📬 How Email Integration Works in Client Hub

Manage client communication and take action — without ever leaving your workflow.

Client Hub’s email integration connects directly with your Gmail or Microsoft 365 inbox. Once connected, you can view, organize, and act on emails inside Client Hub while keeping all client communication in one place.

🔗 How Emails Connect to Client Workspaces

Client Hub links incoming and outgoing emails to the appropriate Client Workspace based on your email integration and auto-linking settings.

🧩 How Client Hub Matches Emails to the Right Client

Client Hub determines which Client Workspace an email belongs to using:

Known Client Users added to the workspace
Manual linking when an email doesn’t match an existing Client User

If the email sender matches a Client User, the email is automatically linked to that Client Workspace based on your auto-linking configuration. Linked emails become part of the client’s communication history.

If no match exists, the email remains unlinked until you manually associate it with a workspace.

⚙️ Managing Auto-Linking Settings

Auto-linking behavior can be managed from your email settings in Setup & Settings.

Firms can control how emails are automatically associated with Client Workspaces, allowing you to tailor inbox behavior to your workflow preferences.

Adjusting these settings impacts how emails move into Inbox (Priority), Inbox (Recent), and Client Workspace Email panes.

🤝 Automatic Workspace Linking

When auto-linking is enabled, emails from known Client Users are automatically linked to their associated workspace. These emails are immediately visible to your team in the workspace, ensuring everyone has access to the same information.

📝 Manual Linking (When Needed)

If an email comes from a new or unrecognized address — or if auto-linking is limited by your settings — you can manually link it to a Client Workspace. Once linked, the email appears in the correct workspace and follows the same behavior as other linked emails.

📥 How Inboxes Work in Client Hub

Client Hub organizes emails into inbox views based on whether the email is linked to a Client Workspace and how recently it was received. Inbox placement updates automatically as emails are linked or age over time.

🤖 Inbox Sorting Rules (Quick Reference)

Client Hub sorts emails using the following rules:

Emails linked to Client Workspaces appear in Inbox (Priority) and in the Client Workspace Email pane.
Emails that are not linked to a Client Workspace appear in Inbox (Recent) for 15 days.
After 15 days, unlinked emails move to Inbox (Older).
All emails appear in the All inbox, regardless of link status or age.

⭐ Inbox (Priority)

Inbox (Priority) includes emails that are linked to Client Workspaces.

These emails appear directly in the Client Workspace Email pane, alongside jobs, notes, and other client activity.

🕒 Inbox (Recent)

Inbox (Recent) includes emails that are not linked to Client Workspaces and were received within the last 15 days.

This inbox helps you review newer messages that haven’t yet been associated with a client.

🗂️ Inbox (Older)

Inbox (Older) includes emails that are not linked to Client Workspaces and are more than 15 days old.

This keeps Inbox (Recent) focused on newer unlinked emails while still retaining access to older messages.

🗃️ All

All shows every email in Client Hub, including:

Emails linked to Client Workspaces
Unlinked emails received in the last 15 days
Unlinked emails older than 15 days

The All inbox provides a complete view of all synced email, regardless of status.

✅ What You Can Do with Email in Client Hub

Once emails are in Client Hub, you can take action without switching tools.

Linked emails are shared automatically in Client Workspaces. You can also manually link emails to ensure your team has full visibility into client communication.

📝 Create Jobs from Emails

Turn any email into a job for you or your team. The job includes a direct link to the original email thread, preserving full context.

📌 Pin Emails

Pin emails that require follow-up or action. Pinned emails help your team stay aligned on what needs attention next.

🧠 Summarize Threads

Use AI to summarize long email threads into key takeaways, action items, and highlights to save time and reduce noise.

✨ Magic Replies

Draft responses using AI-powered suggestions. Review, edit if needed, and send — all without leaving Client Hub.

🔁 How Client Hub Syncs with Your Email Provider

Client Hub maintains two-way sync for key actions:

Mark as Done in Client Hub

→ The email is archived in your Gmail or Microsoft 365 inbox.

Move to Trash in Client Hub

→ The email is deleted from your Gmail or Microsoft 365 account.

💬 If an email is deleted outside of Client Hub (for example, directly from your Gmail or Microsoft 365 inbox), it will not be deleted from Client Hub. This ensures Client Hub retains a complete record of communication.

📆 Sync Timeframe

When you first connect your email account, Client Hub syncs up to 7 days of past emails from your Gmail or Microsoft 365 inbox.

💡 Why It Matters

Email integration in Client Hub keeps communication organized, reduces inbox clutter, and ensures your team always has access to the full client conversation — without forwarding, copying, or switching tools.