Email and the inbox

Your own mail server

Property Grid sends email from your own mail account, not a shared one. Under Sending addresses, add the address and either its mail server details or connect a Microsoft 365 or Google account. Run the test; nothing can be sent until a test passes.

Connecting your email, step by step

1. Open Sending addresses. If you use Gmail, Google Workspace, Outlook or Microsoft 365, press Connect Google or Connect Microsoft: you sign in with them and nothing else is needed.
2. Anything else: press Add a sending address, type your email address and press the magnifying glass. We fill in the mail server, port and encryption for you when we recognise the provider. Add your password and save.
3. We test the connection straight away and tell you the result. Press Send a test email to have a short message sent to your own address, which proves it works end to end.

A Google connection only sends: we never ask to read your Gmail, so replies to what we send arrive in your own Gmail inbox as usual. A Microsoft connection can also bring replies into the shared inbox here. If you want replies in the inbox with Gmail, add the address with its mail server settings and an app password instead.

If a test fails we say why in plain words. The usual causes are a wrong password (Gmail, Yahoo, Apple and some others need an "app password" made in your account security settings, not your normal one), a wrong server name, or the port and encryption not matching. We cannot always find the settings for a small provider: ask whoever hosts your email for the "SMTP" and "IMAP" server names.

The Inbox

Inbox is where conversations live. Replies to emails you sent, and mail from people already in your system, are filed with the right contact. You can assign a conversation, change its status and add internal notes that are never sent.

Sending and templates

Start an email from a record, or use Message templates for standard wording in English or Welsh. The system checks before sending: it will not email someone who has asked to stop, whose address bounced, or who has not agreed to marketing when the message is marketing.

Drafts for approval

Automation and the AI helpers never send on their own. They write drafts into Message drafts, where a person reads, edits and approves them.

Texts and WhatsApp

Texts and WhatsApp messages use credits that you buy as an add-on. If one cannot be delivered, important messages fall back to email.

Software assistance, not legal advice. Still stuck? Ask us.