

#Turn email on

1. Tick Active.
2. For Hotmail and Outlook.com only, fill in Microsoft client ID and Microsoft client secret (see below). Gmail and other servers do not use these fields.
3. Select Save.

You must turn email on and save before you can connect a team inbox.

#Choose the connection type

The normal Google or Microsoft password does not work. Use an app password for Gmail, and the Microsoft app for Hotmail.

#Add a team inbox

1. Under Team inboxes, type the Name shown in Inbox, for example Support.
2. Select Connect team Gmail, Connect team Outlook or Other, and complete the sign-in or the server form. Dromix checks the login before it saves.
3. Under Access, choose who can open the inbox and select Save access. The person who connected it gets access automatically.

Only people with access see the inbox, and the Inbox icon only appears for people who can open at least one mailbox. Team inbox conversations can be assigned: see Assign email conversations.

#Choose how much past email to import

Every connect form (Gmail, Outlook and other servers, here and in Inboxes & channels) asks Import past email:

• Don't import old emails: only mail that arrives from now on.
• Last 7 days, 30 days (the default), 90 days, 180 days or 365 days.
• Custom: any number of days from 1 to 365.

Dromix imports that window in the background, in batches, so you can keep working; the inbox settings show the progress. New mail keeps coming in as usual, and the rest of the mailbox history stays with your mail provider. Imported mail goes through the same CRM rules as new mail, but leads made from it are not assigned automatically.

To change it later, select the team inbox in the list and use Email history. A longer window imports the extra days once (emails already imported are skipped). A shorter window never deletes emails that were already imported; it only affects future imports. Inboxes connected before this setting existed show New mail only until you choose a window.

#Use a team inbox for a brand or pipeline

A team inbox can send the customer emails of the company, of one brand or of one pipeline. In the setup wizard, link the company main inbox and the brand and team inboxes under Inboxes & channels (step 6); give a single pipeline its own inbox in Company admin → Sales & integrations → Pipelines under Sending inbox. See Sending inbox. Each team inbox belongs to one owner. Customers see the brand's name (or your company name) as the sender, for example Elite <hello@elite.com>.

A linked inbox shows who sends from it in the list of team inboxes, for example Team inbox of the brand Elite. If you remove it, Dromix asks first. After that the link is cleared, and the customer emails of that brand or pipeline are not sent until you link another inbox.

Proposals, contracts, signed copies, reminders, meeting invites and invoices of a brand's deals also go out from the brand's inbox, with the brand's name and logo. See Brands.

#System email

The system email sends invites, notifications, approvals, meeting invites and procurement emails, and the proposals and contracts of pipelines without a brand. Invoices of those pipelines can also be sent from it: choose it under From.

• It is set on your server when Dromix is installed (SMTP settings in the server's .env file). Dromix shows it read-only in Company admin → Settings, for example System email: noreply@acme-academy.com · set by your server administrator. Select Send test to receive a test email at your own address.
• To change it, ask your server administrator: they edit the SMTP settings on the server and restart Dromix. See the server notes in /opt/dromix/README.md.
• The same address can also be connected as a team inbox or as someone's personal mailbox. There is no restriction. System emails are marked as automatic, so out-of-office replies do not come back. If the address is also a shared team inbox, its Sent folder may show copies of system emails, depending on your mail provider; a separate address such as noreply@ avoids that.
• Microsoft 365: SMTP AUTH must be turned on for the sending mailbox (security defaults turn it off). Gmail and Google Workspace: use an app password, not the normal password.
• Without a system email, invites are not emailed: copy the invite link instead.

Internal notifications always come from the system email, also for brand pipelines.

#Personal mailboxes

Each person connects their own address from Integrations in their own menu. See Connect your calendar and email. Under Personal mailboxes you see who has connected one. Personal mailboxes are not shared.

If mail stops arriving, see Email does not sync.

To check whether an email went out, failed or bounced, see Check the email log.