Email Leads

Email Leads turns a shared mailbox — for example sales@yourcompany.com — into a lead source. Each new email that arrives becomes a lead through a CRM form you link to the mailbox, so the form's submit actions, duplicate checks and lead_created workflows all run. A typical setup routes the new lead round-robin within the team that owns the mailbox, using a workflow.

Navigate to Admin > Integrations > Email Leads. This page is for administrators.

How it works

For each new email in a lead-intake mailbox:

1. Skipped — auto-replies, out-of-office messages, bounces, no-reply senders, mail marked as spam, mail from this workspace's own connected mailboxes and senders on the mailbox's Never create leads from list.
2. Linked — a reply in a thread that already created a lead is linked to that lead. When Link instead of creating is on (the default), an email from someone who is already a lead or contact is linked to them instead of creating a new lead.
3. Created — otherwise the linked CRM form is submitted with the values you mapped, and the email is linked to the new lead.

Only email that arrives after you turn lead intake on is processed, so connecting a mailbox never turns its old mail into leads. Each email is handled once.

Connecting a shared mailbox

1. Click Connect shared mailbox.
2. Under Who can use it, choose a team or Whole workspace (everyone with email access). A team mailbox shows in the Inbox only for that team's members and administrators.
3. Choose the provider: IMAP / SMTP, Gmail or Microsoft 365. For IMAP / SMTP enter the email address, display name, password (or app password) and the IMAP and SMTP servers.
4. Connect. The mailbox is listed under Shared mailboxes with who it is shared with and its provider.

Shared mailboxes connected earlier from Email Settings are listed too.

Changing who can use a mailbox

Click Sharing on a mailbox to share it with another team or the whole workspace, or click Make personal to turn it back into the connecting user's own mailbox. A mailbox with lead intake on can't be made personal — turn lead intake off first.

Only administrators share mailboxes

Since this release, only administrators can connect a shared or team mailbox, or change a mailbox's sharing. Other users connect their own mailboxes from Email Settings or their profile.

Turning on lead intake

Click Set up lead intake on a mailbox.

1. Choose the CRM form that creates the leads. Build it first in the Engagement Form Builder with a Create Lead submit action, the lead source and any defaults (pipeline, owner rules).

2. Under Fill each CRM field, set what each field gets. Type fixed text and insert chips from the email:

   Chip	Value
   Sender email	The sender's address
   Sender name, Sender first name, Sender last name	From the sender's display name
   Sender domain	The part after @, e.g. acme.com
   Subject	The email subject
   Body (plain text)	The email text (first 10,000 characters)
   Mailbox address	The shared mailbox the email arrived in
   Received at	When it arrived

   Common fields are filled in for you: email, first and last name, message / notes / description from the body, website from the sender's domain. Required fields are flagged in amber when they would be empty — emails go to review if a required field is empty.

3. Never create leads from — one entry per line: @domain.com, name@, or any part of an address (for example your suppliers or newsletters).

4. Link instead of creating when the sender is already a lead or contact — on by default.

5. Click Turn on lead intake.

The mailbox then shows Creates leads through <form> and its counts for the last 30 days: created, linked, skipped and need review.

To pause intake without losing the setup, click Edit intake and untick Active. To stop it, click × (Turn off lead intake).

Recent emails

Recent emails lists each email the intake handled, newest first. Filter by mailbox and by status: Lead created, Linked, Skipped, Needs review. Each row shows the sender, subject, result, a link to the lead and the reason when it was skipped or failed.

• Needs review — click Review to see the values each CRM field would get, fix them under Fix the values and create the lead, and click Create lead. Run again as is uses the mailbox's current setup — useful after you corrected the mapping.
• Skipped — click Create lead to create a lead from that email anyway (for example a customer who wrote from a no-reply address).

Failure alerts

When an email can't become a lead, every administrator and the mailbox's owner get an in-app notification and an email (Email Lead Failed). The notification opens the review directly. The email template can be edited in Notification Settings → Templates.

Tips

• Give each team its own mailbox and CRM form, and use a lead_created workflow filtered on the form's lead source to assign leads within the team.
• Add your own company domain and regular suppliers to Never create leads from.
• Lead intake runs as soon as the mailbox syncs. Gmail and Microsoft 365 mailboxes with push notifications sync within seconds; others are checked every 15 minutes — see Email Integration.

See also: Facebook Lead Ads, which uses the same CRM-form approach.