Connecting your email
Link Google or Microsoft accounts so conversations and meetings sync into Kepler and attach themselves to the right records.
Connecting your accounts is the single highest-leverage setup step in Kepler. Once connected, your email history syncs continuously, threads appear on the matching candidate, contact and company records, attachments are filed on the sender's record (a CV from someone not yet in Kepler can become a new candidate, depending on your Record capture settings), and AI triage can propose updates from what's in the conversation.
Connect an account
- Go to Settings → Connected accounts.
- Under Mailboxes, click Connect next to Google or Microsoft.
- The Connect … mailbox dialog says what your workspace will see from this mailbox (your workspace's default for new mailboxes). Choose Change to pick another level, then click Continue to Google or Continue to Microsoft.
- Sign in with the provider and approve the requested access. For Microsoft, sign in with the account you send email from — an admin login without its own mailbox can't be connected.
- You'll see a Mailbox connected confirmation, and the mailbox appears with its sync status and its calendar underneath. The first sync imports your recent history and can take a few minutes for large mailboxes.
Finish the provider sign-in in the same browser you started it from; a sign-in finished anywhere else is refused, and you start again from Kepler.
Gmail while Google reviews Kepler
Google is still reviewing Kepler's Gmail access, so connecting Google works a little differently for now:
- Where Gmail is on for your workspace, the Connect Google mailbox dialog warns that Google will show "Google hasn't verified this app" and shows the two clicks past it: Advanced, then Go to keplercrm.com (unsafe). You can also choose Not now, email me when it's ready.
- Where Gmail is on request, the Google row shows Request Gmail instead of Connect. Send the request and the Kepler team turns Gmail on for your workspace and lets you know. Outlook works straight away if you'd rather not wait.
A Google mailbox that's already connected can always be reconnected.
What each provider syncs
| Provider | What it syncs |
|---|---|
| Gmail and Google Calendar — your email history plus your meetings. | |
| Microsoft | Outlook mail and Outlook calendar — your email history plus your meetings. |
You can connect one Google and one Microsoft mailbox each. A mailbox a teammate has already connected stays theirs: you can't connect it too until they disconnect it. Private calendar events are never synced.
Choose your sharing setting
After connecting, review What the workspace sees on the same page. This controls how much of your mail teammates can see — from metadata only, up to full message content — and Manage individual sharing lets you grant more to specific people. Only you can change it. See Email privacy & sharing for the details.
Record creation from email
Kepler can create new records automatically from people your team corresponds with. Leave it on to grow your database passively; set it to Nobody if you prefer to add every record manually. This is a workspace setting in Settings → Record capture — see Record capture settings.
What happens after connecting
- Threads are matched to records by email address (and company domain for companies).
- The Communications page shows your synced conversations grouped by person.
- Each candidate, contact and company gets a Communications tab with their full history.
- You can send email from Kepler too — compose, reply, templates and your signature. See Sending email from Kepler.
- If you publish jobs to LinkedIn, application notification emails to this account can be parsed into your Inbound applicants queue automatically.
Disconnecting a mailbox
Choose Disconnect from the mailbox's ⋯ menu, or Disconnect mailbox… in Manage. Kepler stops syncing and removes what that mailbox brought in: its synced emails and calendar events leave the workspace. Candidates, contacts and companies stay, and meetings with a note taker recording keep their recording and notes. Campaign sends from that mailbox are paused.
Sync runs against the account that connected it. If you change your email password or your IT team revokes the OAuth grant, the account will show a sync error — use the fix shown on the mailbox's row (Retry sync, Reconnect or Grant access), or Resync from its ⋯ menu (it reads Recover sync when the sync has stalled). Don't disconnect to fix a broken connection: reconnecting keeps the mailbox's synced history, disconnecting removes it. See Email sync issues.