You can connect LeadSimple with your Gmail, Outlook or other email client account. This allows you to send emails through LeadSimple to leads or owners/tenants through processes and have them come directly from your connected email account. Also, any emails you send to contacts outside of LeadSimple, directly from your connected account, will also be synced over and tracked on the lead's page.

Now, for tracking communications with leads, it makes sense to have each user who will be working leads connect their individual email accounts to LeadSimple. (The emails will all be tracked in the leads activity record so the other team members will have context on the conversation.)

However, for operational process management, it is a better practice to use and connect shared inboxes that your team can all share to send outgoing emails and to manage inbound emails together as a team in LeadSimple's Shared Inbox.

(Examples of shared inboxes are leasing@abcpropertymanagement.com, maintenance@abcpropertymanagement.com, support@abcpropertymanagement.com).

Step 1: Connect the email account

A shared email account works best if it is an actual email account. Your Gmail or Outlook email addresses need to be a standalone Google or Microsoft user account in order for LeadSimple to be able to connect to them. Email aliases, distribution lists and Microsoft's "shared mailboxes" are much more complex to connect to LeadSimple, and often create issues.

First, navigate to your Company page under Settings. (You will need admin permissions to access this page.)

Under "Shared Email Accounts", click "Add Email Account".

Add the email account you want to connect and use the alias email address.

Click Save.

A pop-up will appear where you can choose the email client you use. (Note: If you use Office 365 (e.g. Outlook), choose the "Other" option on this page, then click "Exchange" on the next page.)

After you choose your email client, follow the instructions from there.

Once this has been completed, it should look like this:

Connecting Multiple Shared Emails/Aliases

Your Gmail or Outlook email addresses need to be a standalone Google or Microsoft user account in order for LeadSimple to be able to connect to them. Email aliases, distribution lists and Microsoft's "shared mailboxes" are much more complex to connect to LeadSimple, and often create issues.

Setting the Shared Inbox as the Default

After connecting the email, go to your Process Type or Pipeline settings (Settings > Process Settings) and select the connected email account to be the default email for that process type.

For example, in your Lease Renewal process type, choose your leasing shared email as the default sending email address.

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