Agiled Docs

Use IMAP/SMTP when your mailbox provider is not connected through Gmail or Outlook OAuth.

IMAP controls reading messages. SMTP controls sending messages. Both must be configured correctly if the mailbox should sync history and send customer email from Agiled.

Manual mailbox setup is more sensitive to provider-specific settings than OAuth. Keep your provider documentation open while entering host, port, encryption, and app-password details.

Connect With IMAP/SMTP

Open Settings.
Go to Mailboxes.
Enter the email address and display name.
Enter IMAP host, port, username, and password.
Enter SMTP host, port, username, and password.
Confirm the backfill days.
Select Connect IMAP.

The default ports shown by the app are commonly 993 for IMAP over TLS and 587 for SMTP over TLS. Use the values provided by your email host.

Enter the same mailbox in both IMAP and SMTP unless your provider explicitly requires a different sending account. Mismatched accounts can make messages sync from one inbox while outgoing email is sent from another identity.

Before Connecting

Confirm:

The mailbox provider allows IMAP and SMTP access.
The username matches the mailbox address or provider-required login.
The password is an app password when the provider requires one.
Host, port, and encryption match the provider docs.
The mailbox has permission to send customer-facing email.

Also confirm who owns the mailbox operationally. Shared inboxes should have a clear owner who can rotate credentials, review sync issues, and decide how much history should be imported.

Test After Connecting

Run Sync now, send a low-risk test email if your workflow allows it, and confirm recent messages appear on the related CRM contact. If sending works but sync fails, review IMAP settings. If sync works but sending fails, review SMTP settings.

Use a short backfill window for the first test. After you confirm messages are matching the right CRM contacts, increase the backfill window if you need more history.

For the first test, use a known contact and a harmless subject line so it is easy to identify the synced message. Do not run a broad historical backfill until matching and sending behavior are verified.

Troubleshooting

If authentication fails, confirm app password requirements, two-factor settings, username format, and whether IMAP/SMTP is enabled by the provider.

If backfill imports too much mail, reduce future backfill windows and clean up customer associations where needed.

If sending fails but receiving works, focus on SMTP host, port, encryption, username, password, and provider sending limits.

If messages sync to the wrong contact, check duplicate contacts, shared inboxes, forwarded messages, and aliases. Clean up matching issues before running a large backfill.

Security Notes

Use provider-issued app passwords when available. Do not reuse a personal account password if the provider supports a safer mailbox-specific credential.

If a teammate leaves the company, rotate mailbox credentials and check connected mailboxes before relying on future sync or sending.

Store the mailbox recovery process with your internal IT notes. Agiled can use the credentials you provide, but your email provider controls password resets, app-password creation, IMAP/SMTP availability, and account-level sending limits.

Provider Setting Examples

Many providers use IMAP over TLS on port 993 and SMTP submission on port 587, but provider documentation is the source of truth. Some providers require enabling IMAP, generating an app password, allowing authenticated SMTP, or using a username that differs from the email address.

When provider docs and Agiled defaults differ, follow the provider docs first, then test sync and sending separately.

Connect An IMAP/SMTP Mailbox