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    Lumenbase

    Email Integration Setup

    101 · Step 3
    Setup Guide

    Connect Gmail or Outlook to sync emails and calendar with your CRM.

    By Sebastian StreiffertPublished Jan 10, 2026Updated May 29, 20264 min read

    Why Connect Your Email to Lumenbase?

    Connecting Gmail or Outlook syncs email and calendar into Lumenbase. Messages match to contacts and companies by address and appear on timelines without manual logging.

    Automatic Email Sync

    Emails are automatically matched to contacts and companies based on email addresses, creating a complete communication history without any manual effort.

    Calendar Integration

    Sync your calendar events bidirectionally. Meetings appear in Lumenbase, and events created in Lumenbase sync back to your calendar.

    Activity Timeline

    View all emails, meetings, and interactions on contact and company pages, giving you context before every call or meeting.

    Supported Email Providers

    Lumenbase supports integration with the following email providers:

    ProviderEmail SyncCalendar SyncOAuth Security
    Gmail / Google Workspace✓ Full sync✓ Bidirectional✓ OAuth 2.0
    Microsoft Outlook / 365✓ Full sync✓ Bidirectional✓ OAuth 2.0
    Both integrations use secure OAuth authentication - Lumenbase never stores your email password. You authorize specific permissions that can be revoked at any time.

    Connect Gmail / Google Workspace

    Follow these steps to connect your Gmail or Google Workspace account to Lumenbase:

    1

    Open Integration Settings

    Navigate to Settings → My Settings → Integrations from the user menu in the top-right corner, or connect directly from the Communication section by clicking the settings icon.
    2

    Click Connect Google Account

    In the Google Integration section, click Connect Google Account. This opens Google's secure sign-in page.
    3

    Authorize Permissions

    Sign in with your Google account and review the requested permissions. Lumenbase requests access to read and send emails on your behalf, plus calendar access if enabled.
    4

    Configure Sync Settings

    After authorization, configure your sync preferences:
    • Enable or disable email sync
    • Enable or disable calendar sync
    • Select which calendars to sync
    • Set sync frequency (automatic background sync)
    5

    Verify Connection

    Click Sync Now to trigger an immediate sync. Check the Mail section to confirm your emails are appearing.

    Connect Microsoft Outlook / Office 365

    Follow these steps to connect your Microsoft Outlook or Office 365 account:

    1

    Open Integration Settings

    Navigate to Settings → My Settings → Integrations from the user menu, or connect directly from the Communication section.
    2

    Click Connect Microsoft Account

    In the Microsoft Integration section, click Connect Microsoft Account. This opens Microsoft's secure sign-in page.
    3

    Sign In and Authorize

    Sign in with your Microsoft account (personal or work/school). Review and accept the requested permissions for email and calendar access.
    4

    Configure Sync Settings

    After authorization, configure your preferences:
    • Toggle email sync on/off
    • Toggle calendar sync on/off
    • View connected account email
    • Monitor last sync timestamp
    5

    Trigger Initial Sync

    Click Sync Now to pull in your recent emails. The initial sync may take a few minutes depending on email volume.
    For Microsoft 365 business accounts, your IT administrator may need to approve the Lumenbase app in Azure AD before you can connect.

    Understanding Email Sync

    How Email Matching Works

    Lumenbase automatically matches incoming and outgoing emails to contacts and companies in your CRM:

    1. The sender/recipient email address is compared against contact email fields
    2. If a match is found, the email appears on that contact's timeline
    3. The email also appears on the linked company's timeline
    4. Unmatched emails are still accessible in the Mail section for manual linking

    Email Privacy Controls

    You control which emails are visible to your team:

    • By default, matched emails are visible to workspace members
    • Use privacy overrides to mark specific threads as private
    • Private emails only appear in your personal view
    • Team members see that a conversation exists but not its contents

    Sync Frequency

    Emails sync automatically in the background. You can also manually trigger a sync at any time using the Sync Now button in integration settings or the Mail section.

    Calendar Sync Settings

    Configure which calendars sync with Lumenbase and how events are handled:

    SettingDescription
    Sync DirectionBidirectional by default - events sync both ways
    Calendar SelectionChoose which calendars to sync (primary, shared, etc.)
    Event TypesMeetings with contacts sync to their activity timeline
    Conflict HandlingDuplicate events are detected and merged

    Troubleshooting Common Issues

    Connection Failed

    If the OAuth connection fails:

    • Clear your browser cache and cookies, then try again
    • Ensure pop-ups are not blocked for the authorization window
    • Try using an incognito/private browser window
    • For Google Workspace, verify your admin allows third-party app access
    • For Microsoft 365, check if your organization requires admin consent

    Emails Not Syncing

    If emails are not appearing:

    • Check that email sync is enabled in your integration settings
    • Click 'Sync Now' to trigger a manual sync
    • Verify the connected account email is correct
    • Check if the email sender/recipient matches a contact in Lumenbase
    • Review the last sync timestamp - if stale, try disconnecting and reconnecting

    Reconnection Required

    OAuth tokens occasionally expire. If you see a "Reconnect Required" status:

    • Click the reconnect button in integration settings
    • Re-authorize the connection with your email provider
    • Your sync settings and history are preserved after reconnection
    If you change your email password or enable additional security measures (like 2FA), you may need to reconnect your integration.

    Best Practices

    • Connect your email early in onboarding to build complete contact histories
    • Keep contacts' email addresses up-to-date for accurate matching
    • Use consistent email signatures so replies are properly threaded
    • Review the Mail section periodically for unmatched emails that need manual linking
    • Enable calendar sync to automatically log meetings as activities

    Quick Reference

    Connect Gmail: Settings → My Settings → Integrations
    Connect Outlook: Settings → My Settings → Integrations
    View synced emails: Communication (sidebar)
    Manual sync: Integration settings → Sync Now
    Privacy controls: Communication → Thread → Privacy toggle
    Disconnect account: Integration settings → Disconnect

    Lumenbase 101 · Step 3 of 8

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