Connect email accounts

A connected email account lets Spacebrain send from a mailbox you already use and bring replies into Inbox. This guide is for anyone connecting Gmail, Google Workspace, or another provider through SMTP.

If you want Spacebrain to send campaigns from your own domain instead, see Sending domains, sender addresses, and warm-up.

Before you begin

• Role: you need permission to edit email settings in the workspace. If you don't see Connect Account, ask a workspace admin.
• Plan: the Free plan includes one sending account for the email inbox. To connect more, you'll see Upgrade for more accounts instead of Connect Account.
• The right mailbox: sign in with the exact mailbox you want to send from. Don't connect someone else's personal account.
• For SMTP: get the server name, port, username, and an app password from your email provider. Many providers block your normal password for this. Use an app password when one is offered.
• A test address: have an internal mailbox ready so you can send and reply to a test message.

Where to find it

Open Email → Senders & domains. The Connected accounts tab is selected by default. You can also get there from Inbox → Email accounts.

In an agency sub-account, your agency may give you a separate Email accounts page that supports SMTP only.

Connect Gmail or Google Workspace

1. Select Connect Account. If you have no accounts yet, select Connect Your First Account.
2. In Connect Email Account, choose Google. This works for both personal Gmail and Google Workspace.
3. A Google window opens. Sign in to the mailbox you want to use and approve the requested access. Spacebrain asks to read messages so it can sync them, and to send only the messages you choose to send.
4. When you come back, check the message at the top of the page:
   • Connected successfully – the account is ready.
   • Google email sending connected successfully. Inbox sync will be available after Gmail read verification. – you can send now. The account shows Sending only until inbox sync is enabled.
   • Account connected but needs additional permissions – you skipped a permission. Reconnect and approve every item.
5. Send a test message to an internal address, reply to it, and confirm the reply shows up in Inbox.

Connect another provider with SMTP

Use Custom SMTP for Outlook, Microsoft 365, Yahoo, Zoho, or your own mail server.

1. Select Connect Account, then choose Custom SMTP.
2. On SMTP Configuration, you can select a provider under Quick fill (Gmail, Outlook / Microsoft 365, Yahoo, or Zoho) to fill in the server settings. You still enter your own login details.
3. Fill in:
   • Email Address * – the address people will see, for example [email protected].
   • Display Name – optional, for example "Sales Team".
   • SMTP Host * and Port * – from your provider.
   • SMTP Username * and SMTP Password * – usually your full email address and an app password.
   • Use TLS/STARTTLS – leave this on unless your provider says otherwise.
4. Select Connect. You'll see Email account connected! Now set up receiving.

Set up receiving (inbound email)

Sending over SMTP doesn't bring replies into Spacebrain. On Set Up Receiving, choose one method. Only one can be active at a time.

• Webhook (Recommended): for providers such as SendGrid or Mailgun that can forward incoming mail. Select Generate Webhook URL, then Copy URL, and paste it into your provider's inbound settings.
• IMAP Polling: for providers with IMAP access, such as Zoho or a self-hosted server. Enter IMAP Host, Port, IMAP Username, and IMAP Password. The username and password default to your SMTP details if you leave them blank. Keep Use SSL on, then select Save IMAP Settings. Spacebrain checks for new mail every few minutes.

Select Done when finished. If you're not ready, select Skip for Now, but replies won't reach Inbox until you set up receiving.

What you should see

Each account appears as a card with its address, provider (Google or Custom SMTP), and status:

You may also see Default (used when no sender is chosen), Sending only, Auto-refresh enabled, and Inbound enabled. For inbound, the card says how mail arrives: webhook, IMAP polling, or push notifications.

Manage an account

Hover over the icons on an account card to see what each does:

• Enable sending / Disable sending – turns sending on or off without removing the account. Useful while you investigate a problem.
• Enable inbound email receiving / Disable inbound email receiving – turns reply syncing on or off.
• Sync now (fetch new email) – checks for new mail right away.
• Set as default – makes this the account Spacebrain uses when you don't pick one.
• Reconnect OAuth – for Google accounts, signs in again without removing the account.
• Edit – changes connection details, such as SMTP or IMAP settings.
• Disconnect – removes the account after you confirm in Disconnect Email Account.

Test the connection

Do this after connecting, and again after any reconnect:

1. Confirm the address and display name on the card.
2. Send a test from Spacebrain to an internal mailbox.
3. Reply to that test from the other mailbox.
4. Select Sync now (fetch new email) and confirm the reply appears in Inbox.
5. Check the test in the other mailbox. Did it land in the inbox or spam? Is the sender name right?

If something goes wrong

Don't keep reconnecting with different Google users. That makes it hard to tell which person owns the connection. For more help, see Gmail, SMTP, and IMAP connections and communications troubleshooting.

FAQ

Why doesn't Google appear under Connect Account?

Check the active workspace and your access. In an agency sub-account, only SMTP may be available. Ask your workspace admin which method to use rather than connecting someone else's Google account.

Does Connected mean inbox sync is working?

Not always. Sending and receiving are separate. Send a test, reply to it, and check that the reply appears in Inbox.

Should I use a shared or personal mailbox?

A shared team mailbox that your company controls is best for automations, because it doesn't stop working when someone leaves. If you must use a personal mailbox, note who owns it and what happens when they leave.

Next step

Build reusable content: Templates and deliverability.