How do I keep personal emails out of my CRM?
Teammates whose CRM role allows it can read email your CRM copies from your inbox. Two settings decide what gets copied.
Turn off email sync for the inbox you want to keep private. For Outlook, disconnect the account instead. Then choose how the CRM adds new people from email.
Your CRM copies email from the inboxes you connect. Teammates whose CRM role lets them view email conversations can read the emails filed under the people they can see.
Both settings live in Settings → Email & Calendar.
Choose which inboxes are copied
The Email sync section lists each connected Gmail inbox under "Emails from" and its address. Each Gmail inbox has an on/off switch for this workspace. Outlook inboxes don't have this switch.
- On. New emails from that inbox are copied into the CRM.
- Off. No new emails are copied. Your inbox itself never changes, because emails are copied, never moved.
To keep a personal inbox out:
- Open Settings → Email & Calendar.
- Under Email sync, find "Emails from" followed by the inbox's address.
- Switch This workspace off.
- In the "Turn off email sync" dialog, click Turn off.
Each person does this for their own inbox.
Outlook inboxes
An Outlook inbox can't be switched off on its own. To stop it copying email, disconnect the account:
- Open Settings → Email & Calendar.
- Under Connected accounts, click the delete icon next to the Outlook address.
- In the "Disconnect this account?" dialog, click Disconnect account.
This stops both email and calendar sync for that account. Emails already copied stay in the CRM.
Choose who gets added to People
The New people from email section decides whether email can add new people to People. It works with Gmail. Only an owner or admin can change it.
| Option | Who gets added |
|---|---|
| Only people already in your CRM | Nobody. Emails attach to people and companies you already have. This is the default. |
| Also add people you email | Someone you email directly is added too. |
Some workspaces still use an older setting, Everyone new. The section says so, and you can pick one of the two options to change it.
Clear out what's already there
Neither setting removes emails that were already copied. Turning off email sync only stops new ones.
To clean up, open CRM → People and delete the people you don't want in the CRM. Their email conversations are removed along with them.
Deleting a person removes their emails for everyone
Deleting a person is permanent. Their record and the email conversations filed under them are removed for everyone in the workspace. This cannot be undone.
Keep your calendar private too
Under Calendar, keep Show my event names to my team switched off. Your teammates then see "External Event" instead of your event titles.