Send, receive, and manage messages directly in Aptly
Connecting your Gmail or Outlook account lets you:
- Send and reply to email without leaving Aptly.
- See all messages tied to contacts and workflows.
- Track communication alongside your work.
What You’ll Do
- Authorize your email
Grant Aptly access to connect your Gmail or Outlook.
- Sync messages
Aptly will pull recent email so you can view, reply, and track inside your workspace.
- Start sending & tracking
Your inbox will now show send/received messages and link them to contacts and cards.
⚠️ Compatibility note:
Only Google- or Microsoft-hosted inboxes can be connected to Aptly at this time. If your email is self-hosted or managed by another provider (such as GoDaddy), inbox syncing is not available.
How to Connect Your Personal Inbox to Aptly
- Connect your personal inbox by clicking the Settings ⚙️ gear from the top right hand menu.
- Select Personal Inbox from the setting menu on the left.
- Choose Gmail or Outlook
- Sign in and allow permissions
- Confirm the connection
Once connected, your email will appear in Aptly’s inbox view and be available when composing messages.
Privacy note:
Your personal inbox is private by default. No one else can view your emails unless inbox visibility is intentionally enabled by an administrator for operational support or compliance purposes.
Managing Your Personal Inbox Settings in Aptly
When you connect your personal inbox in Aptly, you’ll have several options to customize and manage how your inbox behaves. These settings help you personalize your experience and take advantage of Aptly’s AI-powered tools.
Inbox Name
You can rename your inbox to make it easier to identify in any inbox picker throughout Aptly.
For example, you might name it “Melissa – Leasing” or “Support – Personal.” Inbox names are only displayed in Aptly
Inbox Color
Choose a color to help visually organize your inboxes.
The color will display as a small accent around your inbox name when viewing your email in Aptly
Inbox Calendar
If you’ve connected a calendar associated with your inbox, you can select it from this section.
Once linked, events created from that inbox will automatically sync to the selected calendar.
Inbox Features
Depending on your account’s subscription plan, you may have access to additional AI and automation features.
AI Features (available with Premium)
If your account includes the Premium add-on, you’ll see several AI-powered options to streamline your inbox management:
- AI Summarization: Automatically generates a summary of long email threads so you can get the key points quickly.
- AI Categorization: Tags emails with topics based on keywords in the message body.
- AI Auto-drafts: Suggests draft responses based on the content of the previous email in the thread.
- AI Sentiment: Detects and displays the overall tone or mood of the sender’s message.
Auto-Categorization
All inboxes include Auto-Categorization, which uses your Topics to help organize incoming messages.
Emails can be automatically tagged using either Shared Topics (used across your team) or Private Topics (specific to you).
Exclude from Auto-Sharing
Enable this setting if you do not want conversations from this inbox to appear on related cards or contacts.
This option is especially helpful for teams handling sensitive communication, such as HR.
Exclude from Work Order Processing
This setting is relevant only for Propertyware customers.
If you don’t want emails from this inbox to be processed as work orders, check this box to exclude it.
Leaderboard
The Leaderboard shows inbox activity and task performance across your team, helping you understand workload and responsiveness at a glance.
For personal inboxes, the leaderboard reflects individual task activity and performance, allowing managers and team members to track ownership, follow-through, and responsiveness.
Sharing and Access Options
Convert to Shared Inbox
You can convert any personal inbox into a shared inbox.
This is useful if you’ll be away for an extended period and need other users to monitor or respond to messages on your behalf.
You can always convert it back to a personal inbox later.
Connection Settings
Disconnect / Reconnect
- Reconnect: Use this option if you’ve recently changed your email password or notice that messages aren’t syncing. Reconnecting reestablishes the link between Aptly and your email provider.
- Disconnect: Only use this if you no longer plan to use this inbox within Aptly.
Delete
Deleting an inbox is irreversible. When an inbox is deleted, it is permanently removed from Aptly, including all associated assignments and comments on conversations.
Only users with the Delete permission enabled on their role can delete an inbox.
Saving Changes
After making any updates to your inbox settings, click Save to apply your changes.
This ensures that all your new preferences are active and ready to use.
✅ Tip: If you ever notice your inbox not syncing properly, try reconnecting first. This quick step often resolves most connection issues without needing to contact Support (help@getaptly.com).
Frequently Asked Questions
I want to connect a shared inbox.
Shared inboxes (inboxes where multiple members have access) can be connected in the Shared Inboxes settings. See: Connect a Shared Inbox
I get an error that tells me my password is incorrect.
You may have forgotten your email password, or you're using an incorrect password. You may also have multi-factor authentication (MFA) enabled in your email service provider. Enter your 16-digit app password when connecting your email if MFA is enabled.
I don't have an app password but multi-factor authentication MFA is enabled.
You'll need to contact your IT Department to find out what your app password is. It is very common for IT Departments to have MFA enabled without providing app passwords explicitly. App passwords are 16 digits long.
My calendar did not sync.
Your calendar will not automatically sync when you connect your inbox. You must add your personal or shared calendars separately in Settings.
I don't want to connect a personal inbox.
You don't have to! If you and/or your team work off a shared inbox only, then there is no need to connect to a personal inbox.
My emails aren’t loading.
Did you recently change your email provider password? If so, you’ll need to reconnect your inbox. If you still aren’t receiving emails, try reconnecting your inbox to reestablish access to your email provider. Contact us at help@getaptly.com for more assistance.
Why do I have so many unread emails in Aptly but none in my Gmail Inbox?
In Gmail, you have an option to organize your inbox with Labels. In addition, you can separate the emails into different categories based on those labels. For example, promotions and updates can be labels.
If this is enabled in you gmail inbox, any unread email will come over to Aptly as unread regardless of label. To resolve, you can bulk archive all emails in Aptly.
