Integrate your email & calendar

Email and calendar integration connects your mailbox to Vetta so your emails and meetings attach to the right People and Company records, without manual logging. Google (Gmail or Google Workspace) and Microsoft (Outlook or Microsoft 365) accounts sync both email and calendar. Any other provider connects over IMAP/SMTP and syncs email only, with no calendar.

Once connected, your CRM reflects real communication activity, your team can collaborate on the same contacts, and Vetta's AI has more context for its insights.

Two settings on each mailbox decide what you get: Contact auto-creation decides who becomes a person in your CRM, and Email visibility decides what your teammates can read.

How to connect email and calendar

You can start the integration in two ways.

From the Getting Started page

1. Open the Getting Started page
2. Start the Integrate your accounts step

From Core Integrations in Settings

1. Open Settings from the sidebar
2. Go to Core Integrations > Integrations
3. Click Add on the Email card
4. Choose your provider:
   • Connect with Google (Gmail or Google Workspace, email and calendar)
   • Connect with Microsoft (Outlook or Microsoft 365, email and calendar)
   • Connect via IMAP/SMTP (any other provider, email only)
5. Follow the authentication steps provided by your provider

Under each integration, All workspace accounts lists your teammates' connected accounts and what each one shares. Show all opens the full list, which you can search and filter by owner.

Once authentication is complete, the account shows Importing while its history comes in, then Active. The full scan of a mailbox usually finishes within 2 hours.

Narrated video · 1:22

4 linked topics

Connecting your email, calendar, LinkedIn and WhatsApp so Vetta can see your conversations. It goes through Settings, then Integrations under Core Integrations, and the card for each channel: Add on the Email card for Google, Microsoft or IMAP and SMTP, email visibility (Everything, Subject and metadata, Metadata), Contact auto-creation, and for LinkedIn and WhatsApp the Message visibility and Sync (Everything or Selected) settings. A new account shows Importing, then Active. Use it for first-time account setup. Each setting has its own video.

Transcript

Your CRM in Vetta works best when it can see your conversations. Open Settings, then Integrations under Core Integrations. Each channel has its own card: email, Google calendar, LinkedIn, WhatsApp, and your AI meeting note taker. To connect a mailbox, click Add on the Email card, and choose Google, Microsoft, or any other provider over IMAP and SMTP. Back on the card, decide what your team can see. Everything shares the subject, body and attachments. Subject and metadata leaves the body out, and Metadata shows only who and when. You always see your own messages in full; this only changes what teammates see. Contact auto-creation adds the people you email: sent and received, sent only, or none. Your calendar works the same way, with its own visibility and contacts from your meetings. LinkedIn and WhatsApp connect through a secure sign-in, and each account has two settings. Message visibility decides how much teammates can read: Everything, or Metadata, which shows only who and when. Sync decides which conversations come in: Everything, or Selected, only the ones with people already in your Vetta workspace. A new account shows Importing while its history comes in, then Active, and your contacts' timelines fill in on their own.

Contact auto-creation settings

A conversation in Vetta belongs to a person record: an email attaches to a person through their email address. Contact auto-creation on the Email card decides whether Vetta creates that person for the people you email. If nobody is created, emails with people who are not already in your CRM have nowhere to attach, so they do not show in the inbox. Put plainly: emails only show in the inbox for people the mailbox created, with Contact auto-creation on, or people you added with that email address. This is the most common reason a newly connected mailbox looks empty.

The options are:

• Sent and Received: people you've sent emails to and received emails from
• Sent: only people you've sent emails to
• None: don't auto-create contacts. Conversations only show for people already in your CRM with that email address.

A new mailbox starts on None unless you saved different defaults, so check this setting first after you connect.

Narrated video · 0:30

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What Contact auto-creation does on a connected email, and why an inbox can look empty after you connect a mailbox. With None, nobody is added from your email, so a conversation only shows for people already in your CRM with that address. Sent adds the people you write to, and Sent and Received adds the people who write to you too. They land in People, with a company taken from their work email domain. Use it to fill your CRM from email.

Transcript

You've connected a mailbox but the inbox looks empty, so open Core Integrations and find Contact auto-creation on your Email. With None, no one is added to your CRM from your email, so a conversation only shows for people already there with that address. Pick Sent to add the people you write to, or Sent and Received to add the people who write to you too, and they land in People, with a company taken from their work email domain.

What Vetta creates

People created from your mailbox land in People, and their Created by shows the mail icon and the mailbox owner, so you can tell where they came from.

• Name: taken from the sender's display name in the email, or from the part of the address before the @ when there is none (dana.whitfield@brightpath.io becomes Dana Whitfield)
• Company: taken from a work email domain (brightpath.io becomes the company Brightpath)
• Skipped by default: personal addresses such as Gmail or Outlook, people on your own company domain, and your teammates are not created

Calendar contact auto-creation

The Calendar card has its own Contact auto-creation setting: Enabled creates contacts for people you've had an event with, and Disabled doesn't create contacts from calendar events.

Visibility settings for email and calendar

Visibility decides how much of your emails and meetings your teammates can see, for example when they open a contact's record. You always see everything on your own account: these settings only change what others see.

Email visibility options

Everything Subject, body and attachments are shared with your team.

Subject and metadata Subject and metadata are shared with your team, without the body.

Metadata Only the timestamp and participants are shared with your team.

Narrated video · 0:39

1 linked topic

What your teammates can read on a connected LinkedIn account, and how to change it. The Message visibility setting has two levels: Everything lets a teammate see the whole conversation on a record, and Metadata shows only the timestamp and the participants, with the content hidden. The account owner always sees everything. A new account starts on Metadata, or on your last choice. Email calls it Email visibility and adds Subject and metadata. Use it when you worry about privacy. Which conversations come in is the Sync setting.

Transcript

Alex has connected LinkedIn, and Message visibility decides how much his teammates can read. With it on Everything, here's what Maya, his teammate, sees on Sofia's record: the whole conversation. Switch it to Metadata and she only sees the timestamp and the participants, with the content hidden. Alex, who owns the account, always sees everything. A new account starts on Metadata, or on whatever you chose last. On email it's called Email visibility, and it adds Subject and metadata. That's separate from Sync, which decides which conversations come in, and it's covered in Everything or Selected.

Event visibility options

Everything The whole event details are shared with your team.

Metadata Only the date and participants are shared with your team.

Visibility is separate from sharing. To let a teammate use your mailbox in their inbox, the account owner shares it from the account's row in Settings > Core Integrations with View Only or Full access (Full access can send). See Inbox filters, views and collaboration.

Troubleshooting: reconnecting your account

Google or Microsoft may disconnect an integration for security reasons. When this happens, the account shows a Sync failed tag.

To reconnect your account:

1. Click the three dots next to your email integration
2. Select Reconnect
3. Re-authenticate with your provider

Reconnecting keeps the same account, so its conversations and the sequences sending from it stay in place. IMAP/SMTP accounts reconnect by entering their credentials again.

If an account is Active and a conversation is still missing, check Contact auto-creation first, then the other causes in Understanding the Vetta unified inbox.

Common questions

Key outcome

With email and calendar connected and Contact auto-creation set the way you want, your emails and meetings turn into structured CRM history on their own. Your team sees as much of each conversation as your visibility settings allow, and Vetta's AI can read those interactions to suggest next steps.