With the Emails & Activities app, your team can easily manage client or customer relationships in a centralized way, meaning that your team will spend less time tracking down the details for every interaction. This amazing feature will allow you to send and receive emails, create your own email templates, capture meeting notes, events, and more! All in one visually optimized timeline.

This article will cover the email functionality of the app. If you want to learn more about the different activities you can log, check out the Manage your sales activities article.

Note: The Emails & Activities app is only available for full members of an account. It is currently not available for Guests or Viewers.

Install the app

The Emails & Activities app comes preinstalled on every board within the monday sales CRM product!

However, if you'd like to install the app on any other board, navigate to the board where you'd like to use it, open up the Updates Section by clicking on the speech bubble, and then select "Add View" In the Item Views Center, click "Add to item" beneath the Emails & Activities app description:

Connect your email

To connect your email address, click on the cog wheel from the upper right corner of the app to access the app settings. Then open the "Manage connected accounts" section. Choose an existing connected email, or either the Gmail or Outlook buttons to connect your account:

For this example, we'll choose Gmail. Choosing either app will open up the integration set up screen:

Click "Connect" and follow the prompts to connect your account with monday.com. When connecting your account, you must select "Allow" when permission is requested to use this app. 

Error while connecting

If you see a red error message when trying to connect your email account, it may be that this particular account has already been connected to another monday.com account. At this time, you can only integrate your email address on one monday.com account with one monday.com user.

If you're using Gmail and run into this issue, go to your Google Account Security Checkup and open the "Third-party access" section. Locate the monday icon that indicates access to Gmail and click "Remove access" to remove the integration and reconnect to a different monday.com account:

Follow these steps to revoke third-party access from your Outlook account.

Once you have removed access, you should have no trouble setting up the connection with the steps above. Once you connect and return to your board, that's it! Your email is set up to send and receive messages with the monday.com email app.

Note: At this time, the app only supports Gmail and Outlook accounts.

Disconnect your email

No longer wish to use Emails & Activities? No problem. Before disconnecting monday.com from your Gmail or Outlook account, make sure to delete the connection from the monday.com side.

To do this, click on "Integrate" in the upper right corner of your board and select "Integrations Center." From there, choose Gmail or Outlook and click on one of your integrations:

 

From the following screen, click on the garbage can icon to disconnect your email connection:

 

Sending emails

Sending emails with the app is easy! To get started, click on the blue "Send email" button at the top left of the app:

The email composer will pop up. If you have an Email Column on your board and it contains an address, that address will auto-populate in the "To" field. If you don't, no problem! You can send an email to any email address. 

The app features a fully functional text editor for your emails. You can alter text and upload and attach files, links, and more.

If you choose "{} Columns" in the lower right corner of the editor, you can pull in data from any column on your board. This is especially useful when creating a template. You also have the ability to attach a file using the paperclip button on the lower left of the text editor.

Type your message and hit "Send" to start the conversation. Any email you send from the app will show in your email program's "Sent" folder.

Email sharing & privacy

With Emails & Activities, you can fully control which of your team members will be able to view or write emails from your connected email account! To access this functionality, click into the Emails & Activities settings and open the "Email account setup & privacy" section. Next, click on the three-dot menu to the right of the connected email and select "Share options":

Note: Although these settings are found inside Emails & Activities and are accessible from items, they will take effect on all boards across the account.

From here, you can add various people or teams which will have access to your connected email account. Once you've added the relevant people, you can customize the share settings that each of them will have by clicking into the drop-down menu to the right of their name and deciding from one of two share options:

1. View only. All users will be limited to viewing.
2. Read & write. If you choose "Read & write", this permission only applies to users who have access to monday sales CRM. All other users in your account will be limited to view only. This permission setting is only available for Pro and Enterprise monday sales CRM accounts.

 

At the bottom of the share access screen, you can also decide the share option which everyone else on the account will have (aside from the specific people or teams that you've added above): 

Show me what each share option means 

• View only: Team members will only be able to view email activities, without being able to write emails using the connected email account.
• Read & write: Team members will be able to view and write email activities using the connected email account.
• Cannot view: Team members will not be able to view or write any email activities using the connected email account. Emails that were sent or received from this account  won’t be displayed on the app’s timeline for users that can’t view them.

 

In case there are permissions set which prevent you from seeing an email activity, you'll see the below displayed within the Emails & Activities app timeline:

Tracking emails

If you checked the "Email tracking" at the bottom of the email editor, you will also see read receipts within the app, allowing you to track your email message after sending it.

In the top right corner of any sent message, you'll see an indication of whether or not the message has been opened and how many times:

If you wish to see when the message was opened, hover over the text in the top right corner.

Note: All emails are sent from your email client's server.

Create email templates

To create a template, type in the body of the email. You can add dynamic fields to your email template using the "{} Columns" button on the bottom right of the text editor. The "{} Columns" fields will pull in text from the columns on your board. This is a great option if you consistently send out the same welcome email, for example. You can apply a personalized template for a new contact, and the email you send will instantly be personalized based on the fields on your board.

When you've added text to the body of the email template, click on the "Templates" button and select "Save as new template". You will then have the opportunity to name your template and click on "Save".

Note: The ability to share your template with other team members is only available to users of the monday sales CRM product. You can read more about it in the section below.

• Delete it: To delete a template, click on "Templates" button, hover over the name of your template and click on the trash icon to delete it.

 

Share templates with account members

Note: The functionality mentioned in the section below is only available as part of the monday sales CRM product.

 

As part of the monday sales CRM product, you can now define the sharing settings of your template! This allows you the ability to decide whether the template you created will be available only to you, or to have it shared with everyone on your account. This setting can be chosen both at initial set-up of the template, or when editing it later on.

To adjust the share settings when creating a new template, click on the dropdown under the "Shared with" section. Here you can choose whether you'd like to have the template be available only to you, or to have it shared with everyone.

Note: Shared templates will be available to everyone in the account, however, only monday sales CRM members can share templates.

 

To adjust your template settings later on, simply click on "Templates" in the bottom right corner, hover over the pencil icon next to the name of your template, and adjust the share settings as you wish!

Receiving emails

Replies will be received in the Emails & Activities app! You won't be notified on monday.com about replies unless you set up an automation from the app's "Email settings" or by using the "Automate" button on the upper right-hand side of the Emails & Activities landing page. Replies will appear in your timeline with newer replies visible towards the top of your timeline.

Any email you receive in the app will also be received in your email account (i.e. Gmail) Inbox.

Once you received an email, you can reply directly from the Email & Activities app! To do so, simply click on the three-dot menu on the top right of the email. You have the option to:

• "Reply all" to send a reply to all of the email recipients (including those who have been CC'd or BCC'd into the email), or,
• "Reply" to respond only to the sender of the email

Email settings

To access the email settings, click on the gear icon on the right-hand side of the app home screen. You will see seven categories:

• Manage connected accounts

Here you have the option to choose the email address you will use with the app. Check or uncheck the box next to your email address to make your choice. By clicking on the Gmail or Outlook button, you can manage the email accounts that are connected to monday.com or add a new account.

To reconnect, click on the Gmail or Outlook button and then click on the email address that you would like to reconnect. Follow the prompts to connect your accounts.

• Log outgoing emails

By default, the app will log outgoing emails from your email program (i.e. Gmail or Outlook) into the app. If you prefer to only see select emails in the app, you can check the box to only log outgoing emails that have the app's email address BCCed:

BCCed emails will be added automatically to the app. The app determines which item to log the email under by looking at the email address in the Email Column on your board.

If you choose to "Create a new contact if the recipient email address does not exist in my monday.com account", a new item will be created for each new email address that you contact.

• Set up automations 

• Email signature

Click on the blue "Create signature" button to set up your email signature. When setting up your signature, you'll have the option to set up simple or HTML. If you choose "Simple", you can use the text editor to format your signature. If you choose HTML, you can format your signature using HTML.

Beneath the signature composer, you can check or uncheck two boxes:

1. Check the box if you always want to show your signature when composing a new email.
2. Check the second box if you always want to show your signature when replying to an email.

• Email branding

By default, all emails you send from the app will have "Powered by monday.com" at the bottom of the email. If you have purchased the Pro or Enterprise plan, you have the option to remove this branding from your emails. Check the box under this setting to remove all branding.

• Never log

If you add an email address to the list under this setting, emails sent or received from the addresses you define will never be saved to your timeline. You can add as many addresses as you want to your "Never log" list.

Manage your activities

Since client relationships are more than just emails, we’ve given you the power to keep track of all client activities too with this amazing app. From meetings, to calls and more, log each interaction to see a full timeline of events in one, concise view. Check out how it works right here. 

FAQs

What is the difference between the email integration for Gmail or Outlook and the Emails & Activities app?

• The email integration uses recipes and those recipes send out pre-made email templates. Your messaging can not be impromptu with the email integration; you must plan what you will say ahead of time and create a template. Emails & Activities allows for free text and much more. It includes email tracking, a signature for Outlook, notes, activities, and a timeline to display it all.

I'm having trouble with the app. What can I do to troubleshoot?

• In many cases, you just need to reset the connection. You can find instructions on how to reset the connection in the Gmail Connection Error article.

How visible are the communications to other users?

• By default, the communication is visible to any full member of your account (Guests and Viewers do not have access to the Emails & Activities app). Your privacy settings can be managed under Settings.

Can you use the file column to pull in files to send via Emails & Activities?

• Yes, you can! First, add a file to the file column. When composing an email, click on the paperclip icon in the lower left corner of the email composer. Hover over "From Files column" and then check the box next to the files you wish to attach. Click the blue "Add files" button to attach the files to your email.

Can you use HTML in the emails or email signature?

• Yes! Refer to the email signature section of "Email settings" for reference.

Can you use HTML formatting in the templates?

• Not at the moment, but please provide feedback below if that's something you would like to see in the future.