Use Google for mailbox history and meetings. Personal sharing controls and workspace contact-creation rules are separate. Connecting an account does not give teammates permission to send as you.
Connect Google#
- Open Settings → Email and calendar accounts.
- Before your first account, choose How much history to import: Last 90 days (recommended), Last 60 days, or Last 30 days. Then choose Connect Google account and complete Google’s authorization. Back on the page, Ariyel shows Google account connected.; if it shows Google account could not be connected. Try again., choose Connect Google account again.
- Back on the list, check the account’s status and message count. Syncing means the first import is still running; In sync means it has finished. Sync failed or Revoked needs a reconnect.
Google is the only provider you can connect. Each member connects their own accounts and sees only those on this page; you can connect more than one. Ariyel reads message headers—who wrote to whom, when, and the subject. Google asks you to let Ariyel read your Gmail, send email from it, and see your calendar events. The history choice appears only while you have no account connected; later accounts import the last 90 days. The import window is fixed for that connection.
The first calendar import covers the same number of days before and after today. After that, Ariyel keeps events up to 12 months ahead; later occurrences of a recurring event arrive as they come into that range. Ariyel keeps each event’s title, time, location, organizer, attendees, your own reply, and whether it has video conferencing. Descriptions, attachments, and meeting links are never stored, and a location that contains a meeting link is left out.
While the first import runs, a notice at the top right shows Syncing and your address, with the emails and events imported so far. When it finishes, it briefly shows the emails, events, and contacts created, then leaves. Closing the notice hides it; the import continues.
Review a customer’s Emails and Meetings tabs. Mail appears when the contact’s email address is the sender or in To or Cc; meetings appear when it is an attendee or the organizer. Gmail drafts, spam, and trash are not synced, and mail permanently deleted in Gmail is removed from Ariyel too; mail you only move to Trash stays. Only your primary Google calendar is imported. After the first import, Ariyel checks for changes about once a minute. If you open an email Gmail has already deleted, Ariyel says This email no longer exists in Gmail. Opening an email fetches it from Gmail; remote images and active content in it are blocked, and Open in Gmail opens the original. A deal’s tabs use its linked contact’s address. Meetings are read-only: Ariyel does not create events or answer invitations.
Your own calendar also appears under Meetings on Home, one day at a time. Declined events are hidden there by default; all-day events and events without conferencing are shown. Use the What to show menu beside the day to change any of the three. An empty day does not mean the account is disconnected—Home says No calendar connected when it is.
Choose email visibility#
On Settings → Email and calendar accounts, open your Google account’s options menu, choose Manage, and set What your team can see on the General tab:
- Participants and timestamps: who and when, without subjects.
- Subject lines too (recommended, and the default): subjects, without opening bodies.
- Let the team open messages: message contents too.
This applies across the team for that mailbox. Internal-only threads and protected or blocked-address rules can still hide messages. Google bodies are fetched when opened and are never stored.
The same choice covers your calendar: at Participants and timestamps, teammates see Title hidden instead of a meeting’s title, and its location isn’t shown either. Unless you let the team open messages, teammates can see your email rows but cannot open them.
Keep addresses out of sync
Your mailbox’s Manage page has a Blocklist tab, Never sync these addresses, that covers that mailbox only. Workspace-wide entries live under Settings → Email and calendar → Email visibility; only an owner or admin can change that list. Enter an address or a domain and choose how to hide it:
- Protected: hides a thread only when everyone on it is protected.
- Blocked: hides every thread the address appears in, whoever else is on it, and stops that address becoming a contact.
Control contact creation#
Under Settings → Email and calendar → Record creation, All contacts includes mail and meeting participants; Selective includes people your team emailed, replied to, or met with (an email counts only for its To recipients, and only when it had 10 or fewer To and Cc recipients in total); None disables automatic creation. Internal, automated, and blocked addresses remain excluded.
Selective is the default. Only an owner or admin can change these settings; members see them read-only. A change applies from the next sync, and widening it also picks up history you have already imported without reconnecting. Existing contacts, emails, and meetings are not affected. An automatically created contact is owned by the member whose mailbox it came from and gets the first contact status. With None, mail and meetings still attach to contacts you create yourself.
Fill company from email domain (on by default) sets a new contact’s company from their email domain; public providers like gmail.com are left blank. Under Record suppression, add addresses or domains that should never become contacts—separate several with commas or spaces. Each entry can be up to 200 characters. Suppression hides nothing: their mail and meetings stay visible, and you can still create the contact by hand.
Send and reconnect#
Compose and replies require your own connected Google mailbox. Sequences instead use a verified sending domain and connected reply mailbox. Sharing another member’s messages grants neither sending ability.
Use Compose email under a contact’s or deal’s name, or Compose on its Emails tab. Without a connected Google account of your own, Compose email is unavailable, with the hint Connect a Google account you own, under Settings, to send email, and the Emails tab has no Compose. Reply appears on an opened message from your own mailbox. The email goes out from your Gmail and appears on the record after the next sync. If sending fails, your draft is kept. One email can go to at most 25 recipients across To and Cc. Compose sends plain text. With more than one Google account connected, a new email goes out from the one you connected or reconnected longest ago; a reply goes out from the mailbox the message is in. Separate recipients with commas; name@example.com and Name <name@example.com> both work, and an entry that can’t be read as an address stops the send with an error instead of being dropped.
Enable Ariyel watermark (on by default) adds “Sent with Ariyel” to emails you compose or reply to in Ariyel. Your Signature (up to 2,000 characters) is added to sequence emails you send as the sender when the sequence has Include sender signature on; it is not added to compose or replies. Both are on Settings → Email and calendar accounts.
If an account shows Revoked or Sync failed, choose Reconnect from its options menu and sign in with the same Google address. A different address is not reconnected; connect it separately. Reconnecting keeps the import window and sharing choice and resumes the sync.
Disconnect asks you to confirm, removes the account from this workspace, and revokes Ariyel’s access at Google. Contacts it created are not deleted, but its synced emails and meetings no longer appear on records. If it was the sender’s last connected Google account, their sequence recipients are held as Sender has no mailbox; when the sender connects Google again (and the workspace has a verified sending domain), recipients already emailed resume and those not yet emailed exit. A sender with another connected account keeps sending, with replies going to that account. To change the import window, disconnect and connect again.