Feature
Email in Naffes CRM: Gmail and Outlook, filed on every customer
Naffes CRM connects your Gmail, Outlook and Microsoft 365, or IMAP/SMTP mailbox and files every message on the matching contact, company and open deals. You read, write, schedule and track email in the same place you run the pipeline.
The problem email integration solves
Sales email usually lives in personal inboxes. The rep knows what the buyer said; the manager, the colleague covering a holiday and whoever inherits the account do not. Naffes treats the mailbox as part of the customer record rather than a separate tool, so the conversation stays with the account when people change roles or leave.
Every synced message, received or sent, is matched to contacts by their primary or additional address and to companies by address or domain. It then appears on the timeline of each match and of their open deals. Nobody has to BCC a logging address or forward threads by hand, and a manager reviewing a deal sees the full exchange.
How it works in Naffes
Open Mail Accounts
Go to Settings > My connections > Mail Accounts and click Connect Personal Account. Workspace admins also see Connect Shared Account for a team mailbox.
Pick the provider
Sign in with Google for Gmail, or with Microsoft for Outlook and Microsoft 365. For any other mailbox, enter the address, password and the IMAP/SMTP server, port and encryption.
Choose the sync range
Start from now or pull 1, 3 or 6 months of history, and decide whether unknown senders should become contacts automatically.
Work from /mail
The mail screen has three panes: folders, threads and a reading pane. New mail arrives on a 3-minute cycle by default, and read, archive and delete actions taken in Naffes are written back to the mail server.
You rarely need to leave the record you are working on. On a deal, contact or company page, the Send email action opens the same composer already addressed to the record's person, and the sent message is filed on that record and on everyone linked to it. It is the quickest way to follow a call with a written summary.
What you get
- Compose, reply and forward with CC/BCC, recipient suggestions drawn from your own mail, attachments (a forward keeps the original's files) and your default signature.
- Scheduled send: pick a date and time from the send menu, and a background job that checks every 3 minutes sends it on time.
- Open and click tracking on every message sent from Naffes, shown in the header of that message. Requests from link-safety scanners are not counted as clicks.
- Templates and snippets, private or shared with the team. Templates live under Settings > Templates; snippets insert from the editor toolbar and are managed in Email tools.
- Rich HTML signatures with a photo, a logo and a banner.
- Contact capture: a mailbox can create contacts and companies from the people you email, skipping free-mail domains and automated senders. A one-off history scan also opens a deal for each new company.
- Older mail on demand: fetch messages back to a date you choose, one year by default.
- Shared mailboxes visible only to people with the 'access shared inbox' permission. Stars stay personal, so one teammate's flag does not clutter everyone's view.
- Search and filters: server-side search by subject, sender or recipient, filter chips for unread, starred, has attachments and linked to a deal, and bulk archive, read/unread, delete and star.
- Keyboard shortcuts: j/k, Enter, e, r, a, f, s, u, #, / and ?. They work by key position, so they keep working on an Arabic keyboard layout.
Mail leaves from your own mailbox
Naffes does not relay sales email through a shared sending server. Messages go out through the mailbox you connected, whether that is Gmail, Microsoft 365 or your company's own SMTP server, so your domain's reputation and authentication decide inbox placement.
Google's sender guidelines require everyone who sends to Gmail accounts to set up SPF or DKIM. Bulk senders need both, plus DMARC and one-click unsubscribe on marketing mail. If your reps send proposals at volume, check these DNS records with whoever manages your domain before scaling up.
Automated email follows the same path. When a workflow sends mail, Naffes caps it at 60 messages per minute per workspace by default; any run over the cap waits and then continues from where it stopped, so no message is lost.
Support mailboxes, the shared inbox and AI drafts
Flag a mailbox as a support inbox and its incoming mail becomes tickets in the help desk, which is part of the Pro and Enterprise plans. Replies whose subject carries the ticket number join that ticket, and re-syncs never create duplicates.
Email also appears in the unified inbox, next to WhatsApp, SMS, Messenger and Instagram, for teams that prefer one queue. For help with wording, the deal copilot in the deal drawer drafts an outreach email that you copy, edit and send.
Limits and what to expect
- Email is included from the Starter plan up; the Free plan cannot connect mailboxes. See pricing.
- Tracking is always on for mail sent from Naffes, with no per-message opt-out. Opens are counted on every pixel load, so image proxies and repeat opens raise the number; treat clicks as the stronger signal.
- Email tools > Analytics covers a fixed 30 days: sent and received mail, open and click rates and your top 8 recipients. It does not measure bounces or average response time yet.
- There is no screen that lists or cancels emails already scheduled, and no snooze in the mail interface.
- Snippets insert their raw text, so merge tags such as
{{first_name}}are not filled in while you compose. - Records are matched by address and domain, not by AI, and won or lost deals are not linked automatically.
- The mail composer itself has no AI writing tools today. The copilot's draft is built from the deal's fields (name, stage, amount, dates) and the contact and company names, not from earlier emails, so add that context yourself.
Questions
Questions 5
Does Naffes work with Microsoft 365 and company mail servers, or only Gmail?
All three. Gmail connects with Google sign-in, Outlook and Microsoft 365 with Microsoft sign-in, and any other mailbox, such as your hosting provider's mail on your own domain, over IMAP/SMTP.
If I archive a message in Naffes, is it archived in Gmail too?
Yes. Read/unread, archive and delete actions taken in Naffes are applied on the mail server, so both views stay in step.
Can several reps work from one shared address?
Yes. A workspace admin connects it as a shared account, and only users holding the 'access shared inbox' permission can see it. Stars remain per user.
Can I cancel an email after scheduling it?
Not from the interface today: no screen lists the scheduled queue. Schedule only what you are sure about, or send it manually at the time you want.
Which plan includes email?
Starter and above. You can try the full feature during the 14-day free trial, and no card is needed to start.