Who can use this feature

Available on monday CRM

Available on Standard plan, Pro plan, and Ultimate plan

Emails & Activities gives your team a centralized way to manage client and customer relationships. Using the AI-powered Emails & Activities composer, you can send and receive emails, create your own email templates, schedule events, and more. Review your client relationships in a single, visually optimized timeline with AI-generated summaries for easier use.

This article will cover the app's email functionality. To learn more about the different activities you can log, check out the "Emails & Activities: Manage Your Activities" article.

Note: If you wish to use Emails & Activities on the monday CRM mobile app, you
 must first connect your email address on a computer.

Open Emails & Activities

Emails & Activities is preinstalled on every entity board in monday CRM. Entities include your Contacts, Leads, Accounts, and Deals boards. Navigate to the board where you'd like to use it and open the Timeline Overview icon on any item:

By default, Emails & Activities will be visible in your Overview tab:

You can also add a separate, dedicated view by clicking the + symbol to add a view. Select Emails & Activities from the Item views list:

Connect your email

You can connect your Gmail or Outlook account to Emails & Activities. To connect your email account, click on the cog icon () in the top right corner of the app:

This will open the Emails & Activities settings. Click + Add account to begin setup:

A menu will open. Select your email provider from the list. For this example, we'll use Gmail.

Once you select your email provider, the connection setup page will open. Click Connect:

Follow the prompts to connect your email account with monday.com. To use Emails & Activities, you must select Allow when permission is requested to share data with monday.com. All emails are sent from your email client's server.

Note: If you're using Outlook and monday.com doesn’t appear in the Microsoft Entra admin center, start the connection from inside monday.com first. If you see an Approval required screen during setup, a Microsoft tenant admin must approve the connection.

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 user profile.

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.

Sending emails

Create a new draft

Sending emails with Emails & Activities is easy! To get started, click on the New email button at the top left:

The email composer will pop up. If you have an Email Column on your board and it contains an email 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. 

Compose your email

The app features a fully functional text editor. You can compose text, edit text, include links, upload and attach files, and more:

Use the AI email composer to write your emails. If you're sending more than one email at once, you can customize each email with dynamic recipients, etc. 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 also useful when creating a template.

Manual timeline association

After sending an email, your email record will appear on your Emails & Activities timeline. With Manual Association, you can decide exactly which records (across your CRM account) a timeline item is linked to. Links can be set when an email is composed and remain fixed — even if the connections between records change later.

You can create a manual association when creating a timeline item or when editing an existing one.

When composing an email:

1. Open the composer
2. Before saving, review the list of records the item will be linked to
3. Deselect any record you do not want this item linked to
4. Click Save changes

To learn more about Manual timeline association, including its rules and limits, check out the "Manual timeline association" article.

Attach files

You also have the ability to attach a file using the paperclip icon on the lower left of the text editor.

Note: You can upload files up to 15MB large. This limit applies to files from the From computer and the From file column options. You can't attach monday docs yet, but we're working on it.

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

Tracking emails

Who can use this feature

Available only on monday CRM

Available on Pro plan and Ultimate plan

If you checked Email tracking at the bottom of the email editor, you will see read receipts within the app. This allows 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:

To see when the message was opened, hover over the text in the top-right corner.

 

Tracking lead updates

You also have the option to set up an automation that will update a date column on your board when an email, phone call, or other activity is posted in Emails & Activities. This allows you to see, at a glance, whether or not your team has interacted with a lead recently!

To set up the automation, visit the Automation center. Search Emails & Activities and scroll down to the Apps results.

Choose the automation "When an activity/email is created in Emails & Activities, set Date to today":

Choose your designated date column and watch the automation work. From this point forward, it'll be easier than ever to monitor progress with your leads!

Note: Adding notes will not update a Date column.

 

 

Receiving emails

Replies will be received in the Emails & Activities app! You won't be notified in monday.com about replies unless you set up an automation in the app's Email settings or use 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 at the top.

Any email you receive in the app will also be sent to your email account (e.g., Gmail) Inbox.

Once you receive an email in Emails & Activities, you can reply directly from the app. Click the reply symbol () to respond only to the sender of the email:

Open the three-dot menu on the top right of the email, and select 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):

Once your client relationship is established, you can use AI to generate concise summaries of interactions and communication with leads and customers in monday CRM. The summaries will be logged on your Emails & Activities timeline. To learn more, check out the Emails & Activities: AI summary article.

Email templates

Email settings

Check out the "Emails & Activities: settings" article to learn more about the options available in your Emails & Activities app settings.

Manage your activities

Since client relationships are more than just emails, we’ve also given you the power to keep track of all client activities. 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 in the "Emails & Activities: manage your activities" article.

Sharing and privacy

With Emails & Activities, you can fully control which team members can view or write emails from your connected email account.

Emails & Activities is only available to account members. It is not accessible to guests or viewers.

Check out the "Emails & Activities: sharing and privacy" article to learn more about how to control your sharing and privacy settings with Emails & Activities.

FAQs

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

• The email integration uses recipes, which send out pre-made email templates. With the email integration, your messaging can not be impromptu; you must plan what you will say ahead of time and create a static template. It functions in the same way as an out-of-office reply. Emails & Activities gives you the full flexibility of an email client 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. Instructions on how to reset the connection are 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 Emails & Activities. Your privacy settings can be managed under Settings.

Is it possible to send a file or attachment via Emails & Activities?

• You sure can! By clicking on the paperclip icon at the bottom of the email editor, you can choose to upload an attachment from your computer or directly from a Files Column on your board.

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 the paperclip icon in the lower left corner of the email composer. Click From Files column:

• Check the box next to the file(s) you wish to attach. Click the Add files button to attach the files to your email.

Note: You can't attach monday docs that are stored in the Files column.

Can you use HTML in emails or email signatures?

• You can only use HTML in email signatures. Refer to the email signature section of Email settings to learn about setting up your signature.
• While you can't use HTML when composing the body of your emails in Emails & Activities, you can use HTML in mass emails. You can learn more about this feature in the "HTML email layout" section of the "Email campaigns and mass emailing" article.

Can you use HTML formatting in the templates?

• Not at the moment, but please contact support to provide feedback if you'd like to see this feature added in the future.

Is my Emails & Activities data transferable?

• Because Emails & Activities requires an individual to connect an external account, we can not move data related to the connected account.