Email Integration Setup
101 · Step 3
Setup Guide
Connect Gmail or Outlook to sync emails and calendar with your CRM.
By Sebastian StreiffertPublished Jan 10, 2026Updated May 29, 20264 min read
Why Connect Your Email to Lumenbase?
Connecting Gmail or Outlook syncs email and calendar into Lumenbase. Messages match to contacts and companies by address and appear on timelines without manual logging.
Automatic Email Sync
Lumenbase matches emails to contacts and companies by email address, so you build a complete communication history without logging anything by hand.
Calendar Integration
Sync your calendar events bidirectionally. Meetings appear in Lumenbase, and events created in Lumenbase sync back to your calendar.
Activity Timeline
See every email, meeting, and interaction on contact and company pages, so you have context before every call or meeting.
Supported Email Providers
Lumenbase supports integration with the following email providers:
| Provider | Email Sync | Calendar Sync | OAuth Security |
|---|---|---|---|
| Gmail / Google Workspace | ✓ Full sync | ✓ Bidirectional | ✓ OAuth 2.0 |
| Microsoft Outlook / 365 | ✓ Full sync | ✓ Bidirectional | ✓ OAuth 2.0 |
Both integrations use secure OAuth authentication. Lumenbase never stores your email password. You authorize specific permissions and can revoke them at any time.
Connect Gmail / Google Workspace
Follow these steps to connect your Gmail or Google Workspace account to Lumenbase:
1
Open Integration Settings
Navigate to Settings → Personal → Integrations from the user menu in the top-right corner, or connect directly from the Communication section by clicking the settings icon.
2
Click Connect Google Account
In the Google Integration section, click Connect Google Account. This opens Google's secure sign-in page.
3
Authorize Permissions
Sign in with your Google account and review the requested permissions. Lumenbase requests access to read and send emails on your behalf, plus calendar access if enabled.
4
Configure Sync Settings
After authorization, configure your sync preferences:
- Enable or disable email sync
- Enable or disable calendar sync
- Select which calendars to sync
- Set sync frequency (automatic background sync)
5
Verify Connection
Click Sync Now to trigger an immediate sync. Check the Mail section to confirm your emails are appearing.
Connect Microsoft Outlook / Office 365
Follow these steps to connect your Microsoft Outlook or Office 365 account:
1
Open Integration Settings
Navigate to Settings → Personal → Integrations from the user menu, or connect directly from the Communication section.
2
Click Connect Microsoft Account
In the Microsoft Integration section, click Connect Microsoft Account. This opens Microsoft's secure sign-in page.
3
Sign In and Authorize
Sign in with your Microsoft account (personal or work/school). Review and accept the requested permissions for email and calendar access.
4
Configure Sync Settings
After authorization, configure your preferences:
- Toggle email sync on/off
- Toggle calendar sync on/off
- View connected account email
- Monitor last sync timestamp
5
Trigger Initial Sync
Click Sync Now to pull in your recent emails. The initial sync may take a few minutes depending on email volume.
For Microsoft 365 business accounts, your IT administrator may need to approve the Lumenbase app in Azure AD before you can connect.
Understanding Email Sync
How Email Matching Works
Lumenbase automatically matches incoming and outgoing emails to contacts and companies in your CRM:
- The sender/recipient email address is compared against contact email fields
- If a match is found, the email appears on that contact's timeline
- The email also appears on the linked company's timeline
- Unmatched emails are still accessible in the Mail section for manual linking
Email Privacy Controls
You control which emails are visible to your team:
- By default, matched emails are visible to workspace members
- Use privacy overrides to mark specific threads as private
- Private emails only appear in your personal view
- Team members see that a conversation exists but not its contents
Sync Frequency
Emails sync automatically in the background. You can also manually trigger a sync at any time using the Sync Now button in integration settings or the Mail section.
Calendar Sync Settings
Configure which calendars sync with Lumenbase and how events are handled:
| Setting | Description |
|---|---|
| Sync Direction | Bidirectional by default, so events sync both ways |
| Calendar Selection | Choose which calendars to sync (primary, shared, etc.) |
| Event Types | Meetings with contacts sync to their activity timeline |
| Conflict Handling | Duplicate events are detected and merged |
Troubleshooting Common Issues
Connection Failed
If the OAuth connection fails:
- Clear your browser cache and cookies, then try again
- Ensure pop-ups are not blocked for the authorization window
- Try using an incognito/private browser window
- For Google Workspace, verify your admin allows third-party app access
- For Microsoft 365, check if your organization requires admin consent
Emails Not Syncing
If emails are not appearing:
- Check that email sync is enabled in your integration settings
- Click 'Sync Now' to trigger a manual sync
- Verify the connected account email is correct
- Check if the email sender/recipient matches a contact in Lumenbase
- Review the last sync timestamp. If it is stale, disconnect and reconnect
Reconnection Required
OAuth tokens occasionally expire. If you see a "Reconnect Required" status:
- Click the reconnect button in integration settings
- Re-authorize the connection with your email provider
- Your sync settings and history are preserved after reconnection
If you change your email password or enable additional security measures (like 2FA), you may need to reconnect your integration.
Best Practices
- Connect your email early in onboarding to build complete contact histories
- Keep contacts' email addresses up-to-date for accurate matching
- Use consistent email signatures so replies are properly threaded
- Review the Mail section periodically for unmatched emails that need manual linking
- Enable calendar sync to automatically log meetings as activities
Quick Reference
Connect Gmail: Settings → Personal → Integrations
Connect Outlook: Settings → Personal → Integrations
View synced emails: Communication (sidebar)
Manual sync: Integration settings → Sync Now
Privacy controls: Communication → Thread → Privacy toggle
Disconnect account: Integration settings → Disconnect
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