Connect a Gmail or IMAP/SMTP mailbox
Connect your mailbox in two clicks with Gmail OAuth or manually via SMTP/IMAP, and learn exactly what syncs between Ikigai and your mail server.
Email in Ikigai starts with a connected mailbox. Once it is connected, every incoming and outgoing message lands in the Mail section, threads are matched to contacts and deals, and the mailbox stays in two-way sync with your mail server.
Where to connect
Open the Mail section and click Connect mailbox — or go to Settings → Integrations → Email mailbox. Both places lead to the same connection flow with two options:
- Gmail — one-click OAuth: you sign in with Google, grant access, and Ikigai starts syncing. Tokens are stored encrypted.
- SMTP / IMAP — a manual form for any other mail provider.
Connecting via SMTP / IMAP
The Connect mailbox dialog asks for a sender identity and server credentials. Credentials are stored encrypted.
| Section | Fields |
|---|---|
| Sender | Display name, From name, Email |
| Outgoing (SMTP) | Host, Port, Encryption, Username, Password |
| Incoming (IMAP) | Host, Port, Encryption, Username, Password |
Encryption options include STARTTLS (587) and TLS (465) for SMTP, and TLS (993) or STARTTLS (143) for IMAP. Use the Test button to verify the SMTP credentials before saving.
IMAP is optional — the dialog hint says it directly: "IMAP is optional — without it the mailbox can only send." Fill in all IMAP fields (or none) — partial IMAP settings are rejected.
What syncs
The sync is two-way and continuous:
- Incoming and sent mail appears in the Mail section and attaches to matching contacts and deals.
- Read state, archive, and snooze mirror back to Gmail — archiving a thread in Ikigai archives it in Gmail too.
- Drafts sync in both directions (see Drafts and sync).
- Delivery failures (bounces) are imported and shown, just like in Gmail.
During the initial import you will see a progress indicator with thread and message counts.
Statuses and maintenance
Each mailbox shows a status: Active, Auth error, Paused, or Disabled. When Gmail access expires, the mailbox shows Reconnect required — click Reconnect to re-grant access; read/archive/snooze will not sync until you do.
Useful controls on the mailbox card:
- Set as default mailbox — the primary identity used when composing.
- Remove — disconnects the mailbox and revokes its token.
Teammates' access to a mailbox is configured in the All team mailboxes section on the same settings page: each mailbox gets a visibility mode — By role, Visible to everyone, Private, or Selected only. A mailbox is marked as shared when an admin connects it via Connect a mailbox for a user — that flow has a "Shared mailbox (inbound routed by deal owner, e.g. info@ / support@)" checkbox.
Next step: learn the daily workflow in Working the inbox, or browse the whole Inbox & email category.
Was this article helpful?