A lot of your sales conversations happen in your own inbox, one email at a time. Email Sync connects that inbox to Ontraport, so the emails between you and your contacts are saved on their records. And when a contact emails you, that can start an automation. Email Sync is available on Plus and above. Here's how to connect it, what to expect, how to manage your connections, and how to automate around it.
Click your profile icon, then Administration. Open the Email tab and choose Email Sync. Click New Connection, enter the email address you want to connect, and click Sign In. Ontraport works out your email provider from the address and sends you to its sign-in page. Sign in the way you normally do.
Next, pick the mailboxes you want to sync. That's usually your main inbox, but it can be a folder too, like one where you keep customer emails. Then click Save in the top right corner.
The first sync can take up to 30 minutes. After that, Ontraport checks for new emails every four hours. Only emails from the moment you connect are synced, so older conversations won't come in.
Synced emails show up in each contact's Contact Log as Email Sync items. Click one to open the message. Now the full conversation sits on the contact's record, alongside the rest of their activity.
Your connections live in the Email Sync collection. If you use Google, it asks you to re-authenticate every six months. Ontraport lets you know when it's time. You can also check the Last sync status column, which shows Re-authenticate when one is due, and add the Last authenticated date column to see when you last did it. To re-authenticate, click the email address, click Connect with Google, and follow the prompts. You can also reach your connections from your profile icon, then Personal profile, then Integrations, then Email Sync.
If a connection ever has a problem, Ontraport alerts you with a pop-up that walks you through reconnecting. Re-syncing can take up to 48 hours.
Switching email accounts? Delete the old connection. In the Email Sync collection, select it, click Delete in the action bar, and confirm. That disconnects the account from Ontraport.
Now let's put it to work. Go to Automations, then New Automation, and choose Start from scratch. If you've turned on other objects, like Companies or Deals, you'll find automations under Contacts instead. Add a trigger, and under External Events, choose "Sends you an email." It fires whenever a contact sends an email to your connected address. It can't filter by what the email says, like keywords or the subject line, so it fires on any email.
Here are a few ideas. Create a task for the contact's owner to follow up within 24 hours, so no reply slips through. Or raise their lead score, or move them to an engaged segment or pipeline stage, because a direct email is a strong sign of interest. You can also use "Sends you an Email" as a goal. Turn on Move here when achieved, and a contact on the map who emails you jumps straight to that goal, past the automated follow-ups, so your team can take it from there.
So: connect your inbox under Administration, Email, Email Sync, keep Google connections re-authenticated, and use "Sends you an email" to act on every reply. Next up: automating events created in Google Calendar.