Email configuration in TatvaCRM

Connecting your email to TatvaCRM means every email sent or received with a customer becomes a logged activity automatically — no copy-pasting. This page covers the setup for Gmail, Outlook, and other providers.

Connecting Gmail

1. Go to Settings → Email integration
2. Click Connect Gmail
3. Sign in to your Google account in the popup
4. Grant TatvaCRM permission to read and send email
5. Done — emails sent through TatvaCRM now go through your Gmail and inbound emails to known contacts log automatically

Connecting Outlook / Microsoft 365

1. Go to Settings → Email integration
2. Click Connect Outlook
3. Sign in to your Microsoft account
4. Grant permissions
5. Done

Connecting other providers (IMAP / SMTP)

For Zoho Mail, Rediffmail, custom domain email, or any other IMAP-capable provider:

1. Get your IMAP / SMTP server details from your email provider
2. Settings → Email integration → Add custom email
3. Enter IMAP host, port, SMTP host, port, your email, your password (or app-specific password)
4. Click Test connection
5. If successful, save

Sending email from a contact or deal

1. Open the contact or deal
2. Click Send email
3. Compose — use a template or write fresh
4. Send — the email leaves your connected mailbox, and a Sent Activity is logged on the record

Email templates

For repeated outreach (meeting requests, follow-ups, quote covers), create templates: Settings → Email templates. Each template can include merge fields ({contact.first_name}, {deal.value}, etc.) that auto-fill when used. Templates are shared across the workspace; you can mark favourites for personal use.

BCC logging — capture external emails too

Sometimes you send email from Gmail directly (not via TatvaCRM). To still log the email automatically: BCC a special workspace address that TatvaCRM gives you (looks like your-workspace-bcc@inbound.tatvacrm.com). Any email BCC’d there matches by recipient address and logs as an Activity on the matching Contact.

Tracking replies

When a customer replies to an email you sent through TatvaCRM, the reply automatically logs as an inbound Activity. Open the deal or contact to see the full back-and-forth thread.

Multiple connected mailboxes

Each user connects their own mailbox — TatvaCRM doesn’t need a shared mailbox setup. Your CRM activities log against the contact, but the actual email lives in your personal mailbox.

Email security and privacy

TatvaCRM stores email metadata (subject, recipients, timestamps) in your workspace database. Full email bodies are stored encrypted. Access follows your normal visibility rules — emails on a contact are visible to anyone who can see that contact. You can disable body storage in Settings → Email integration if you prefer to keep bodies only in your mailbox.

Common questions

“Can I send the same email to 100 contacts?”

Yes — bulk email send is available on Pro+. Select contacts, pick a template, send. TatvaCRM throttles to comply with anti-spam rules. For larger broadcasts, use a dedicated email marketing tool and import the campaign results as activities.

“What if I disconnect?”

Past activities stay. Future outbound emails can’t be sent through TatvaCRM until you reconnect. Inbound auto-logging stops too.

“Can I connect two email addresses?”

Yes — connect both. You pick a default for new outbound, but can switch when composing.

What to read next

• Activities overview — how email activities show up
• Roles and permissions — who can connect email