Email integration
Inbox
Sales mail in BeagleCRM
Connect your sales inbox via Google OAuth, Microsoft OAuth, or IMAP. Inbound sales mail appears in the Inbox alongside your customer records, so you can read threads, reply, forward, compose new messages, and link conversations back to your CRM data without leaving BeagleCRM.
Who can do what
Everyone on the team can read the inbox. The actions that send mail or change what is in it — Compose, Reply, Reply All, Forward, archive, delete, bulk delete, creating a customer from a message, and connecting or editing accounts — are enforced for Admins and Agents only, and are refused for a Viewer however they are attempted.
A Viewer sees a read-only inbox in practice: the buttons for those actions are not shown to them. Three lighter actions — starring a message, marking it unread, and raising a Service Desk case from it — are hidden from Viewers in the interface but are not currently blocked at the server, so treat the read-only inbox as a matter of what Viewers are offered rather than a security boundary. If a message must not be seen at all, do not give the person access to the inbox.
First-time connection
From Organisation Settings → Inboxes, find the Sales inbox and choose Connect Microsoft 365 and complete OAuth. For any other provider, open Add email account manually on the same panel and enter the IMAP and SMTP details yourself. Reconnect if your provider revokes the token, or reopen that panel if the mailbox credentials change.
Gmail and Google Workspace take one extra step, once per organisation. Connect Google stays greyed out until an administrator registers your own Google OAuth client on that same panel — Google reserves mailbox access for apps that have passed a paid annual assessment, unless the app belongs to your own Workspace. If the button looks disabled, that is why. The Google email setup guide walks through it in about ten minutes. Microsoft 365 and IMAP need nothing extra.
Search, filter, and triage
The Inbox supports free-text search, quick filters for All, Unread, and Starred, plus an account picker that lists every connected inbox — it is there even with a single account. Open an email to mark it as read, star it, mark it unread again, or delete it.
Reply, reply all, forward, and compose
Use Compose for a new outbound email and optionally add CC and BCC recipients. It starts from your Default sending account, which you choose on the My mailboxes page (linked below the Inbox's mailbox list), even while you are viewing another mailbox. With no default (or one you can no longer send from) it starts from the mailbox you are viewing, else the first you can send from. You can pick another for any one email. From an open thread, you can Reply, Reply All, or Forward without leaving the inbox view.
Link emails to customers
If an email is not linked yet, you can create a customer directly from the sender and attach the email to that new record. Linked emails show the customer badge and let you jump straight to the customer record or unlink it later.
Clean up in bulk
The list view supports multi-select so you can select all visible emails and bulk delete them when tidying the inbox. From a support inbox, you can create a Service Desk case from the message and continue the support workflow in the Service Desk section above.
The Screener
With the Screener on, mail from someone writing to a mailbox for the first time waits in Screener (below the folders) instead of the inbox. It raises no notification, task or case, and stays out of unread counts and search until someone decides.
- Screen in moves all their mail to the inbox and links it to the customer or supplier it belongs to. Screen out hides all of it, older mail too. Anyone who can read the mailbox can decide, and the decision holds for everyone who reads it.
- Use @domain to screen everyone at a company in or out at once. Public providers such as Gmail or Outlook.com can only be screened one address at a time.
- People you already know skip the Screener: anyone the mailbox has emailed (and replies in threads it started), your customers, contacts and suppliers and their colleagues at the same company, and your own team.
- Screener history lists every decision. The person who made one, and the mailbox's managers, can reverse it.
- A mailbox's managers switch the Screener on or off in Mailbox settings. It is off to begin with. Switching it on counts everyone who has already emailed the mailbox as screened in; switching it off moves waiting mail to the inbox, and screened-out senders stay out.
- On the mail server, screened-out mail moves to a folder called Screened Out (Beagle creates it, or uses one you already have), so your phone and other mail apps stop showing it too. Screening a sender back in moves their mail back to the inbox. Mail still waiting in the Screener stays in the server's inbox.
- Moves made in another mail app count: drag a message into Screened Out and its sender is screened out; drag it back to the inbox and they are screened in.
- If a mailbox doesn't write changes back to its server, or the server won't move the mail, it is still hidden in Beagle and its managers see a note in Mailbox settings.