Who can use this feature?
- All roles with access level "standard" or higher
- Available on all plans
Email integration allows everyone on your team to automatically sync email and calendar events directly from their own Microsoft or Gmail accounts.
Once connected, your teams can view emails on each account layout that displays an engagement module:
- See a dedicated timeline view of customer email communications and meetings
- 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.
Add Catalyst as a trusted application (admins)
Once Catalyst is added as a trusted application for your organization (admins), users can individually connect their Catalyst profiles with your email accounts.
- Coordinate with your IT team or email provider admin to ensure Catalyst is set up as a trusted application:
- If your organization uses Gmail, share the following instructions with your Google Workspace admin: Adding Catalyst’s Gmail Integration as a Trusted App.
- If your organization uses Microsoft 365, ensure your Microsoft policy allows users in your organization to install third-party applications.
- Once you've validated that your email provider has Catalyst named as an approved app, connect your own email account with your Catalyst profile to verify the process is working (see below).
Refer to these troubleshooting steps if you or your team receives errors: Microsoft | Gmail
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 the user profile icon (upper, right corner), click User Settings.
- From the My Integrations tab, click +Add next to Gmail/Outlook Integration.
- Enter your email address, and click Log in.
The email provider associated with your email account appears. - Click to sign in with the selected provider.
- Follow the remaining prompts from your email provider.
- Under Gmail/Outlook Integration, click the + Add button.
- Follow the prompted steps that your Email provider takes you through.
How email and calendar integration works
- 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.