Use a board email address to route incoming leads, requests or invoices into a board. Card creation depends on the board’s email settings; extracting structured details also depends on the email format.
Set up board email
Open the intended board before configuring intake. Review its existing automations so you know what may run when a new card arrives.
- Select the wrench in the board header to open Board Tools, then select Board Email.
- Review Board Email Address. If intake is disabled, enable it when you are ready to receive messages.
- Use Copy to copy the displayed address. Add it as the notification destination in the service that should send messages to this board.
- Choose Default Contact Types for people identified from incoming messages—for example, Prospect for renter leads or Owner Prospect for owner inquiries.
- Review Only Create from Parsed Emails:
- Checked: restrict card creation to emails recognized by Aptly’s parsers.
- Unchecked: allow intake without requiring a recognized parser format. Review incoming cards for unwanted messages and missing details.
Choose the restriction that matches your workflow rather than turning it off by default. Allowing broader intake does not guarantee that every message’s contact or property details can be extracted.
Check the result
After a new message arrives from the intended source, open the resulting card and confirm:
- The message reached the correct board.
- The card contains the information your team needs.
- The contact, contact type and property relationship are correct.
- Any expected message details and files are present.
Do not assume every sender, attachment or address will map to a particular field. Results depend on the source format, available information and board configuration.
If a card is missing or incomplete, check the destination address and parsed-only setting first. Keep an example of the original message, its delivery time, any forwarded version and the expected result for support. Avoid regenerating the address as a first troubleshooting step.
Change the address safely
Use Regenerate only when you intend to replace the address. Update every external service or forwarding rule that uses it, then verify a new incoming message. Copy the address shown in Aptly rather than typing or guessing its domain.
Choose the right intake method
- Board email: send messages directly to a board-specific address.
- Inbox email parsers: process supported vendor messages arriving in a connected Inbox, with configured board, stage and assignment options.
- Manual card creation: create or relate a card while reviewing an individual Inbox conversation.
Board email and Inbox parser rules are separate intake paths; do not assume board email applies your custom Inbox rules.