Who can use this feature?
- All roles with access level "standard" or higher
- Custom feature permissions may apply
- Available on all plans
Email and calendar integration allows everyone on your team to automatically sync email and calendar events directly from their own Microsoft or Google accounts. Instead of manually checking for email correspondence, view this information directly within your account layouts, making it easier to keep track of communications with your customers.
Once connected, your teams can view emails on each account layout that displays an engagement module:
- See a dedicated timeline view of customer emails* and meeting details.
*Emails are between account contacts (matched by existing contacts or domain) and any authenticated Catalyst user. - Search keywords in the email subject line and filter by contacts or date
Authentication also allows Catalyst to process reply data for email action filters in playbooks.
What data do we use?
- Calendar meetings: Catalyst attempts to pull all calendar meetings for your account and keeps only the ones that match to an account or contact record in Catalyst.
- Emails: Catalyst attempts to pull the last 6 months of emails and keeps only the ones that match to an account or contact record in Catalyst.
For accounts with large amounts of data, Catalyst may limit how far back it looks for historic data to 6 months, 3 months, or even 30 days. See below for more details on how this integration works.
Connect your own email account
Each Catalyst user can individually choose to authenticate their email accounts with Catalyst. Once you do, your emails will be available for automatic syncing (see below).
- From your user profile icon in Catalyst (upper, right corner), click User Settings.
- From the My Integrations tab, click the option to connect with Google or Microsoft.
- Microsoft: Click to sign into your Microsoft account.
-
Google: Click to sign into your Google account. When prompted, check all access boxes (including the one in the blue section) in order to enable full functionality.
- Once authenticated, you'll see the "Connected" status with the option to disconnect.
How email and calendar integration works
Once you've connected your email accounts (using Microsoft or Gmail), emails and meeting details sync automatically.
- Emails: Any email between an authenticated Catalyst user and a Catalyst account will automatically sync within 6 hours; you do not need to manually initiate a sync. Upon connecting your account for the first time, 14 days of previous emails will be brought into Catalyst after the first 6-hour sync.
- Meetings: Upon connecting your account for the first time, meetings from the previous 24 hours will be brought into Catalyst and will continue to sync once every 24 hours. Meeting data does not display in the engagement module.
Contact matching
Catalyst matches the email addresses of recipients/attendees to an existing contact or the domain on an attendee's email address to the Website/Additional Domain field on the account record. If there is a match between either a contact record on the account or the domain in the Website field, that email data will be included in to the engagement module on the account.
Preventing emails from syncing ad hoc
You can choose to hide emails from appearing in the engagement module:
Proactively (before sending):
- To hide an entire thread from Catalyst, bcc:
hide_thread@getcatalyst.io - To hide a single message, bcc:
hide_message@getcatalyst.io
Retroactively (after sending):
- To hide an entire thread from Catalyst, fwd:
hide_thread@getcatalyst.io
Preventing emails from syncing per account
To block an entire account record from displaying any emails, please contact your CSM or the Catalyst support team. This action is typically reserved for scenarios where you have yourself as an account record or if you have a customer who requires additional security.
Once an account has been blocked, the engagement module displays a “No emails to show” message.
FAQs
Q: If someone adds a new contact to Catalyst or updates the website to capture an account’s emails based on the correct domain, will the email integration backfill those emails?
A: This change does not apply retroactively; it only applies going forward.
Q: Can admins report on email activity within Catalyst?
A: No, emails can only be read from the engagement module on an account layout.
Q: Can I connect a different email address than the one I use to log in to Catalyst?
A: Yes, but some elements of the UI will behave differently. For example, when you use the same email, the email will be identified as your Catalyst user. If you use a different email, the UI will not identify the email as belonging to your Catalyst user.
Q: Can I pull in past meeting history?
A: Catalyst starts collecting meeting data from the day you first connect your account. Going forward, each night Catalyst syncs the meetings updated in the last 24 hours, including future meetings; however, the future meetings are not shown in the UI.
Q: What happens to emails in the module when I disconnect my email account?
A: Catalyst keeps the emails in display; we do not delete emails when a user disconnects or is deleted. Emails are only deleted when a customer churns.
Q: I tried integrating my Gmail account and received an "Access Denied" or "Authorization Error" message. What do I do now?
A: Please contact your Google Workspace Admin and ask them to add Catalyst email as a trusted app.
Q: I tried integrating my Outlook account and received a "Need admin approval" message. What do I do now?
A: This message indicates that your Microsoft 365 policy limits users in your organization from installing third-party applications. Please guide your IT administration team to consult the relevant Microsoft documentation to define the required permissions for users to request access.