Gmail, SMTP, and inbound email

Connect a mailbox so your team can send email from Spacebrain and see replies in the Inbox. This guide covers Google mailboxes and other mail servers (SMTP), and how to make sure replies come back. It's for workspace admins setting up email for the first time or fixing a mailbox that stopped working.

Before you begin

• Role: you need to be able to manage the workspace's email accounts, usually as an Admin or Owner.
• Plan: the Free plan includes one sending account. To connect more, the page shows Upgrade for more accounts.
• The mailbox: decide which address to connect. A shared team mailbox with a named owner is better than one person's personal address.
• For a mail server (SMTP): have the server name, port, username, and password (or app password) from your email provider or IT team.

Where to find it

Go to Inbox → Email accounts. The same page is also in Email → Senders & domains. The page is titled Sender Accounts and lists every connected mailbox.

Choose how to connect

Select Connect Account (or Connect Your First Account if none are connected yet). The Connect Email Account window offers:

Connect a Google mailbox

1. Select Connect Account, then Google.
2. A new window opens with Google's sign-in. If nothing opens, your browser blocked it. Allow pop-ups for Spacebrain and try again.
3. Sign in to the mailbox you want to connect.
4. Review what Spacebrain asks for and approve it. Spacebrain asks to read mail so it can show conversations, and to send only the messages you choose to send.
5. The window closes and the account appears in the list.
6. Send a test email to a teammate, then reply from their mailbox.
7. Check the reply appears in the right conversation in Inbox.

What you should see: the account shows Connected and Receiving inbound emails via push notifications. Google sign-ins renew themselves automatically.

If you see Sending only with the note Inbox sync will be enabled after Gmail read access completes verification, you can send now, but replies won't appear in the Inbox until Google finishes its review.

Connect a custom mail server (SMTP)

1. Select Connect Account, then Custom SMTP.
2. Optional: under Quick fill, select your provider to fill in the server settings. You still enter your own username and password.
3. Enter the Email Address and an optional Display Name, such as "Sales Team". The display name appears in the From line.
4. Under SMTP (Sending), check SMTP Host and Port, then enter SMTP Username and SMTP Password.
5. Leave Use TLS/STARTTLS on unless your mail admin says otherwise.
6. Select Save & Continue.

What you should see: Email account connected! Now set up receiving. Sending works now. Replies need the next step.

The quick-fill settings are:

Gmail and Yahoo usually need an app password, not your normal password. Many Microsoft 365 organizations block password sign-in for mail. If yours does, ask your IT team rather than turning off their security settings.

Set up receiving for a custom mail server

In Set Up Receiving, choose one way for replies to reach Spacebrain. Only one can be on at a time.

Webhook (recommended if your provider supports it)

Use this with services like SendGrid or Mailgun that can forward incoming mail to a web address.

1. Choose Webhook and select Generate Webhook URL.
2. Select Copy URL.
3. Paste it into your provider's inbound mail (or inbound webhook) settings.
4. Send a test email to the address from another mailbox.
5. Check it appears once in the right conversation.

IMAP polling

Use this when your provider gives IMAP access, which most hosted and self-hosted mail does.

1. Choose IMAP Polling.
2. Check IMAP Host and Port (usually 993).
3. Enter IMAP Username and IMAP Password. Leave them blank to reuse your SMTP username and password.
4. Leave Use SSL on.
5. Select Save IMAP Settings.
6. Send a test email and wait a few minutes. Spacebrain checks the mailbox every few minutes, so replies aren't instant.

Send only

Select Skip for Now if you only need to send, for example for automatic notifications. Replies won't appear in Spacebrain, so make sure someone reads them wherever they arrive. You can set up receiving later with Edit.

Manage a connected account

Open the account's menu to:

• Set as default so new emails use this sender.
• Disable sending or Enable sending.
• Disable inbound email receiving or Enable inbound email receiving.
• Sync now (fetch new email) to check for new mail straight away.
• Edit the display name and server settings, or reveal a hidden webhook address.
• Reconnect OAuth for a Google account that needs signing in again.
• Disconnect to remove it.

Account statuses are Connected, Needs Reconnection, Access Revoked, and Error. These describe whether Spacebrain can reach the mailbox. They don't tell you whether your emails land in inboxes rather than spam.

Check it all works

1. The From name and address are right.
2. Your test recipient gets exactly one email.
3. Your domain's SPF, DKIM, and DMARC records are set up (see templates and deliverability).
4. A reply appears in the right conversation.
5. A teammate can answer from that conversation.

If something goes wrong

For more, see troubleshoot communications and automations.

Before you disconnect

Check which automations, sequences, templates, agents, and scheduled emails use this sender. Disconnecting doesn't recall emails already sent, and it doesn't remove forwarding rules at your mail provider.

FAQ

Can I connect a shared mailbox like sales@?

Yes, if you can sign in to it (Google) or have its SMTP details. Shared mailboxes are easier to hand over when people leave.

Why do Google emails send but not appear in the Inbox?

Google may still be reviewing read access. The account shows Sending only until it finishes.

Next step

Set up your domain so emails reach the inbox: templates and deliverability.