Inbox – How to connect and manage Email accounts

Last updated: August 17, 2026

Overview

Before you can use the Email Inbox, you need to connect at least one Gmail or Outlook account. Superfiliate securely syncs your email — it fetches threads from the past 2 weeks so conversations are available right away. Once connected, you control who on your team can see each inbox, what emails sync, reconnect accounts that lost connection, and disconnect accounts you no longer need.

Use this feature when you want to:

  • Connect a Gmail or Outlook account to read and send emails inside Superfiliate

  • Share an inbox with teammates so they can view and reply using your email address

  • Control which emails sync (all emails vs. contacts only) and who can see them

  • Reconnect an account that has been disconnected

  • Remove a connected account

In this article, you will learn:

  • How to connect a Gmail or Outlook account

  • How to manage inbox visibility (Private vs. Shared with team)

  • How to control what syncs (All emails vs. Contact only) — new

  • How to sync provider labels — new

  • How to reconnect or disconnect an account

  • Account limits and who can manage accounts

Requirements

Make sure that:

  • You have a Gmail or Outlook account to connect

  • You have access to the Superfiliate workspace for your brand

Important limitations

  • Account limit. Each brand can connect up to 5 email accounts. This limit applies across all team members.

  • Gmail and Outlook only. Other providers (Apple, Yahoo, etc.) cannot be connected.

  • Privacy changes are owner-only. Only the person who connected an account (the account owner) can change its visibility and sync settings. Admins cannot change them on someone's behalf.

  • Historical sync. When an account is first connected, Superfiliate fetches emails from the past 2 weeks. Older threads are not imported.

Step-by-step

Connecting a Gmail or Outlook account

  1. Go to Communications → Email → Inbox.

  2. If no accounts are connected, click Connect Email account in the empty state. If you already have accounts, click Manage.

  3. Click Add account.

  4. Sign in with your Gmail or Outlook credentials and grant the required permissions.

  5. Your inbox begins syncing automatically. Threads from the past 2 weeks appear first.

Managing Inbox Privacy

Go to Communications → Email → Settings → Inbox Privacy. Each account you own appears as an expandable card with two controls:

1. Visibility — who can see this inbox

  • Private — only you can see this inbox and its threads.

  • Shared with team — all workspace members can view and reply.

2. Sync scope — what emails sync

  • All emails — sync every email from your inbox, including messages from non-contacts. Works best with a dedicated brand address like affiliates@brand.com.

  • Contact only — only sync emails from contacts in your Superfiliate account. Everything else stays in your Gmail/Outlook inbox.

Syncing provider labels

In the same Inbox Privacy card, toggle Sync provider labels to import the labels and folder hierarchy from your email provider. Labels stay read-only in Superfiliate (you filter by them but cannot edit them here).

Reconnecting or disconnecting an account

  1. Open Manage (Inbox) or the account card in Settings → Inbox Privacy.

  2. Use Reconnect if an account lost its connection, or Disconnect to remove it.

Who can manage accounts

  • The account owner controls visibility, sync scope, provider labels, and signatures.

  • Admins and users the inbox is shared with can view/reply on shared inboxes but cannot change privacy settings.

Frequently Asked Questions (FAQ)


Q1. How far back does the email sync go?
A. When you first connect an account, Superfiliate fetches emails from the past 2 weeks. Older threads are not imported.

Q2. Can another team member change my account's visibility?
A. No. Only the account owner can update visibility settings. Admins can view all connected accounts but cannot change visibility for accounts they do not own.

Q3. What happens if my account gets disconnected?
A. You will see a "Disconnected" badge next to the account. Open the Manage modal and click the Reconnect icon to re-authenticate with Gmail. Until reconnected, no new emails will sync for that account.

Q4. What does "Shared with team" mean exactly?
A. When an inbox is set to Shared with team, all workspace members can see the email threads in that inbox and can send replies using that email address.