Email and calendar sync
Sync your email and calendar and unlock insights about your network.
For a video walkthrough of email sync, see Attio Academy.
Why sync your email and calendar
Integrating your email and calendar is essential to getting the most out of Attio. Here are the benefits to syncing your email and calendar with Attio.
View emails and optionally share them with your team
Attio brings email content and attachments to your record pages so you can easily share them with your team. You have total control over the visibility others have of your emails, and Attio defaults to keeping the bodies of emails private unless and until you choose to share them.
Records are created automatically
When you sync your email and calendar, a record is created for every person you have emailed and each person on your calendar, as well as each company they belong to. Attio automatically links people to companies when their email domain matches the company domain to create an always-up-to-date network. Learn more about automatic record creation.
Data is auto-enriched
All of your contacts will be created in Attio as records, and they will be automatically enriched with powerful new data points that provide a deeper understanding of your network:
See at a glance who on your team has the strongest connection with a record, the strength of each connection, and when email and calendar interactions took place (dependent on your plan).
Attio also automatically provides useful data points like domains, social media handles, and company descriptions. Learn more about enriched data in Attio.
Send emails in Attio
With a synced mailbox, you can send emails directly from Attio through your Gmail or Outlook account. When you mass send emails in Attio, you can make them highly personalized using variables, which make it easy to incorporate data stored in Attio into your emails. Learn more about sending emails in Attio.
If you have additional aliases set up, you will also be able to send emails from them. Learn how to add an alias to your Gmail account, or add an alias in Outlook.
Record calls with Attio
With calendar sync enabled, you can use Attio's call recorder to record your meetings on Pro and Enterprise plans. Learn more about recording calls with Attio.
Note: Attio takes the security of your data and our infrastructure very seriously. We are committed to providing an environment that is safe, secure, and available to all of our customers all the time. Learn more about how Attio keeps your data safe in our Privacy Policy and Security & Compliance pages.
Sync a new account
Each team member can follow these steps to sync their Gmail or Outlook email and calendar with Attio.
Note: Outlook accounts can be synced with Attio as long as the email is hosted by Microsoft 365. Emails hosted on on-premise Exchange servers or third-party providers aren’t supported for syncing, even if accessed through Outlook.
If you're using a non-Microsoft 365 Outlook account or a different email provider, you can still bring emails into Attio by forwarding them.
Follow these steps to sync an account:
Click your workspace name in the upper-left, then Account settings.
Select Email and calendar accounts on the left.
Click Connect Account with the appropriate provider.
Authorize Attio to access and sync your email and calendar.
If your Google Workspace administrator has restricted 3rd-party app installations, learn how to add Attio to your trusted apps.
Note that calendar events that are set as private in Google or Outlook will not sync to Attio. With default settings, records will be automatically created for all email recipients (contacts you send and respond to) found in your mailbox, and all people found on your calendar, as well as their companies. Learn more about automatic record creation. You control who has access to your emails.
Note: On Attio's Free and Plus plans each team member can sync one account, on Pro each team member can sync two accounts, and on Enterprise each team member can sync any number of accounts. Learn more about plans and pricing.
Configure email sharing settings
Once you've connected your email account, you can choose between three baseline sharing settings, determining what others can see of your emails by default.
From Account settings, click Email and calendar accounts, and select your account. Under Default sharing, select the setting you prefer: Metadata only, Subject line and metadata, or Full access. Note that the setting you choose will also be applied retroactively to emails that synced in the past.
Share Metadata only
This option shares email participants and timestamps with all members of your workspace. Email subject lines, body content, and attachments are private to you unless you manually grant team members access.
Share Subject lines and metadata
This option shares participants, timestamps, and subject lines with all members of your workspace. Email body content and attachments are private to you unless you manually grant team members access.
Share Full access with workspace
This option shares all of your email content including the body, subject line, and any attachments with all workspace members.
Note: This option is available on Plus, Pro, and Enterprise plans. Learn more about plans and pricing.
To share all your emails with all members of your workspace, choose the Full access option under Default sharing.
Note: If you share Full access to your emails, there won't be a way to unshare or hide specific emails, though you can add email addresses or domains for emails you don't want to sync to Attio to your blocklist.
Note: Also keep in mind that sharing Full access means all emails from the past and in the future (aside from your blocklist) will be shared, potentially including personal communications and emails that could allow team members to authenticate to other services (such as through password resets).
Share Full access with specific individuals
To share full access to your emails with specific individuals, search for and add the team members under Individual sharing, then click Share access. If you only share full access with specific individuals, your setting chosen for Default sharing will apply to all other team members in your workspace.
If you have added an individual team member so that they have full access to your emails but you'd like to remove them, click the Full access toggle to the right of their name, and change it to Use workspace default.
Note: Sharing full access with specific individuals is only available on Pro and Enterprise plans. Learn more about plans and pricing.
Which email sharing features are available on each plan?
On the Free plan, the Metadata only and Subject line and metadata options are available.
On the Plus plan, the Metadata only, Subject line and metadata, and Full access options are available.
On the Pro and Enterprise plans, the Metadata only, Subject line and metadata, and Full access options are available. You can also share Full access with specific individuals.
Blocklist emails and domains
Emails from blocklisted domains and email addresses will not appear in Attio. In addition, records will not be automatically created for any emails where any email address or domain involved on the thread is blocklisted. If a blocklisted email or domain is included on an email, that email will not show in Attio even if other participants on the email are not blocklisted.
To add emails or domains to your blocklist:
Head to your Account settings and click Email and calendar accounts.
Select your email account, then click over to the Blocklist tab.
Click + Add to blocklist and type in any domains or email accounts you'd like to blocklist, then Confirm.
Blocklists are unique to each email account. When you blocklist a contact, your emails with them will be hidden. However, other members of your workspace will still see their own emails with that contact unless they also add them to their own blocklist.
To remove a blocklisted email or domain, click Unblock next to the domain or email, and confirm with Remove.
Note: We recommend against adding your own domain or team members' email addresses to your blocklist. Doing so would prevent any emails involving your domain or team members from syncing to Attio from your mailbox (including when they are cc'd or others are cc'd). Attio protects the privacy of internal communications by hiding emails on record pages of team members who have an active Attio account.
Automatic record creation
Manage Record Creation settings to determine what person and company records are automatically created from workspace members' email and calendar sync. This setting applies to all workspace members and can only be configured by admins.
To update this setting, navigate to the Email and Calendar page of Workspace settings and choose between the following options:
All contacts: Records are created for all contacts who send emails to or receive emails from workspace members, and all contacts found in their calendars.
Selective contact creation (default setting): Records are only created for contacts your workspace members have emailed and contacts found in their calendars. Records are not created for contacts that email you if you have not emailed them back. This is to prevent things like spam, notifications, and newsletters from cluttering your workspace.
None: No records are created automatically, but when records are created manually, any associated emails and calendar events for those records will be synced from team members' mailboxes and calendars.
When records are automatically created from email and calendar sync, Attio creates a person for every email address involved (including people cc'd on emails) and a company for each of those people's email domains. People are always automatically linked to companies when a person's email domain matches a company's domain via the Team and Company relationship attributes.
With the None record creation setting selected, when a company record is created manually, any emails and events with participants whose email domain matches the company domain will be shown on the company, even if records have not been created for those people.
Note: Changes to this setting are not retroactive. If you change the setting to increase record creation, it will only do so going forward and will not create new records for emails or calendar events from the past. If you change the setting to decrease record creation, it will not delete records that were created in the past.
When records are created via email and calendar sync, Attio will automatically enrich them with useful data points, and when Attio recognizes that two synced person records have matching data they will automatically be merged to help reduce duplicated records in your workspace.
Privacy of internal emails
When viewing the record page of a team member with an active Attio account, it will not show their emails. Instead it will show a "Nothing to show here" message, explaining the internal emails are hidden to protect the team member's privacy.
This means that if you and a team member have been emailing and it's just the two of you on the email, those emails won't be visible to anyone else in Attio because no one can see the Emails tab on either of your record pages. However, if there was another person on the email who is not a team member, the email would show on that person's record page.
Protected recipients
Add protected recipients to keep email and calendar interactions fully hidden on specific record pages. It applies to all workspace members and can only be set up by admins.
Note: The Protected recipients feature is only available on the Enterprise plan. Learn more about plans and pricing.
How Protected recipients works
When you add an email address or domain to the protected recipients list, all emails, calendar events, and communication intelligence data will be hidden for their record page in Attio.
Adding an email address as a protected recipient: Emails are hidden on the person record for that email address. This does not prevent emails involving the recipient from showing on other records in Attio (such as their company's record or other records they've emailed). Communication intelligence attribute values for the person record are hidden.
Adding a domain as a protected recipient: Emails are hidden on the company record for that domain. This does not prevent all emails involving the domain from showing on other records in Attio. Communication intelligence attribute values for the company record are hidden.
Note: If you would like to completely hide all emails involving a specific email address or domain, add it to your blocklist instead.
When any workspace member opens the Emails tab for a protected recipient, they will see the following message:
How to add protected recipients
Admins can follow these steps to add protected recipients:
Navigate to the Email and Calendar page of Workspace settings.
Add email addresses or domains.
Click Add to protected recipients.
Reconnect a mailbox
If you have already synced a mailbox but it has been disconnected, or you need to grant Attio additional permissions (for example, you're seeing a "No sending permissions" message), you can reconnect the mailbox.
First, head to your Account Settings and click Email and Calendar accounts. Then, select the account you need to reconnect. At the top right of the page, click the ⋮ icon, then Re-connect.
You will be taken back through the connection flow. If you are a Gmail user, on the step that says "Attio wants to access your Google Account", you should see options for which permissions you want to give Attio with checkboxes. Check the appropriate boxes and finish the flow.
If you have any trouble resolving errors with your mailbox sync, reach out to [email protected] and we will be happy to help.
Remove a synced account
To remove an account you have synced, head to your Account Settings and click Email and Calendar accounts. Select the account you'd like to remove from your workspace, and click Remove mailbox.
Please note the following implications of removing your email and calendar:
All email correspondence associated with the synced account will be removed from your workspace
All calendar events associated with the synced account will be removed from your workspace, including from notes. If you sync the same account in the future, you would have to link events to notes again
All companies and people records that were created from the synced account will remain in your workspace
Communication intelligence data (such as Last interaction and Connection strength) will no longer factor in any data from the email and calendar account