Email privacy & sharing
Control how much of your synced mail teammates can see — three sharing levels plus per-person grants.
Email visibility is controlled per connected mailbox by its owner, under What the workspace sees on Settings → Connected accounts. Only you can change it for your mailbox; the workspace never widens it behind your back.
The three sharing levels
The workspace level only ever applies to emails with people in the CRM, that is, emails linked to a candidate, contact or company record. Mail with anyone else stays with you whatever level you pick. Teammates see your shared mail on those records' Communications tabs, never in their own inbox.
| Level | What teammates see |
|---|---|
| Activity only | Who you emailed and when — participants and timestamps, no subject lines or bodies. Records still show that activity happened. |
| Subject and metadata | Participants, timestamps and subject lines — enough to follow the thread of a relationship without reading the mail. Bodies stay with you. |
| Full emails | Every past and future email with people in the CRM, including bodies and attachments, on the related records. |
A new mailbox starts at the workspace's default — Subject and metadata unless an admin changed Default sharing for new mailboxes under Settings → Security & data, in the Access section. You can pick a different level when you connect, and change it any time.
Individual sharing
On top of the workspace level, you can grant full access to specific workspace members — your pod, your delivery partner — while everyone else stays at the workspace level. Select Manage individual sharing (or Manage on the mailbox) and add them under Individual sharing, then save. Individual grants are additive: they never reduce what the workspace already sees.
Choosing a level
- Full emails suits delivery teams — anyone covering a role can read the client thread without forwarding chains. It covers every past and future email with people in the CRM.
- Subject and metadata lets teammates see the shape of relationships without message content.
- Activity only suits leadership inboxes and anyone whose mailbox mixes sensitive content with desk work — pair it with individual grants for the few who need more.
What sharing never does
- It never exposes mail to people outside the workspace.
- It never affects your actual mailbox — Kepler holds a synced copy; your Gmail is untouched.
- Attachment access follows the same rules as message content.
Email history imported from another system
If your workspace moved to Kepler from another system and its email history was imported, those imported emails are visible to everyone in the workspace, like imported notes, and show the original author's name. Where you can also fully see the same email synced from a mailbox, the timeline shows it once.
AI features respect visibility: triage and suggestions derived from restricted mail are only shown to people allowed to see that mail. AI never becomes a side-channel around sharing settings.