Connect email account
How you connect your own mailboxes to Leadmode, which providers there are and what to note about app passwords and ports.
You find the feature under Settings → Email → My email account. Each person connects their own mailbox there, or several if needed (up to ten, for example for a second company address; the same address only once). All emails to contacts, appointment confirmations and reminders are sent from your sender mailbox, with no choice made, from the one connected first.
Leadmode never sends operational emails through a Leadmode mailbox. Without a connected (or shared) mailbox, nothing is sent, not even an appointment confirmation.
Prerequisites
- A mailbox with IMAP and SMTP access.
- With many providers, an app password instead of your normal password (see below).
- The footer of your organisation must be set up so that you can send and test. If it is missing, the page shows a note. Admins find the button Set up footer there (see Appearance and signature). You can still connect the mailbox beforehand.
- In the demo organisation, this area is locked.
Connecting a mailbox
The process has three steps: Provider, Prepare, Access.
Under ‘Where is your mailbox?’, choose your provider. If your provider is not listed, choose Other provider.
Under ‘Prepare …’ are the steps you complete with the provider (for example creating an app password), with links to the matching pages. Then click Next.
Enter your email address and password. Depending on the provider, the password field is called ‘App password’, ‘Application-specific password’ or ‘Password’. If the address belongs to a different provider than the one chosen, Leadmode suggests switching.
Click Connect. Leadmode checks the connection. On success, ‘Mailbox connected.’ appears.
If the provider rejects the sign-in, a message appears asking you to check the password and the steps under ‘Prepare’. Use Back to get there.
Supported providers
| Provider | Password |
|---|---|
| Gmail | App password (16 characters, spaces do not matter) |
| iCloud | Application-specific password |
| Yahoo | App password |
| GMX, WEB.DE | Password; with two-factor authentication an app password; allow IMAP access in the mailbox first |
| IONOS, Strato | Password of the mailbox |
| mailbox.org | Password; with two-factor authentication an application password |
| Fastmail | App password (plans without IMAP/SMTP access do not work) |
| Zoho Mail | Password; with two-factor authentication an app password; switch on IMAP first |
| Hetzner, Hostinger | Password of the mailbox |
| Other provider | Password |
If the sign-in does not work, first check the steps under ‘Prepare’ and the server settings. Providers’ settings change now and then; when in doubt, follow your provider’s help.
Server settings and ports
For known providers, the values are pre-filled. With Show server settings you can change them; with Other provider they are always visible:
| Field | Meaning |
|---|---|
| Username | Usually your email address. |
| SMTP host, SMTP port | Server and port for sending. Typically 587; port 465 switches ‘SMTP SSL’ on, 587 and 25 switch it off. |
| IMAP host, IMAP port | Server and port for fetching. Typically 993 with ‘IMAP SSL’. |
| SMTP SSL, IMAP SSL | Switches for the encrypted connection. |
Leadmode only connects to publicly reachable mail servers.
Connected mailbox
When a mailbox is connected, the page shows the address with ‘Connected’ and the SMTP server. If you have several, you choose at the top under Choose mailbox which one the following settings apply to; Connect another mailbox adds one. There you find:
- Show mailbox in Leadmode: switch for fetching. Inbox and Sent then appear next to the chat and with the leads. If you switch it off, Leadmode no longer fetches anything and deletes the stored messages. Nothing changes on the mail server. More under Mailbox.
- Summarise new emails: switch. The AI summarises new emails in one to two sentences. This only applies to emails that arrive after it was switched on and uses credits. If you switch the fetching off, the summary also ends.
- Detect new leads: switch with a fixed target. For enquiries from unknown senders, the button ‘Add as new lead’ appears in the email. You set the target here: project (mandatory; you need write permission there), stage, sub-stage, owner, origin and source. Save target applies it. The detection requires the summary.
- Send myself a test: sends a test email to you through the selected mailbox. The footer of the organisation must be present for this.
- Disconnect: after a confirmation, the selected mailbox is disconnected; your others stay connected. Emails then go out from your default sender or the mailbox connected first; if it was your only one, you cannot send anything from Leadmode until you connect a mailbox again. To change the access data, disconnect first and then connect again.
Sender and header
Under Sender and header you set two names for the selected mailbox:
| Field | Meaning |
|---|---|
| Sender name | Shown to the recipient before your address, for example ‘Tim Krey’. If the field stays empty, only the address appears. |
| Name at the top of the email | Organization name, Custom name (field to fill in) or No name. This only applies to emails without a logo; if your organisation has a logo, the logo appears at the top. |
Save applies both. While writing, you can still change the sender name in the window, see Mailbox. Projects with their own sender keep their name.
AI settings per mailbox
Under Guidelines for the AI draft you define how the AI writes emails from this mailbox when you enter an instruction in the composer: style, tone and form of address. Save guidelines applies the text, Restore default resets it. Task, output format and safety rules are fixed and cannot be changed.
Choosing the sender
If you may send from several mailboxes (your own, an organisation mailbox, shared ones), Sender for emails to contacts appears. There you choose which mailbox Leadmode uses for your appointments, reminders and emails. Each entry shows the type: ‘Own mailbox’, ‘Organisation’ or ‘Shared’. Without a selection, Leadmode sends from your first connected own mailbox; if you have none and several others to choose from, it sends nothing for you.
If you have no mailbox, ask your admin to share an organisation mailbox with you (see Team mailboxes).