Connect your email account

Connecting an email account brings your mailbox into Tidyflow. You can read, send, and reply without leaving the app, conversations link to the matching client automatically, and your team can collaborate on replies with internal comments. Sync is two-way: replies sent from Tidyflow appear in your provider’s sent folder, and changes in your provider show up in Tidyflow.

Supported email providers

Tidyflow connects to:

• Gmail (including Google Workspace) via OAuth
• Outlook (Microsoft 365) via OAuth
• Any other provider via IMAP, such as iCloud, Fastmail, Yahoo, or a self-hosted mailbox. IMAP connections are currently in beta. See Connect an email account via IMAP.

Connect Gmail or Microsoft 365

1. In the firm app, go to Settings and open Email accounts
2. Click Connect email
3. Choose Gmail or Outlook
4. Choose who can see the inbox and how much email history to import (see below)
5. Click Continue with Google or Continue with Microsoft and authorize access in the window that opens

For Gmail and Outlook accounts, Tidyflow asks for permission to read, label, archive, and trash messages, to send email on your behalf, and to respond to calendar invitations sent to that account. Tidyflow does not sell your data or use it for advertising.

Once authorized, Tidyflow starts importing your email history in the background. The account shows Importing history until the import finishes, then Connected.

Choose who can see the inbox

When connecting an account, you pick its visibility:

• Private — only me: only you can see emails from this inbox
• Selected users: pick specific teammates who can read and send from this inbox
• Whole team — everyone in the firm: all users can see emails from this inbox

Only owners and admins can share an inbox with other users, and visibility can be changed at any time from the account’s settings. A shared inbox works well for a practice address like info@ or admin@, while each team member can also connect their own private account. The number of private and shared inboxes depends on your plan; see pricing for current limits.

Choose how much email history to import

The Email history setting controls how far back Tidyflow imports existing email, from No history up to 5 years. New email always syncs regardless of this setting.

Where your email appears

Connected email shows up in Inbox, at the top of the left sidebar. The folder menu switches between For you (messages that need your attention), Inbox, Drafts, Sent, Archived, Spam, and Trash, plus your provider labels.

To connect an email thread to your client work, open the message and use Link Job. Pick the client, then an existing job, or create a new one from the same dialog. The linked client, contact, and job then show on the thread. See Sending Emails to Clients.

How syncing works

Gmail and Microsoft 365 accounts sync in near real time using provider notifications. Accounts connected via IMAP sync every few minutes, with a Sync now action on the Email accounts settings page to pull changes immediately.

If an account’s sign-in expires, its row shows Disconnected with a Reconnect button. Reconnecting restores syncing without re-importing your messages.

Disconnect an email account

Open Settings, go to Email accounts, and disconnect the account from its menu. Tidyflow stops syncing new email from that mailbox and removes the stored connection credentials. Your synced email history stays in Tidyflow, so you can reconnect the account later and pick up where you left off. To permanently delete the email history as well, choose Delete account & data on that email account instead. Permanent deletion may take up to 30 days to complete across all systems. For Gmail and Microsoft 365 you can also revoke Tidyflow’s access directly from your Google or Microsoft account at any time.