How to set up AutoSync Email in AMS+ (beta)

This article explains how to set up AutoSync Email so incoming and outgoing messages with your clients are automatically captured and matched to their Individual Records. Setting up AutoSync Email also enables calendar availability checking for Appointment Schedulers.

This article covers AutoSync Email, the new connection experience. If you don't see the steps described here when you connect, your account may still be on the Legacy Email & Calendar Integration. See How to connect your email account to view and save emails in AMS+ instead.

Requirements

• You must have a work or personal email account (for example, Google/Gmail, Outlook, Yahoo, iCloud, or IMAP). AMS+ does not provide email accounts.
• You must be logged into AMS+ as an Agency User or Agent CRM User.

In this article

• Supported email providers
• Connect your account
• Configure your email sync
  • Choose which email folders to sync
  • Set how far back to sync email
• Review and finish setup
• Managing your connected account
  • Reconnecting a disconnected account
  • Disconnecting an email account

Supported email providers

You can connect a Google (Gmail), Microsoft 365, or iCloud account directly. Most other providers, including Yahoo, connect through the IMAP/Other option instead of getting their own dedicated button.

Connect your account

From the email icon in the top navigation, select Add New AutoSync Email.

You can also start from My Account > Email & Calendar > Email & Calendar Integration > Add Email Account.

Select your email provider, then enter your work email address.

Choose Gmail, Outlook / Microsoft 365, iCloud, or IMAP / Other. AMS+ uses this address to sign in and request access — you'll review and approve the specific permissions on the next step.

Select Continue.

Review the permissions AMS+ is requesting, then select Connect.

You'll see two permissions listed: Read and send email and Check calendar availability. This is the standard access your provider grants for email integrations; AMS+ doesn't currently use the send permission — email capture is inbound and outbound copy only, not sending.

Check calendar availability lets your Appointment Scheduler show clients real open times based on your calendar, so they can't book over an existing commitment — except for accounts connected via IMAP/Other, which don't support this. It's a one-way check only; AMS+ doesn't create, edit, or add events to your calendar as part of this connection. See How to sync your connected Google or Outlook calendar with Appointment Schedulers for more.

Sign in to your email provider and approve the connection when prompted.

Once you approve, AMS+ brings you back automatically to finish setup.

If your organization requires IT admin approval before third-party apps can connect (common for enterprise Microsoft 365 accounts), you'll see specific instructions for requesting that approval instead of a generic error.

Configure your email sync

After you connect, you'll make two choices that determine what email ends up in AMS+: which folders to sync, and how far back.

AMS+ saves every matched message as an email record on the associated Individual's Record automatically — there's no setting to turn this off, and currently no per-folder choice for how matched mail is saved.

Automatic matching applies to Individual Records only, by design; email with Agent, Group, or Carrier Records can be linked manually from the Inbox instead. See How to find and manage emails in your Inbox.

AMS+ matches an email to an Individual when an address on the email is the same as the Individual's primary or secondary email address. For emails you receive, AMS+ checks the From, To, and CC fields. For emails you send, it checks the To field only. See How to find and manage emails in your Inbox for the full matching rules.

Choose which email folders to sync

Choose which emails AMS+ should sync. You can change this anytime.

In the AMS+ header, select the email icon, then choose the email account you want to remove.

This opens that email account’s Inbox page.

In the Inbox, select the gear icon (settings), then choose Add/manage synced folders from the dropdown list.

This opens the Update Email Sync page.

Select Inbox and Sent Items, All Folders, or Customize folders.

Choose the folder(s) you want to sync.

• Inbox and Sent Items (default) — syncs emails you receive and send.
• All Folders — syncs everything across your mailbox, including Archive, Spam, and any custom folders.
• Customize folders — choose exactly which folders to sync, including subfolders.

Save.

If your Inbox contains a lot of mail that isn't client correspondence (receipts, automated notifications, personal email), consider selecting Customize folders instead of using the defaults. Email that doesn't match an Individual isn't saved to a record automatically. It stays in your mailbox, where you can associate it manually, so syncing high-volume, mostly non-client folders means more items to review by hand.

Best practice: sync a dedicated folder

Many agents create a folder in their email account just for client correspondence (for example, "AMS+"), then set up a filter or rule that automatically moves relevant email into it, and sync only that folder. This keeps sync focused on the correspondence you actually want in AMS+, rather than everything that passes through your Inbox.

Note: If a message doesn't match your filter, such as an email from a new contact you haven't added to the rule yet, it won't be synced until you update the filter or folder selection.

Set how far back to sync email

Choose how far back AMS+ should pull existing email when you connect:

• Starting Today
• Last 6 Months (default)
• Last 12 Months
• Last 18 Months

If you're moving from Outlook Email Sync, this step doesn't apply to you — your account syncs forward from your migration date only, with no backfill option for migrated accounts.

Choose this window based on your agency's email retention policies. A longer window brings more historical email into AMS+. There's no way to change this window in place — if you need a different one later, disconnect and reconnect the account. See Disconnecting an email account.

Once you've made these choices, AMS+ finishes setting up your connection.

Review and finish setup

Once setup is complete, AMS+ shows a confirmation screen: Email setup complete — AMS+ is now syncing your email. Older messages import in the background, which can take a while.

Select Go to Inbox to start using your synced email.

Managing your connected account

Once you're connected, you may need to reconnect an account that's lost access, or disconnect one you no longer want active.

Reconnecting a disconnected account

If your connection needs to be re-authorized (for example, if your provider access expires), you'll see a reconnect option from your inbox. Selecting it takes you directly to your provider's sign-in screen; you won't need to re-enter any setup details. See How to find and manage emails in your Inbox for more on connection status and reconnecting.

Disconnecting an email account

If you no longer want AMS+ to sync a connected email account, you can disconnect it from your account settings.

In the AMS+ header, select the email icon, then choose the email account you want to remove.

This opens that email account’s Inbox page.

In the Inbox, select the gear icon (settings), then choose Add/manage synced folders from the dropdown list.

This opens the Update Email Sync page.

On the Update Email Sync page, select the Remove Mailbox button.

In the pop-up window, select Remove Mailbox again to disconnect.

Note: Disconnecting doesn't erase your sync history. Reconnecting the same account takes you through setup again, including choosing a backfill window — AMS+ remembers which emails were already synced, so a wider window brings in the additional history without creating duplicates.